Политика за поверителност

Last updated: April 13, 2026

This Privacy Policy explains how Smart4Ops ("we", "us", "our") collects, uses, stores, and protects personal data when you use our website at smart4ops.com and our services. We are committed to protecting your privacy in accordance with the EU General Data Protection Regulation (GDPR) and applicable data protection laws.

Important: We only collect personal data when you actively choose to submit it through our forms and questionnaires. Simply browsing our website does not require you to provide any personal information.

1. Data Controller

The data controller responsible for your personal data is:

Smart4Ops
Email: office@smart4ops.com
Privacy inquiries: privacy@smart4ops.com

2. What Data We Collect

2.1 Contact Form

Only when you choose to submit our contact form, we collect:

• Your name
• Company name
• Email address
• Phone number (optional)
• Industry
• Company size
• Description of your challenge
• Desired outcome
• Urgency level

2.2 Extended Questionnaire

Only if you choose to continue after the contact form, we offer an optional extended questionnaire. This collects additional operational details across six areas: processes, systems, team, reporting, pain points, and priorities. Completing this is entirely voluntary and helps us prepare a more relevant consultation.

2.3 AI Discovery Questionnaire

Only if you choose to complete our optional Private AI Assistant Discovery questionnaire, we collect answers to 21 questions about your organization's AI readiness, including:

• Industry and company size
• Regulatory requirements (GDPR, NIS2, DORA, etc.)
• Types and volumes of data you work with
• Current systems and integrations (ticketing, knowledge base, communication)
• Security and access control requirements
• Desired AI use cases and languages

2.4 Automatically Collected Data

If you accept analytics cookies, the following data may be collected:

• IP address — used for language detection via ip-api.com to serve the website in your preferred language (only with your consent)
• Browser user agent — used by Google Analytics for usage statistics (only with your consent)
• Language preference — detected from your browser settings

If you choose "Necessary Only" in our cookie banner, no IP address or user agent data is sent to third parties.

3. Why We Collect Your Data

We use your personal data for the following purposes:

• To respond to your inquiries — when you contact us through our forms, we use your information to respond and prepare for consultations.
• To understand your needs — questionnaire data helps us provide relevant, tailored recommendations instead of generic advice.
• Website analytics and improvement — we use Google Analytics to understand how visitors use our website so we can improve it.
• Language detection — we use ip-api.com to detect your approximate location from your IP address, solely to display the website in the appropriate language.

4. Lawful Basis for Processing

We process your personal data under the following lawful bases (GDPR Article 6):

Data	Lawful Basis
Contact form & questionnaire data	Legitimate interest (Art. 6(1)(f)) — processing B2B contact data to respond to business inquiries and provide relevant services
Google Analytics cookies	Consent (Art. 6(1)(a)) — analytics cookies are only set with your consent
IP-based language detection	Legitimate interest (Art. 6(1)(f)) — providing the website in the visitor's language for a better experience

5. Third-Party Recipients

We share data with the following third-party services:

Service	Purpose	Data Shared
Google Analytics (Google LLC)	Website usage analytics	Anonymized usage data, browser info, pages visited
ip-api.com	Language detection via IP geolocation	Your IP address (not stored by us)

Google Analytics may transfer data to servers in the United States. Google is certified under the EU-U.S. Data Privacy Framework. For more information, see Google's Privacy Policy.

6. Data Retention

• Contact form and questionnaire data — retained for 24 months from submission, then anonymized or deleted.
• Analytics data — retained according to Google Analytics default settings (14 months for user-level data). You can learn more in Google's data retention documentation.
• IP address for language detection — processed in real time and not stored by us.

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right of access (Art. 15) — request a copy of the personal data we hold about you.
• Right to rectification (Art. 16) — request correction of inaccurate data.
• Right to erasure (Art. 17) — request deletion of your personal data ("right to be forgotten").
• Right to restriction (Art. 18) — request that we limit processing of your data.
• Right to data portability (Art. 20) — receive your data in a structured, machine-readable format.
• Right to object (Art. 21) — object to processing based on legitimate interest.

To exercise any of these rights, contact us at: privacy@smart4ops.com

We will respond to your request within 30 days.

8. Cookies

Our website uses the following cookies:

Cookie	Provider	Purpose	Duration
_ga	Google Analytics	Distinguishes unique visitors	2 years
_gid	Google Analytics	Distinguishes unique visitors	24 hours

How to Manage Cookies

You can control and delete cookies through your browser settings. Most browsers allow you to:

• View what cookies are stored and delete them individually
• Block third-party cookies
• Block cookies from specific sites
• Block all cookies
• Delete all cookies when you close your browser

You can also opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

9. Data Security

We take appropriate technical and organizational measures to protect your personal data, including:

• SSL/TLS encryption — all data transmitted between your browser and our website is encrypted.
• Secure server infrastructure — our servers are hosted in the European Union with industry-standard security.
• Access controls — personal data is only accessible to authorized personnel who need it to perform their duties.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.

11. Supervisory Authority

If you believe that our processing of your personal data violates the GDPR, you have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work, or place of the alleged infringement.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: privacy@smart4ops.com
General inquiries: office@smart4ops.com