Privacy Policy

1. INTRODUCTION

Scopien ("we," "our," or "us") is committed to protecting the privacy and security of our clients' information. As a next-generation AI consultancy company providing revolutionary management consultancy, implementation, development, and integration services through our proprietary AI Agentic platform, we understand the critical importance of data privacy and security in today's business environment.

This Privacy Statement outlines how we collect, use, protect, and share information when you use our AI-powered consultancy platform and related services.

2. INFORMATION WE COLLECT

2.1 Client Business Information

• Operational Data: Business processes, workflows, performance metrics, and operational parameters necessary for consultancy analysis
• System Integration Data: Information from your existing CRMs, ERPs, and other business platforms for integration and optimization purposes
• Performance Metrics: Key performance indicators, efficiency measurements, and operational benchmarks
• Strategic Information: Business objectives, goals, and strategic planning data shared during consultancy engagements

2.2 Technical Platform Data

• Usage Analytics: Platform interaction data, feature utilization, and system performance metrics
• Integration Logs: Technical data from connections with third-party platforms and systems
• AI Model Interactions: Prompts, queries, and responses processed by our AI Agentic system
• Implementation Data: Configuration settings, customizations, and deployment parameters

2.3 Account and Contact Information

• User Credentials: Login information, access permissions, and authentication data
• Contact Details: Names, email addresses, phone numbers, and job titles of authorized users
• Company Information: Organization name, industry classification, company size, and location data
• Billing Information: Payment details, subscription information, and transaction records

2.4 Communications Data

• Support Interactions: Customer service communications, technical support requests, and feedback
• Consultation Records: Meeting notes, strategic discussions, and advisory communications
• Training Materials: Documentation, guides, and educational content access records

3. HOW WE USE YOUR INFORMATION

3.1 Service Delivery

• Provide AI-powered management consultancy and strategic advisory services
• Perform implementation, development, and integration projects as requested
• Deliver 360-degree operational optimization and efficiency improvements
• Enable seamless onboarding and platform migration services

3.2 Platform Operations

• Operate and maintain our AI Agentic platform and next-generation ERP solutions
• Facilitate integrations with existing CRMs and business platforms
• Monitor system performance and ensure service reliability
• Provide technical support and troubleshooting assistance

3.3 AI Model Enhancement

• Train and improve our proprietary AI models for better consultancy outcomes
• Develop new features and capabilities based on usage patterns
• Enhance automation and operational efficiency algorithms
• Optimize integration capabilities with third-party platforms

3.4 Business Operations

• Process payments and manage subscription services
• Communicate important updates, changes, and new features
• Ensure compliance with contractual obligations and service level agreements
• Conduct internal research and development for service improvement

4. INFORMATION SHARING AND DISCLOSURE

4.1 Limited Sharing Principles

We do not sell, rent, or trade your information to third parties. We may share information only in the following circumstances:

4.2 Service Providers

• Technology Partners: Trusted cloud infrastructure providers and security services that support our platform operations
• Integration Partners: Third-party platforms and CRM providers for authorized integrations
• Professional Services: Specialized consultants or contractors working on specific client projects under strict confidentiality agreements

4.3 Legal Requirements

• Compliance Obligations: When required by applicable laws, regulations, or valid legal processes
• Safety and Security: To protect our platform, users, or others from fraud, abuse, or security threats
• Business Transfers: In connection with mergers, acquisitions, or asset sales, subject to confidentiality protections

4.4 Client Authorization

• Explicit Consent: When you provide specific authorization for information sharing
• Strategic Partnerships: With partners you designate for implementation or integration purposes

5. DATA SECURITY AND PROTECTION

5.1 Security Measures

• Enterprise-Grade Encryption: End-to-end encryption for data in transit and at rest
• Access Controls: Multi-factor authentication, role-based permissions, and principle of least privilege
• Infrastructure Security: Secure cloud hosting with redundancy, monitoring, and threat detection
• Regular Audits: Continuous security assessments, penetration testing, and compliance reviews

5.2 AI Model Security

• Isolated Processing: Client data is processed in secure, isolated environments
• Model Protection: Proprietary AI algorithms are protected against unauthorized access or reverse engineering
• Data Anonymization: Personal and sensitive identifiers are anonymized in AI training processes where applicable

5.3 Platform Integrity

• System Monitoring: 24/7 monitoring for security incidents and performance issues
• Backup and Recovery: Comprehensive data backup and disaster recovery procedures
• Version Control: Secure management of platform updates and configuration changes

6. DATA RETENTION AND DELETION

6.1 Retention Periods

• Active Engagement Data: Retained during the term of service and for a reasonable period thereafter for continued support
• Historical Analytics: Aggregated and anonymized performance data may be retained for platform improvement
• Legal Requirements: Some data may be retained longer to comply with applicable legal or regulatory requirements

6.2 Data Deletion

• Client Request: You may request deletion of your data, subject to contractual and legal obligations
• Contract Termination: Data will be securely deleted or returned upon contract termination as specified in service agreements
• Secure Disposal: All data deletion follows industry best practices for secure data destruction

7. INTERNATIONAL DATA TRANSFERS

7.1 Global Operations

As we serve Fortune 500 companies worldwide, your data may be processed in countries other than your home country. We ensure appropriate safeguards are in place for all international data transfers.

7.2 Transfer Mechanisms

• Standard Contractual Clauses: We use Canada-approved standard contractual clauses for transfers from the Canadian Law
• Adequacy Decisions: We rely on adequacy decisions where available
• Additional Safeguards: We implement additional technical and organizational measures as needed

8. YOUR RIGHTS AND CHOICES

8.1 Access and Control

• Data Access: Request access to your personal and business data we process
• Data Portability: Request export of your data in commonly used formats
• Correction Rights: Request correction of inaccurate or incomplete information
• Processing Restrictions: Request limitations on how we process your data

8.2 Communication Preferences

• Marketing Communications: Opt-out of promotional communications while maintaining service-related communications
• Notification Settings: Customize platform alerts and update preferences

9. THIRD-PARTY INTEGRATIONS

9.1 CRM and Platform Connections

When you connect our platform to your existing CRMs and business systems:

• We only access data necessary for the requested integration and optimization services
• Integration permissions can be modified or revoked through your platform settings
• We maintain separate security protocols for each integrated system

9.2 Third-Party Responsibilities

We are not responsible for the privacy practices of third-party platforms you choose to integrate with our services. We recommend reviewing their privacy policies independently.

10. ARTIFICIAL INTELLIGENCE AND AUTOMATED PROCESSING

10.1 AI Decision Making

Our AI Agentic platform may make automated recommendations and decisions regarding:

• Operational optimizations and efficiency improvements
• Integration configurations and system settings
• Process automation and workflow enhancements

10.2 Human Oversight

• Critical business decisions always include human review and approval processes
• You maintain control over implementation of AI-generated recommendations
• Our consultancy team provides guidance and oversight for AI-driven solutions

11. INDUSTRY-SPECIFIC CONSIDERATIONS

11.1 Regulated Industries

For clients in regulated industries (healthcare, financial services, government), we provide additional privacy and security measures including:

• Industry-specific compliance frameworks (HIPAA, SOX, GDPR, etc.)
• Enhanced data segregation and access controls
• Specialized audit and reporting capabilities

11.2 Enterprise Security Requirements

• Custom Security Policies: Tailored security measures for enterprise clients
• Dedicated Environments: Isolated platform instances for high-security requirements
• Compliance Reporting: Regular compliance and security status reports

12. UPDATES TO THIS PRIVACY STATEMENT

We may update this Privacy Statement periodically to reflect changes in our services, technology, or applicable laws. We will notify you of material changes through:

• Email notifications to registered account administrators
• Platform notifications within our service interface
• Updates posted on our website

13. CONTACT INFORMATION

13.1 Privacy Inquiries

For questions about this Privacy Statement or our privacy practices:

13.2 Data Protection Officer

For Canadian residents or GDPR-related inquiries:

13.3 Security Incidents

To report security concerns or potential data breaches:

14. REGULATORY COMPLIANCE

This Privacy Statement is designed to comply with applicable privacy laws including:

• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Other applicable regional and industry-specific privacy regulations