Privacy Policy

1. Introduction

At SANS PLATFORM (“SANS,” “we,” “our,” or “us”), privacy is foundational to how we design and operate our technology. SANS stands for Smart Automation & Next-generation Solutions, and we apply that same standard of trust and care to your information.

This Privacy Policy explains what information we collect, why we collect it, how we protect it, and the choices available to you. By accessing or using our website, products, integrations, dashboards, and related services (collectively, the “Services”), you agree to the practices described here.

We are committed to transparent data practices, responsible AI, and secure-by-design infrastructure. If you do not agree with this policy, please discontinue use of our Services.

2. Information We Collect

To deliver reliable automation and communication services, we collect specific categories of information. We collect only what is reasonably necessary for product functionality, performance, legal compliance, and customer support.

Personal Information

• Full name, account identity details, and profile information provided during onboarding.
• User role details for workspace-level permissions and team administration.
• Business identifiers needed to personalize service configurations.

Contact Details

• Email addresses, phone numbers, and support communication records.
• Contact preferences for transactional notices and service updates.
• Metadata from communication channels when support tickets are submitted.

Company Information

• Company name, website, industry, billing profile, and organizational settings.
• Operational attributes used for automation routing and workflow structures.
• Workspace-level content provided by authorized account administrators.

Payment Information

• Subscription and transaction metadata, invoice details, and billing status.
• Payment method tokens handled through secure third-party payment providers.
• We do not store full card numbers or CVV data on SANS PLATFORM servers.

Usage Data

• Log events, click paths, feature usage, and session-level interaction analytics.
• Error diagnostics to improve platform reliability and incident response.
• Performance telemetry for service quality optimization.

Cookies

• Cookie and similar tracking technology data, as described in the Cookies section below.
• Session persistence and preference memory to support secure and consistent user experience.

Device Information

• Browser type, operating system, IP address, device model, and language settings.
• Technical identifiers needed for fraud prevention, access security, and system integrity.

3. How We Use Your Information

We process your information in a controlled manner to provide and continuously improve SANS PLATFORM. Core use cases are listed below.

Provide Services

• Set up and maintain your account, organization workspace, and integrations.
• Deliver automation workflows, message orchestration, and platform functionalities requested by users.

Customer Support

• Resolve technical issues, respond to support requests, and provide implementation assistance.
• Maintain service continuity through account notices and operational updates.

Improve Platform

• Analyze aggregate usage trends and improve system quality, usability, and reliability.
• Develop better product features and optimize automation performance.

Marketing Communications

• Share relevant product updates, service announcements, and educational resources.
• Respect communication preferences and provide clear opt-out controls where required.

Security

• Detect abuse, prevent unauthorized activity, and enforce account protection protocols.
• Investigate suspicious behavior and maintain infrastructure resilience.

Analytics

• Measure feature performance and user experience outcomes through analytics data.
• Generate internal reports that help us make evidence-based product decisions.

AI Personalization

• Personalize suggestions, workflow recommendations, and context-aware automation experiences.
• Apply safeguards and governance controls when AI-enabled functions process user-related signals.

4. Cookies

Cookies and related technologies help us provide secure sessions, evaluate service performance, and improve user experience. You may adjust browser-level cookie settings, though disabling certain cookies may impact core functionality.

Essential Cookies

• Required for authentication, account access, session continuity, and security controls.

Analytics Cookies

• Help us understand platform usage patterns and product performance trends.

Performance Cookies

• Support diagnostics, load balancing insight, and service optimization efforts.

Marketing Cookies

• Enable relevant communication and campaign measurement where legally permitted.

5. Data Sharing

SANS PLATFORM does not sell customer data. We share information only when necessary to operate the Services, meet legal obligations, or process secure payments.

Trusted Service Providers

• Vetted providers that support hosting, infrastructure, analytics, communications, and operational tooling.
• All providers are bound by confidentiality and data protection obligations appropriate to their role.

Legal Authorities

• We may disclose data where required by law, legal process, or to protect rights, safety, and platform integrity.

Payment Providers

• Subscription and payment processing may involve secure third-party providers to complete transactions.

6. Data Security

We maintain layered safeguards to protect information against unauthorized access, misuse, disclosure, or loss. While no system can guarantee absolute security, we continuously apply high standards across infrastructure and operations.

• Encryption: Encryption in transit and at rest for sensitive data pathways and storage contexts.
• Secure Cloud Infrastructure: Hardened infrastructure with monitoring, backups, and resilient architecture.
• Access Control: Role-based access, strict authorization policies, and credential management practices.
• Regular Security Audits: Ongoing risk review, testing, and remediation workflows.
• Industry Best Practices: Security controls aligned with modern standards for SaaS and automation platforms.

7. Data Retention

We retain personal and operational data only for as long as needed to provide Services, support account continuity, comply with legal obligations, resolve disputes, and enforce our terms.

Retention periods vary based on data category, usage purpose, and applicable legal requirements. When data is no longer required, we delete, anonymize, or securely archive it according to internal governance procedures.

8. User Rights

Depending on your jurisdiction, you may have specific privacy rights regarding your personal information. We provide practical mechanisms to honor valid requests in accordance with applicable law.

• Access Data: Request confirmation and access to personal data we hold about you.
• Correct Data: Request updates or corrections for inaccurate or incomplete information.
• Delete Data: Request deletion of eligible information, subject to legal or operational exceptions.
• Export Data: Request a portable copy of your data, where technically and legally feasible.
• Withdraw Consent: Withdraw consent for processing based on consent without affecting prior lawful processing.

To submit a rights request, contact us using the details listed in the “Contact Us” section below.

9. Third-Party Services

SANS PLATFORM may integrate with or rely on trusted third-party services to provide complete automation and communication workflows. Data handling by those services is governed by their own privacy policies and contractual commitments.

• Google
• Microsoft
• Meta
• WhatsApp Business API
• Stripe

We encourage users to review applicable third-party privacy policies to understand their data practices.

10. Children’s Privacy

SANS PLATFORM is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

If we become aware that such data has been submitted without appropriate authorization, we will take steps to remove it promptly. Parents or guardians who believe a child has provided data may contact us for review and deletion.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or product changes. When material updates are made, we will revise the “Last Updated” date and provide appropriate notice through our website or Services.

Continued use of SANS PLATFORM after updates become effective indicates acceptance of the revised policy.