Privacy Policy

LAST UPDATED · April 15, 2025

§ 0Overview

At AutomAssist, we respect your privacy and are committed to keeping secure any information we obtain from you or about you. The following Privacy Policy outlines our practices with respect to Personal Data we collect from or about you when you use our website, applications, and services (collectively, "Services"). This Privacy Policy shall not govern the content processed by us on behalf of the clients utilizing our commercial offerings, including, but not limited to, our products IDM (Industrial Document Manager) and AutomInsight, as well as our Application Programming Interface (API). The handling, access, and utilization of such data are subject to the terms and conditions stipulated in the customer agreements pertinent to those offerings.

§ 1Data controller

If you live in the European Economic Area (EEA) or Switzerland, Automassist, 28 AVENUE DES PEPINIERES, 94260 FRESNES, France, is the controller and is responsible for the processing of your Personal Data as described in this Privacy Policy.

§ 2Personal Data

We collect personal data relating to you ("Personal Data") as described below. We collect the following Personal Data when you create an account or communicate with us. Account Information: When you create an account with AutomAssist, we collect essential information associated with your account, including your email address and username. Additionally, you can voluntarily provide more details by completing your profile under "Personal Information," which may include your first and last name, address, city, postal code, and country. User Content: Personal Data that is included in the input, file uploads, or feedback that you provide to our Services. Communication Information: If you communicate with us, we collect your name, contact information, and the contents of any messages you send. Social Media Information: We have pages on social media sites like Facebook, Instagram, and Linkedin; when you interact with them we collect Personal Data you choose to provide, and the hosts may provide us aggregated information and analytics. Other Information: information you may provide when you participate in events or surveys, or to establish your age or identity. Personal Data We Receive Automatically From Your Use of the Services (Technical Information): Log Data (Internet Protocol address, browser type and settings, date and time of your request, and how you interact with our Services); Usage Data (types of content you engage with, features you use, actions you take, country, time zone, dates and times of access, user agent and version, type of computer or mobile device, and your computer connection); Device Information (name of the device, device identifiers, operating system, and browser used); Cookies and more (we use cookies and similar technologies to operate, administer, and improve our Services — see our GDPR Notice). Personal Data Collected from External Sources: we acquire personal data from external sources, including publicly accessible data on the internet for the purpose of refining the models that facilitate our Services, and from trusted partners, including security affiliates safeguarding against fraud, abuse, and security risks, and marketing vendors furnishing data concerning prospective clients of our business services.

§ 2.1Product-Specific Data Collection

IDM (Industrial Document Manager): Document Metadata (file names, creation dates, tags, version history, and hierarchy placements); Document Content (the actual content of uploaded documents, including industrial specifications, operating manuals, etc.); Usage Analytics (how you and your team interact with documents — access frequency, search queries, chat interactions); QR Code Scanning Data (when and by whom QR codes are scanned); Hierarchy Structure Data (your organizational hierarchy — sites, lines, machines, etc. — as configured in IDM). AutomInsight: Data Stream Information (connection details for PLCs, SCADA systems, time-series databases, etc.); Query History (records of natural-language questions submitted to the AI engine); Production Analytics (aggregated data derived from your industrial systems, including performance indicators); Alert Configuration (data about alerts/notifications you have configured); System Integration Data (your facility's digital infrastructure gathered during assessment and integration).

§ 3How we use Personal Data

We may use Personal Data for the following purposes: To provide and maintain our Services; To improve and develop our Services and features, as well as carry out research; To communicate with users, including to send information or marketing about our Services; To prevent fraud, criminal activity, or misuse of our Services, and to protect the security of our systems and Services; To comply with legal obligations and to protect the rights, safety, privacy, or property of our users, us, our affiliates, or any third party. Aggregated or De-Identified Data: We process Personal Data into aggregated or de-identified formats such that it cannot be utilized to ascertain your identity; this transformed data is employed to evaluate the efficacy of our Services, enhance existing features, develop new functionalities, engage in research, and similar activities, and we may disseminate or publish such aggregated data to third parties — we commit to maintaining it in an anonymous or de-identified state and will not endeavour to re-identify it except as mandated by law. As noted above, we may use Content you provide us to improve our Services, for example to train the models that power our Services. Fill the dedicated form to opt-out, and read our GDPR Notice to learn more about how we handle your personal data.

§ 3.1Product-Specific Data Use

IDM Data Use: Document Management Optimization (improve organization, accessibility, and search features); AI Chat Enhancement (train/improve the AI's ability to parse industrial documents, subject to opt-out if desired); User Experience Improvement (analyze usage to refine the interface and functionalities in IDM); Security Monitoring (track suspicious or unauthorized access or usage patterns); Version Control Management (maintain and enhance version history functionalities). AutomInsight Data Use: Algorithm Training (enhance AI analytics or anomaly detection, subject to opt-out); Query Processing Improvement (improve the natural language engine for real-time or historical data queries); Alert Optimization (fine-tune system-generated alerts and notifications); Data Integration Enhancement (streamline data ingestion from PLCs, SCADA, or other industrial data sources); Reporting Functionality (build and refine AutomInsight's reporting features and visualizations).

§ 4Disclosure of Personal Data

In certain circumstances we may disclose your Personal Data to: Vendors and Service Providers: in furtherance of our business operational requirements and the execution of specific services and functions, we may disclose Personal Data to providers of hosting services, customer service vendors, cloud computing services, content delivery services, data warehousing services, support and safety monitoring services, email communication software providers, web analytics services, payment processing and transactional services, and other information technology service providers — authorized to access, process, or store Personal Data solely in the context of fulfilling their designated functions on our behalf. Business Transfers: in the event of strategic transactions, reorganization, bankruptcy, receivership, or a transition of services (a "Transaction"), your Personal Data may be disclosed during diligence to counterparties and individuals assisting with the Transaction, and may be transferred to a successor entity or affiliate as a component of the Transaction. Government Authorities or Other Third Parties: we may disclose your Personal Data in accordance with applicable law (i) when mandated by law or based on a good faith belief that disclosure is necessary to fulfil a legal obligation; (ii) to protect and defend our rights or property; (iii) if we determine there has been a breach of our terms, policies, or applicable laws; (iv) to detect, prevent, or address fraud or illegal activity; (v) to safeguard the safety, security, and integrity of our products, employees, users, or the public; or (vi) to guard against legal liability. Affiliates: entities that control, are controlled by, or are under common control with AutomAssist, used consistently with this Privacy Policy. Business Account Administrators: upon enrolment in an AutomAssist enterprise or business account, the administrator may access and manage your account, and if you register using an employer-provided email we may disclose the existence and certain details of your account to your employer or organization. Other Users and Third Parties You Share Information With: certain functionalities enable you to display or share information with other users, e.g. sharing conversations via shared links or transmitting information to third-party applications through custom actions.

§ 4.1Product-Specific Data Disclosure

IDM Data Disclosure: QR Code Service Providers (limited data shared to create or produce physical QR codes); SharePoint Integration (if you enable SharePoint sync, relevant authentication and document metadata may be shared with Microsoft); Custom Workflow Partners (if you request specialized IDM workflows); Support Personnel (may access document structures or metadata — not content, unless explicitly authorized — to resolve technical issues). AutomInsight Data Disclosure: Data Integration Partners (third parties that facilitate real-time data connections); On-Premise Deployment Partners (may see system configuration data during installation); Analytics Providers (possibly aggregated/anonymized usage data for platform performance improvements); Support Personnel (may access system configuration or performance data — not raw operational data unless you explicitly permit — to resolve issues).

§ 4.2Online Advertising & Data Partners

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout. You also have the option to opt out of the collection of your personal data in compliance with GDPR by visiting https://www.rb2b.com/rb2b-gdpr-opt-out.

§ 5Retention

Retention of Personal Data: We shall retain your Personal Data for the duration necessary to provide our Services to you, as well as for other legitimate business purposes, including dispute resolution, ensuring safety and security, and compliance with legal obligations. The specific retention period will be determined based on: the purpose for which the data is processed, including the necessity to retain it for the provision of our Services; the quantity, nature, and sensitivity of the Personal Data; the potential risk of harm resulting from unauthorized use or disclosure; and the legal obligations to which we are subject. In certain instances, the duration for which we retain your data may depend on your settings.

§ 5.1Product-Specific Data Retention

IDM Data Retention: Document Content (retained as long as your account remains active or until you delete; after termination, documents remain for 7 days before permanent deletion); Document Metadata (may be retained for up to 7 days after document deletion for system integrity); QR Code Data (retained for the life of the account, plus 7 days after termination); Hierarchy Structure Data (retained for the life of the account, plus 7 days post-termination). AutomInsight Data Retention: Raw Industrial Data (processed in real time; not stored unless specifically configured for historical analysis); Analytics Results (retained for the life of the account, or as configured by you); Query History (retained for the life of the account to improve AI); System Configuration Data (retained for the account's life, plus 7 days after termination).

§ 6Your rights

You have the following statutory rights in relation to your Personal Data: Access your Personal Data and information relating to how it is processed; Delete your Personal Data from our records; Rectify or update your Personal Data; Transfer your Personal Data to a third party (data portability); Limit how we process your Personal Data; Withdraw your consent, where we rely on consent as the legal basis for processing, at any time; Lodge a complaint with your local data protection authority (CNIL). You also have the right to object: Object to our processing of your Personal Data for direct marketing at any time; Object to how we process your Personal Data when our processing is based on our legitimate interests. You can exercise some of these rights through your AutomAssist account. If you are unable to exercise your rights through your account, please submit your request through [email protected]. Please note these rights may be limited, for example if fulfilling your request would reveal Personal Data about another person, or if you ask us to delete information that we are required by law or have compelling legitimate interests to keep. If you have any unresolved complaints with us or our Data Protection Officer, you can reach out to the French Data Protection Commissioner (CNIL) as our lead supervisory authority, or your local supervisory authority.

§ 6.1Accuracy & rights of individuals

Accuracy Disclaimer: The Services provided by AutomAssist, including the generation of responses, operate by interpreting a user's request and subsequently predicting the words most likely to follow; the sequence of words deemed most likely may not always represent the most predictively accurate response, so reliance on the factual accuracy of outputs generated by our models is not advised. Should you identify any factually incorrect information about yourself within the AutomAssist outputs and wish for a correction, submit a correction request via [email protected]; due to technical complexities we cannot guarantee the feasibility of correcting every inaccuracy, and if a correction is not possible you may request the removal of your Personal Data from AutomAssist's outputs by completing the dedicated form. Rights of Individuals and Response to Requests: AutomAssist may occasionally include personal information about individuals, particularly public figures whose information is prevalently available on public domains; individuals in certain jurisdictions possess the right to object to the processing of their personal information by our models (via the dedicated form) and may have rights to access, correct, restrict, delete, or transfer personal information incorporated into our training datasets — to exercise these rights, contact [email protected]. Limitations and Lawful Grounds for Processing: pursuant to applicable privacy laws, certain rights may not be absolute, and we reserve the right to refuse requests should there be a legitimate legal basis; should our response be unsatisfactory, individuals may file a complaint with the appropriate supervisory authority.

§ 6.2Product-Specific Data Rights

IDM-Specific Rights: Industrial Document Rights (you can access, download, modify, or delete your documents at any time); QR Code Management (generate, manage, or deactivate QR codes — once deactivated, codes no longer grant access); Hierarchy Structure Control (modify, reorganize, or delete your organizational hierarchy whenever needed). AutomInsight-Specific Rights: Data Stream Control (connect, disconnect, or adjust real-time data streams at your discretion); Analytics Configuration (configure which data is analyzed, how results are displayed, or how alerts are triggered); Custom Retention Periods (control how long your operational data is stored, subject to system capabilities).

§ 7Children

Our Services are not directed to, or intended for, children under 18. We do not knowingly or intentionally collect Personal Data from children under 18. If you believe that a child under 18 has provided Personal Data to AutomAssist through the Services we provide, please email us at [email protected]. We will treat every reporting seriously and if appropriate, delete the Personal Data from our systems. Users under 18 must have permission from their parent or guardian to use our Services. Users under the age of 18 are required to obtain consent from a parent or guardian prior to using our Services.

§ 8Legal bases for processing

When we process your Personal Data for the purposes described above, we rely on the following legal bases. To provide, maintain and enhance our Services (User Content, Account Information, Communication Information, Other Information, Usage Data, Log Data, Device Information, Cookies and more): where necessary to perform a contract with you, such as processing a user's prompts to provide a response. To improve and develop our Services and new features and conduct research (same categories plus Data Received From Other Sources): where necessary for our legitimate interests and those of third parties and society more broadly, including developing, improving, or promoting our Services, such as when we train and improve our models. To communicate with you, including to send information or marketing about our Services and events (Social Media Information, Account Information, Communication Information, Other Information, Usage Data, Log Data, Device Information, Cookies and more): where necessary to fulfil a contractual obligation (such as technical announcements) and, with your explicit consent requested for each specific purpose, for targeted marketing communications. To prevent fraud, criminal activity, or misuse of our Services and protect security (User Content, Social Media Information, Account Information, Communication Information, Other Information, Usage Data, Log Data, Device Information, Cookies and more, Data Received From Other Sources): where necessary to comply with a legal obligation, or where not under a specific legal obligation, for our legitimate interests in protecting our Services from abuse, fraud, or security risks. To comply with legal obligations and protect rights, privacy, safety, or property (same categories): as required to comply with our legal obligations (such as retaining transactional information for record-keeping) or, where not subject to a specific legal mandate, for our legitimate interests and those of third parties and society, for example analysing log data to detect and prevent fraud and abuse.

§ 8.1Product-Specific Legal Bases

IDM-Specific: Document Processing (contract necessity for storing/managing user documents); AI Chat (combination of contract necessity and legitimate interests in improving document search); QR Code Generation (contract necessity for enabling quick doc retrieval); Usage Analytics (legitimate interests to optimize the IDM experience). AutomInsight-Specific: Industrial Data Processing (contract necessity for analyzing your machine data); AI Insights (contract necessity and legitimate interests for generating operational intelligence); System Configuration (contract necessity for stable or on-prem deployments); Query Processing (contract necessity plus legitimate interests in offering real-time analytics).

§ 9International Data transfers

AutomAssist may transfer your Personal Data to recipients located outside of the European Economic Area (EEA), Switzerland, and the United Kingdom (UK) for the purposes outlined in this Privacy Policy. If you are based in the EEA, Switzerland, or the UK, and your Personal Data is transferred to a third country, be advised that such country may not provide an equivalent level of data protection as your home country. However, we ensure that all transfers of Personal Data comply with applicable data protection laws. To facilitate these transfers, we rely on adequacy decisions issued by the European Commission regarding certain countries; in the absence of an adequacy decision, we utilize Standard Contractual Clauses approved by the European Commission, supplemented by any applicable country-specific addenda. For further details on, or to obtain a copy of, the safeguards implemented to protect your Personal Data during international transfers, please contact us at [email protected]. By utilizing our Services, you acknowledge and consent to the processing and storage of your Personal Data in our facilities and servers located in Europe, as well as its disclosure to our service providers and affiliates in various jurisdictions.

§ 9.1Product-Specific Data Transfer Considerations

IDM: Documents primarily stored in Azure Sweden servers, or on your local servers. AutomInsight: On-prem deployments keep data locally; cloud deployments may process data in Sweden. SharePoint Integration: Document metadata may flow between Automassist and Microsoft servers if you enable sync. Other Third-Party Tools: Additional specialized integration partners may receive limited metadata for operational or analytics purposes.

§ 10Changes to the privacy policy

We reserve the right to change or update this Privacy Policy at any time. If and when we do, an updated version will be posted on this page, unless another type of notice is required by applicable law.

§ 11How to contact us

Automassist — 28 avenue des pépinières, Fresnes, 94260, France — [email protected]

§ 12Industrial Data Privacy Addendum

Encryption: We encrypt data at rest and in transit using industry-standard protocols. Access Controls: Role-based access and user permissions limit who can open or edit certain data. Data Isolation: Your industrial documents and operational data are logically isolated from other customers. Confidentiality Agreements: AutomAssist employees who may access your data are bound by confidentiality obligations (e.g., NDAs). Industrial Data & AI Training: Model Training Opt-Out (you can opt out of having your industrial documents or operational data used for AI model training by completing the dedicated form); Data Usage Limitations (even if not opted out, your industrial data is used only to improve AI capabilities relevant to industrial contexts; we do not resell it or share it for unrelated marketing); Anonymization (if used for training, your data is anonymized to remove company-specific or personally identifiable info). Security Measures for Industrial Systems: Secure Integration (connections to PLCs/SCADA/time-series DBs are established using secure protocols with encryption and authentication); Read-Only Access (by default, we configure read-only connections to avoid unauthorized changes in your environment); Security Audits (we conduct regular audits and penetration tests to help ensure robust security); Vulnerability Management (we address newly discovered issues promptly). For customers in regulated industries (energy, healthcare, defense, critical infrastructure), additional compliance or contractual measures may apply — please contact [email protected] to discuss specialized requirements.