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Privacy Policy

1. Introduction and Scope

PMassistant.ai is an AI-powered SaaS platform designed to simplify and optimize project management. Because our service involves collecting, storing, and processing personal and business data, protecting your privacy is a core responsibility. This Privacy Policy applies to all PMassistant.ai products, applications, websites, APIs, and integrations, as well as all communications between you and our team. By using PMassistant.ai, you acknowledge that you have read and understood this policy and consent to the practices described here.

2. Definitions and Key Terms

To ensure clarity, here are some key terms we use throughout this document:

  • Personal Data: Any information that can identify you directly or indirectly, such as your name, email address, or IP address.
  • Processing: Any operation performed on personal data, including collection, storage, use, and sharing.
  • AI Vendors: Third-party providers that power PMassistant.ai’s AI-driven features.
  • Integrations: External services or platforms you choose to connect to PMassistant.ai, such as Google Drive or Microsoft Teams.
  • Cookies: Small data files stored on your device to improve functionality, analyze usage, and personalize your experience.

3. Information We Collect

We collect different types of information depending on how you interact with PMassistant.ai. Our goal is to gather only the data necessary to deliver services effectively and securely.

3.1 Information You Provide

When you create an account or use PMassistant.ai, you provide personal and business information such as your name, email address, authentication method, and any project data you upload. This information is essential for creating your account, enabling core features, providing customer support, and personalizing your experience.

3.2 Information Collected Automatically

When you use PMassistant.ai, we automatically collect information about your device, session activity, and usage patterns. This includes IP addresses, browser types, device identifiers, and pages visited. We use this data to maintain platform security, improve performance, and understand how features are used. While some of this information is essential for functionality, we minimize the amount collected and anonymize it whenever possible.

3.3 Information from Third-Party Integrations

PMassistant.ai allows you to connect with external tools like Google Drive, Microsoft Teams, OpenAI, and Stripe. If you enable these integrations, we only access the specific data required to deliver the integration’s functionality. We do not access unrelated information from your connected accounts.

4. How We Use Your Information

We process your data for specific, lawful purposes. These include providing requested services, improving performance, ensuring security, and complying with legal obligations.

For example, your account information allows us to authenticate you and enable secure access. Your usage data helps us identify technical issues and optimize features. When you connect third-party services, we use limited integration data only to deliver the requested functionality. If we process your data for marketing purposes, we seek your consent first.

For users in the EU, UK, and other regulated regions, we rely on legal bases under GDPR, including consent, contractual necessity, legitimate interests, and compliance with legal obligations.

5. AI Data Processing and Vendor Transparency

PMassistant.ai integrates AI-powered tools to enhance your productivity, but we treat AI data handling with heightened care.

When you use an AI feature, only the information necessary to process your request is sent to our AI vendors. We strive to anonymize or pseudonymize personal identifiers wherever possible. We also carefully vet our AI partners, such as OpenAI and Google, to ensure they meet strict security and privacy standards.

We maintain an up-to-date list of our AI vendors and provide direct links to their privacy policies. AI-generated outputs are provided “as-is,” meaning we cannot guarantee their accuracy or suitability. However, we do not allow AI vendors to retain or reuse your data beyond the scope of your request, and we provide a dedicated reporting channel to flag concerns about harmful or biased outputs.

6. Cookies, Tracking, and Consent Management

PMassistant.ai uses cookies and similar technologies to improve user experience, measure performance, and deliver personalized content. Essential cookies enable login, security, and core functions. Analytics cookies help us understand feature usage and improve reliability. Marketing cookies, which are optional, enable targeted content and campaigns.

We comply with global consent frameworks such as GDPR, PECR, and CCPA. When you first visit our platform, you’ll see a cookie banner explaining the types of cookies we use and providing granular controls. You can manage your cookie preferences anytime through our Cookie Preference Center.

7. Third-Party Services and Data Sharing

PMassistant.ai relies on external vendors to deliver services like payment processing, AI computation, analytics, and cloud hosting. We disclose the name of each vendor, the purpose for which we share data, and links to their privacy policies in our publicly available Third-Party Vendor List

We share only the data necessary for functionality and enter into Data Processing Agreements (DPAs) with all vendors to ensure they meet the same security and compliance standards we uphold.

8. Data Retention and Deletion

We retain your data only as long as necessary to provide our services or as required by law. Active accounts remain fully operational until you choose to close them. If your account becomes inactive, we delete associated data after 24 months. Analytics logs are retained for 12 months, and backups are purged within 90 days of deletion requests.

If you request account deletion, we remove your data from our active systems and initiate secure deletion from backups within the stated timelines. We provide email confirmations for transparency.

9. Data Security and Safeguards

We employ multiple layers of protection to secure your data. All information is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption. Access to your data is restricted through secure authentication and role-based permissions. We conduct regular security reviews, vulnerability assessments, and penetration testing.

If a data breach occurs, we follow a strict incident response protocol and notify affected users within 72 hours, as required by GDPR and other regulations.

10. Cross-Border Data Transfers

PMassistant.ai operates globally, which means your data may be processed outside your country of residence. When we transfer personal data across borders, we implement safeguards such as Standard Contractual Clauses (SCCs) for EU/UK/EAA users and comply with relevant frameworks like GDPR, CCPA, and PIPEDA.

These safeguards ensure that your data receives the same level of protection no matter where it is processed.

11. Your Privacy Rights

Depending on where you live, you have specific rights under GDPR, CCPA, and other applicable regulations. These may include:

  • Requesting access to your personal data.
  • Correcting inaccuracies in your information.
  • Requesting complete deletion of your account and related data.
  • Downloading your data in a portable format.
  • Managing consent for cookies, marketing, and AI integrations.

We are building a self-service Privacy Dashboard where you will be able to manage these rights instantly. Until then, you can submit requests by emailing contact@pmassistant.ai.

12. Business Transitions

If PMassistant.ai undergoes a merger, acquisition, or restructuring, your personal data may be transferred to a successor entity. Should this happen, we will notify you proactively and provide options where legally required.

13. Data Breach Response

In the unlikely event of a data breach, we act immediately. Our process includes:

  • Investigating and containing the breach.
  • Notifying affected users and regulatory authorities within required timelines.
  • Providing clear instructions to help you protect your information.

14. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. When we make significant updates, we’ll notify you via email, dashboard alerts, or in-app notifications. We also maintain a public archive of previous versions for full transparency.

15. Contact Us

If you have questions or wish to exercise your rights, contact us:

Email: contact@pmassistant.ai