Privacy Policy

Last Updated: March 7, 2025

1. Introduction

Welcome to SDS Copilot ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

Please read this Privacy Policy carefully. By accessing or using SDS Copilot, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

  • Account Information: When you create an account, we collect your username, email address, and password.
  • Profile Information: Any additional information you provide in your profile, such as your name, company, job title, or contact information.
  • Company Information: Details about your organization if you include them in your SDS documents, such as company name, address, emergency contact numbers, etc.
  • Payment Information: If you subscribe to our paid services, we may collect payment details, though we do not store full credit card information on our servers.

2.2 SDS Content Information

To provide our services, we collect and process the information you submit when creating Safety Data Sheets, including:

  • Chemical Composition Data: Information about chemical ingredients, their concentrations, CAS numbers, and other identifiers.
  • Product Information: Product names, identifiers, uses, and other details you provide.
  • Company Logos: Any logos or branding elements you upload to include in your SDS documents.
  • Template Preferences: Information about the templates and visual styles you select.

2.3 Usage Information

We automatically collect certain information about your interaction with our platform:

  • Log Data: Information that your browser sends whenever you visit our site, including your IP address, browser type, pages viewed, time spent on pages, and access times.
  • Device Information: Information about the device you use to access our services, such as device type, operating system, and unique device identifiers.
  • Cookies and Similar Technologies: We use cookies and similar technologies to track activity on our platform and hold certain information. See our Cookie Policy section for more details.

3. How We Use Your Information

We use the information we collect for various purposes, including to:

  • Provide, maintain, and improve our services
  • Create and manage your account
  • Generate Safety Data Sheets based on your inputs
  • Process payments and fulfill transactions
  • Send administrative messages, updates, and security alerts
  • Respond to your comments, questions, and customer service requests
  • Analyze usage patterns and trends to enhance user experience
  • Comply with legal obligations and enforce our terms of service
  • Detect, prevent, and address technical issues, fraud, or illegal activities

4. AI Technology and Data Processing

4.1 AI-Assisted Content Generation

SDS Copilot uses artificial intelligence (AI) technology to assist in generating content for Safety Data Sheets. Our AI systems may:

  • Analyze chemical ingredient data to suggest appropriate hazard classifications
  • Generate recommended text for various SDS sections based on ingredient composition
  • Provide suggestions for first aid measures, firefighting measures, and other safety-related content

4.2 Data Used for AI Training

We may use anonymized and aggregated data from our platform to improve our AI models and services. This data is stripped of personal identifiers and processed in a way that does not allow for the identification of individual users or their specific documents.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We may share your information with third-party service providers who perform services on our behalf, such as:

  • Cloud hosting providers
  • Payment processors
  • Email service providers
  • Analytics services
  • Customer support services

These service providers are obligated to use your information only as directed by us and in a manner consistent with this Privacy Policy.

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, government requests).

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.

5.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

6. Data Security

We implement appropriate technical and organizational measures to protect the security of your personal information. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Data Retention

We will retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining the appropriate retention period, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorized use or disclosure, and applicable legal requirements.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

  • Access: You have the right to request access to the personal information we hold about you.
  • Correction: You have the right to request that we correct inaccurate or incomplete information about you.
  • Deletion: You have the right to request the deletion of your personal information in certain circumstances.
  • Restriction: You have the right to request that we restrict the processing of your personal information in certain circumstances.
  • Data Portability: You have the right to receive a copy of your personal information in a structured, machine-readable format.
  • Objection: You have the right to object to our processing of your personal information in certain circumstances.

To exercise these rights, please contact us at privacy@sdscopilot.com.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will take steps to delete such information.

10. International Data Transfers

We are based in the United States and process information on servers located in the United States and other countries. If you are located outside the United States, your information may be transferred to, stored, and processed in a country different from your country of residence. By using our services, you consent to the transfer of your information to the United States or any other country in which we or our service providers maintain facilities.

11. Cookie Policy

11.1 What Are Cookies

Cookies are small pieces of data stored on your device when you visit our website. They help us remember your preferences, understand how you use our site, and improve your experience.

11.2 Types of Cookies We Use

  • Essential Cookies: Necessary for the website to function properly (e.g., authentication, security).
  • Preference Cookies: Enable the website to remember your preferences and settings.
  • Analytics Cookies: Help us understand how visitors interact with our website.
  • Marketing Cookies: Used to track visitors across websites to display relevant advertisements.

11.3 Your Cookie Choices

Most web browsers allow you to control cookies through their settings. You can set your browser to refuse all or some cookies, or to alert you when cookies are being sent. However, if you disable or refuse cookies, some parts of our website may not function properly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The updated version will be effective as of the date stated at the top of this Policy. We will notify you of any material changes by posting the new Privacy Policy on this page and, where appropriate, sending you a notification via email.

13. GDPR Compliance

If you are a resident of the European Economic Area (EEA), you have certain rights under the General Data Protection Regulation (GDPR). For more information about these rights and how we comply with GDPR, please see our GDPR Privacy Notice.