Privacy Policy
Last updated: 18 September 2026
This policy explains what personal data we collect when you use Private Assistant, why we collect it, who we share it with, and the choices and rights you have. We have tried to write it plainly and to describe what the service actually does, including the parts that involve other companies.
1. Who we are
Private Assistant (privateassistant.ai) is operated by Smart Data Investment FZ-LLC, Meydan Grandstand, 6th floor, Meydan Road, Nad Al Sheba, Dubai, United Arab Emirates (“we”, “us”).
For anything about this policy or your data, email info@privateassistant.ai.
Depending on where you are, laws such as the UAE Personal Data Protection Law and, for people in the European Economic Area or the United Kingdom, the GDPR may apply to how we handle your data.
2. Your data and your customers’ data
When you sign up, we handle your account data as the party responsible for it. When your assistant processes content that belongs to your business (for example emails from your customers, your CRM records or support conversations) we process that content on your behalf and on your instructions, and you remain responsible for having a lawful basis to use it.
3. What we collect
- Account details: your name, your own email address, the address you choose for your assistant, your password, language and time zone, and your company details if you add them (company name, address, registration and VAT numbers, logo and brand colours).
- Content you give the service: emails sent to and from your assistant’s address, files you store, documents you create or send for signature, CRM records, booking details, support conversations, and your chats and instructions to the assistant.
- Connected accounts, only if you connect them: for example the access tokens needed to post to LinkedIn on your behalf, or your organisation’s WhatsApp Business credentials for the support desk.
- Billing details: once paid plans are billed, payment is handled by Stripe. We receive confirmation of payment and limited card details (such as the card brand and last four digits); we do not store full card numbers.
- Technical data: server logs such as IP addresses, request times and error messages, which we use to run, secure and debug the service.
This website (privateassistant.ai) sets no cookies and uses no analytics or advertising trackers. The app at app.privateassistant.ai uses cookies that are strictly necessary to keep you signed in.
4. How we use it
- To provide the service: run your assistant, deliver and send its mail, store your files and documents, and carry out the tasks you ask for (performance of our contract with you).
- To keep the service secure and working: filter spam and viruses, prevent abuse, and fix problems (our legitimate interest in a safe, reliable service).
- To contact you about your account, including service and billing messages.
- To meet legal obligations, for example keeping financial records.
We do not sell your personal data, and we do not use your content to train AI models.
5. How the AI works with your data
Your assistant’s reasoning is done by large language models. For most tasks, the text the model needs (for example the email you asked it to answer, a document you asked it to summarise, or your instructions) is sent through our own gateway to an external AI provider, which returns a response. Some tasks, such as sorting incoming mail and triaging support messages, run on a model hosted on hardware we operate, and for those tasks the text is not sent to an external provider.
AI output can be wrong. Actions that need your permission wait for your approval before they run.
6. Who we share data with
We use the following service providers. Each receives only the data needed for its part of the service.
| Provider | What for | Where |
|---|---|---|
| Moonshot AI (Kimi models) | AI provider; the default model for your assistant | China |
| DeepSeek | AI provider for some tasks and optional models | China |
| Anthropic (Claude models) | AI provider, including reading PDF documents | United States |
| Google (Gemini models) | AI provider for lighter tasks such as quick chats and PDF extraction | United States |
| OpenRouter | Routes some AI requests to the model providers above | United States |
| Stripe | Payment processing, once billing is live | United States / Ireland |
| Meta (WhatsApp) | Only if your organisation connects WhatsApp to the support desk | United States / Ireland |
| Only if you connect LinkedIn so your assistant can post for you | United States / Ireland |
Mail, files, e-signing, CRM, booking pages, the support desk and sign-in all run on servers we operate ourselves; we do not hand that data to third-party software-as-a-service products. Our servers are located in the European Union (Spain).
We may also disclose data if the law requires it, or to protect our rights or the safety of others. If our business is sold or reorganised, your data may transfer to the new operator under this policy.
7. International transfers
Because the providers above are located outside your country, using the service involves transferring personal data internationally, including to China and the United States. These countries may not offer the same level of data protection as your own. Where the law requires it, we rely on appropriate safeguards for these transfers, such as contractual commitments with the provider. If you do not want your content processed by a particular provider, contact us and we will tell you what options are available.
8. How long we keep data
We keep your account data and content for as long as your account is active. When you delete an assistant or close your account, we delete the related data after the export period described in our Terms, except where we must keep some records longer by law (for example billing records). Copies in our backups are removed as those backups are rotated out. Server logs are kept for a limited period for security and troubleshooting.
9. Security
Each assistant runs in its own isolated container with its own storage. Access to the platform goes through a single sign-on system, traffic is encrypted in transit, and incoming mail passes spam and antivirus filtering. No system is perfectly secure, but we work to protect your data and will notify you and the authorities of a breach where the law requires it.
10. Your rights
Depending on the law that applies to you, you may have the right to access the personal data we hold about you, correct it, delete it, receive a copy in a portable format, object to or restrict certain processing, and withdraw consent where we rely on it. To use any of these rights, email info@privateassistant.ai. We may need to confirm your identity first. You also have the right to complain to your local data protection authority.
If you are the customer of one of our users and your data reached us through their assistant, please contact that business first; we will help them respond to you.
11. Children
Private Assistant is a service for businesses and adults. It is not intended for anyone under 18, and we do not knowingly collect their data.
12. Changes to this policy
We may update this policy as the service changes. The date at the top shows the latest version. If a change materially affects how we use your data, we will tell you by email or in the app before it takes effect.