Privacy Policy

At SwarmLens, we believe privacy should be simple and transparent.

This Privacy Policy explains how SwarmLens collects, uses, stores, and protects personal information when you visit our website, communicate with us, use our platforms and services, or work with us.

By using our website or services, you acknowledge the practices described in this Privacy Policy.

1. Who We Are

SwarmLens is an AI technology and engineering company that helps businesses solve complex problems using AI, data, and intelligent software systems.

Our website is: https://swarmlens.com

In this policy, "SwarmLens", "we", "us", and "our" refer to SwarmLens.

2. Information We Collect

We collect information that is reasonably necessary to operate our business, provide our services, communicate with you, and improve our products and website.

2.1 Information You Provide

You may provide information when you:

• Contact us
• Request a demo or consultation
• Submit an enquiry
• Become a customer or partner
• Use our products or platforms
• Register for an event or webinar
• Subscribe to our newsletter
• Participate in surveys or feedback activities
• Apply for a job
• Communicate with our team

This information may include:

• Name
• Business email address
• Phone number
• Company or organization
• Job title or role
• Business and professional information
• Account information
• Billing information, where applicable
• Information included in your enquiry or communication
• Project or service requirements

We try to collect only the information we need for the relevant purpose.

2.2 Information Collected Automatically

When you visit our website or use our services, some technical information may be collected automatically.

This may include:

• IP address
• Browser and device type
• Operating system
• Pages visited
• Date and time of your visit
• Referring website
• General usage information
• Website interaction information
• Security and diagnostic information

We use this information to operate, secure, maintain, and improve our website and services.

2.3 Customer and Project Data

When we provide services to a customer, you may share business information, documents, datasets, source code, business processes, knowledge bases, or other information with us.

This information is treated as Customer Data and is used primarily to provide the services agreed with you.

The ownership and use of Customer Data are also governed by the applicable service agreement, statement of work, or other contractual terms.

Unless otherwise agreed with you, we do not use your confidential Customer Data for unrelated purposes.

3. How We Use Your Information

Depending on how you interact with SwarmLens, we may use your information to:

• Provide and support our products and services
• Respond to enquiries and requests
• Manage customer and partner relationships
• Set up and administer accounts
• Deliver projects and agreed services
• Process payments and invoices
• Communicate about projects, services, and support
• Improve our website, products, and services
• Understand how people use our website and platforms
• Conduct research and development
• Maintain security and prevent misuse
• Meet legal and regulatory requirements
• Protect our rights and business
• Send newsletters, event invitations, and relevant business communications where permitted

We do not collect or use personal information simply because it is available. We aim to use it for a clear and legitimate business purpose.

4. Customer and Partner Relationships

If you are a customer, partner, supplier, advisor, or other business contact, we may process information about you to manage our relationship with you.

This may include your name, job title, company, email address, telephone number, communications, meeting information, and information related to our business relationship.

We may use this information for:

• Account and relationship management
• Project coordination
• Customer support
• Contract administration
• Billing and payments
• Service notifications
• Business communications
• Compliance and record keeping

Where a customer agreement or Data Processing Agreement applies, that agreement may provide additional details about how Customer Data is handled.

5. CRM and Business Operations

We may use customer relationship management (CRM) and other business systems to manage enquiries, customers, partners, communications, and business activities.

Information stored in these systems may include contact details, company information, communication history, meeting information, service interests, and other information you have provided to us.

We use this information to provide better support, manage our business relationships, and communicate with you about relevant services.

6. Analytics and Product Improvement

We may collect information about how visitors and users interact with our website, products, and services.

This may include page visits, feature usage, session activity, technical information, and other interaction data.

We use this information to:

• Understand how our website and services are used
• Identify problems and improve performance
• Improve user experience
• Develop and improve our products
• Understand which content and features are useful
• Maintain security and reliability

Where possible, we use aggregated, anonymized, or otherwise de-identified information for analysis and product improvement.

We do not use identifiable Customer Data to train general-purpose AI models unless this is specifically agreed with the customer in writing.

7. AI and LLM Services

Some SwarmLens products and services use artificial intelligence, machine learning, Large Language Models (LLMs), retrieval systems, and other AI technologies.

Depending on the service, information may be processed by SwarmLens systems and selected third-party AI or cloud service providers.

We take reasonable steps to:

• Send only information needed for the relevant service
• Protect information during transmission
• Use appropriate contractual protections with service providers
• Avoid sending unnecessary confidential information
• Apply access controls and other security measures

Where a customer provides information for an AI project, the applicable customer agreement or Data Processing Agreement may provide additional requirements for how that information is processed.

8. AI Model Training

We do not use identifiable Customer Data to train general-purpose AI models unless we have your explicit written permission or another lawful basis that permits such use.

We may use aggregated, anonymized, or de-identified information to understand system performance and improve our products and services, provided that doing so does not disclose your confidential information.

9. Newsletters, Events and Marketing

If you choose to receive communications from us, we may use your contact information to send:

• Newsletters
• Product and service updates
• Industry insights
• Event and webinar invitations
• Other relevant business communications

You can unsubscribe at any time by using the unsubscribe link in our emails or by contacting us.

We will respect your marketing preferences.

10. Cookies and Similar Technologies

We use cookies and similar technologies on our website.

These may be used to:

• Keep the website working properly
• Remember preferences
• Understand website usage
• Improve website performance
• Measure marketing and campaign effectiveness, where applicable

You can manage your cookie preferences through our cookie settings, where available, or through your browser settings.

For more information, please see our Cookie Policy.

11. Information We Share

We do not sell your personal information.

We may share information with trusted third parties when necessary to operate our business, provide our services, or meet legal obligations.

These may include:

• Cloud hosting and infrastructure providers
• AI and LLM service providers
• Analytics providers
• CRM and business software providers
• Email and communication services
• Payment providers
• Security and IT service providers
• Professional advisors
• Other service providers supporting our business

Where appropriate, we require these providers to protect personal information and use it only for the purposes for which we provide it.

We may also disclose information when required by law, legal process, court order, or to protect our rights, users, customers, or the security of our systems.

12. Third-Party Services and Embedded Content

Our website may contain links, videos, forms, social media content, or other features provided by third parties.

When you interact with these services, the third party may collect information directly from you and may use its own cookies or tracking technologies.

These third parties have their own privacy policies, and we recommend reviewing them when you use their services.

13. International Data Transfers

SwarmLens and our service providers may operate in different countries. As a result, personal information may sometimes be processed outside the country where you are located.

When personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place and that the information continues to receive appropriate protection.

Where required, this may include contractual safeguards such as Standard Contractual Clauses or other legally recognized transfer mechanisms.

14. How We Protect Your Information

We take reasonable technical and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

Depending on the service, these measures may include:

• Encryption during transmission
• Access controls
• Role-based permissions
• Multi-factor authentication
• Secure cloud infrastructure
• Security monitoring
• Regular software and dependency updates
• Security testing
• Employee and contractor confidentiality requirements
• Data protection and security training

No method of storing or transmitting information is completely secure. While we work hard to protect your information, we cannot guarantee absolute security.

15. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The retention period depends on the type of information and why we need it.

For example:

• Customer and project information may be retained according to the applicable service agreement and legal requirements.
• Business contact information may be retained while there is an ongoing business relationship or legitimate business purpose.
• Marketing information is retained until you unsubscribe or otherwise withdraw your preference.
• Website and analytics information may be retained according to the relevant service and its settings.
• Certain information may need to be retained for legal, security, accounting, or dispute-resolution purposes.

When information is no longer required, we will delete it, anonymize it, or securely dispose of it where reasonably practicable.

16. Your Privacy Rights

Depending on where you live and the laws that apply to you, you may have rights over your personal information.

These may include the right to:

• Ask what personal information we hold about you
• Request a copy of your information
• Correct inaccurate or incomplete information
• Ask us to delete your information
• Ask us to restrict certain processing
• Object to certain uses of your information
• Withdraw consent where processing is based on consent
• Request your information in a portable format
• Opt out of marketing communications

Some rights may be subject to legal or contractual limitations.

To exercise your rights, contact us using the details below. We may need to verify your identity before completing certain requests.

17. GDPR and European Privacy Rights

If the General Data Protection Regulation (GDPR) or similar European data protection laws apply to you, we process personal information based on the legal basis that is appropriate for the situation.

This may include:

• Performing a contract with you
• Complying with a legal obligation
• Our legitimate business interests, where those interests do not override your rights
• Your consent

You may also have the right to complain to the data protection authority in your country.

If you are located in the European Economic Area (EEA), the United Kingdom, or another jurisdiction with similar privacy laws, you can contact us to understand how these rights apply to your information.

18. California Privacy Rights

If you are a California resident, applicable California privacy laws may give you additional rights regarding your personal information.

These may include rights to know what information we collect, request deletion, correct information, and opt out of certain forms of sharing or processing where applicable.

SwarmLens does not sell personal information.

To exercise applicable California privacy rights, please contact us using the details below.

19. Children's Privacy

Our website, products, and services are intended for businesses and professionals.

We do not knowingly collect personal information from children under 18.

If you believe that a child has provided personal information to us, please contact us so that we can review and take appropriate action.

20. Complaints and Concerns

We take privacy concerns seriously.

If you believe that we have not handled your personal information appropriately, please contact us first so that we can understand and address your concern.

You may also have the right to submit a complaint to the relevant data protection or privacy authority in your country.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices, or legal requirements.

When we make changes, we will update the Last updated date at the top of this page.

If we make significant changes that materially affect how we use your personal information, we may provide additional notice where required.

We encourage you to review this page from time to time.

22. Contact Us

If you have questions about this Privacy Policy, how we use your information, or your privacy rights, please contact us.

SwarmLens
Website: https://swarmlens.com
Privacy: privacy@swarmlens.com
General enquiries: hello@swarmlens.com

We are committed to handling your information responsibly and to making our privacy practices easy to understand.