Privacy Policy
Last updated 9 September 2026
- Introduction
PerformOS Limited (“PerformOS”, “we”, “our”, or “us”) respects your privacy and is committed to protecting personal data.
This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use the PerformOS platform, including SmartSam and any related services (collectively, the “Services”).
This Privacy Policy should be read alongside our Terms of Service and Data Processing Addendum. - Who We Are
PerformOS Limited is a company incorporated in England and Wales with company number 15448912. Registered office is Highland House, Mayflower Close, Chandlers Ford, Eastleigh, SO53 4AR.
Email: [email protected]
For the purposes of applicable data protection laws, PerformOS may act as either:
• a Data Controller in relation to personal data we collect about our own customers and website visitors; or
• a Data Processor where we process personal data on behalf of our customers through the Services. - Personal Data We Collect
Depending on how you interact with the Services, we may collect the following categories of personal data.
Account Information
• name
• email address
• telephone number
• organisation name
• job title
• account credentials
Billing Information
• billing address
• subscription information
• transaction history
Payment card information is processed by our payment providers and is not stored by PerformOS. We may receive information from third-party platforms connected by customers, including ecommerce platforms such as Shopify.
Customer Data
Our customers may upload or make available data through the Services, which may contain personal data.
We process such information solely on behalf of our customers in accordance with our Terms of Service and Data Processing Addendum.
Usage and Technical Information
We may automatically collect:
• IP address
• browser type
• device information
• operating system
• session information
• login activity
• service usage information
• feature usage information
• API activity
• diagnostic information
• performance metrics
• error logs
• security logs
Voice and Interaction Metrics
Where SmartSam or related Services include voice, messaging, chat, or conversational functionality, we may collect:
• interaction volumes
• voice usage metrics
• messaging volumes
• conversation statistics
• service utilisation information
• performance information
We collect this information to operate, support, secure, and improve the Services.
Website Analytics Information
When you visit our website, we may collect information regarding:
• pages visited
• referring websites
• session duration
• clickstream activity
• device and browser information - How We Use Personal Data
We use personal data for the following purposes:
Providing the Services
• creating and managing accounts
• authenticating users
• providing access to the Services
• processing subscriptions and payments
• delivering customer support
Operating and Improving the Services
• monitoring performance
• maintaining security
• troubleshooting issues
• developing new features
• improving existing functionality
• capacity planning
• service optimisation
Analytics and Reporting
• understanding platform usage
• analysing adoption and engagement
• producing internal business intelligence
• forecasting service demand
• generating anonymised usage statistics
Communications
• responding to enquiries
• sending service updates
• providing support information
• communicating changes to our Services
Legal and Regulatory Compliance
• complying with legal obligations
• enforcing contractual rights
• protecting our business and customers - Lawful Bases for Processing
Where UK GDPR applies, we rely on one or more of the following lawful bases:
Contract
Processing necessary to provide the Services and fulfil our contractual obligations.
Legitimate Interests
Processing necessary for:
• operating our business;
• maintaining security;
• preventing fraud;
• improving our Services;
• analysing usage trends;
• developing products and features.
Legal Obligations
Processing necessary to comply with applicable laws and regulatory requirements.
Consent
Where required by law, we will obtain consent before processing personal data. - Aggregated and Anonymised Data
We may create aggregated, statistical, anonymised, and de-identified information derived from Service usage.
This information:
• does not identify individuals;
• does not identify customers;
• cannot reasonably be used to identify a person.
We may use aggregated and anonymised information for:
• analytics;
• benchmarking;
• forecasting;
• research;
• reporting;
• product development;
• service optimisation. - Artificial Intelligence and Customer Data
SmartSam may utilise artificial intelligence, machine learning, automation, recommendation engines, and similar technologies.
SmartSam operates using customer-authorised and customer-controlled data sources.
Customer Data is logically segregated and access-controlled to help prevent unauthorised access by other customers.
Unless expressly agreed otherwise in writing, PerformOS does not use identifiable customer content, customer personal data, or customer-specific information to train shared artificial intelligence models for the benefit of other customers.
7.1 Customer Data and AI Outputs
The quality, relevance, and accuracy of outputs generated by SmartSam are dependent upon the quality, completeness, accuracy, and availability of the customer-authorised data sources connected to the Services.
PerformOS does not independently verify customer-provided data and is not responsible for inaccuracies arising from incomplete, outdated, unavailable, or incorrectly configured customer data sources. - Sharing Personal Data
Certain features of the Services may receive, process, or exchange information with third-party platforms connected by customers, including ecommerce platforms such as Shopify. Furthermore, we may share personal data with:
Service Providers
Including providers of:
• cloud hosting;
• payment processing;
• customer support;
• communications;
• analytics;
• security services.
Professional Advisers
Including lawyers, accountants, auditors, and insurers.
Regulators and Authorities
Where required by law or where necessary to protect legal rights.
We do not sell personal data. - International Transfers
Where personal data is transferred outside the United Kingdom, European Economic Area, or other applicable jurisdictions, we will implement appropriate safeguards as required by applicable data protection laws. - Data Security
We implement appropriate technical and organisational measures designed to protect personal data against:
• unauthorised access;
• loss;
• misuse;
• alteration;
• disclosure;
• destruction.
No method of transmission or storage can be guaranteed to be completely secure. - Data Retention
We retain personal data only for as long as necessary:
• to provide the Services;
• to fulfil contractual obligations;
• to comply with legal, regulatory, accounting, and tax requirements;
• to resolve disputes;
• to enforce our agreements; and
• to maintain the security and integrity of the Services.
Retention periods may vary depending upon the nature of the information involved and the purposes for which it is processed.
Where a customer subscription is terminated, Customer Data will generally remain available for retrieval by the customer for a period of up to thirty (30) days following termination.
Unless otherwise required by law, Customer Data will generally be deleted within sixty (60) days following termination of the Services.
We may retain certain information for longer periods where required by applicable law, to establish or defend legal claims, or to fulfil regulatory obligations.
Aggregated, anonymised, statistical, and de-identified information that does not identify an individual or customer may be retained indefinitely for analytics, benchmarking, research, reporting, product development, and service improvement purposes. - Your Rights
Subject to applicable law, individuals may have rights to:
• access personal data;
• correct inaccurate data;
• erase personal data;
• restrict processing;
• object to processing;
• receive data portability;
• withdraw consent where consent is relied upon.
Requests may be submitted to [email protected]. - Cookies
We may use cookies and similar technologies to:
• remember preferences;
• maintain sessions;
• improve website functionality;
• analyse website performance;
• enhance user experience.
Further information may be provided in a separate Cookie Policy. - Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
Updated versions will be published on our website together with the revised effective date. - Contact Us
Questions regarding this Privacy Policy may be directed to:
PerformOS Limited
Highland House
Mayflower Close
Chandlers Ford
Eastleigh
SO53 4AR
Email: [email protected] - Complaints
If you are unhappy with how we process personal data, you may contact us using the details above.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://www.ico.org.uk