Privacy Policy

SmartDesk AI (smartdeskai.app), operated by AURAVIA LABS (Business Registration No. BN-DLSZB835), Kenya.

Last updated: October 2026

This Privacy Policy explains how we collect, use, and protect information when you use SmartDesk AI, whether you are a business using SmartDesk AI to manage your customer conversations ("Business User"), or a customer messaging a business that uses SmartDesk AI ("End Customer").

1. Who This Policy Covers

SmartDesk AI is a platform that lets businesses connect their WhatsApp, Facebook Messenger, Instagram, and website channels to an AI assistant that replies to their customers automatically, with the ability for the business's own team to take over any conversation at any time.

This policy applies to:

• Business Users who sign up for and manage a SmartDesk AI account
• End Customers who message a business that uses SmartDesk AI on WhatsApp, Facebook, Instagram, or that business's website

2. Information We Collect

From Business Users

• Account details: name, email address, phone number, password (stored securely, hashed — never in plain text)
• Sign-in details, if you choose Google or Facebook sign-in: your name, email address and account ID from that provider. We never receive your Google or Facebook password
• Business details: business name, description, products/services, pricing
• Channel credentials: access tokens and identifiers needed to connect WhatsApp, Facebook, and Instagram accounts, and payment provider credentials (e.g. M-Pesa API credentials) that the Business User chooses to provide
• Usage data: how the dashboard is used, which features are accessed

From End Customers (people messaging a business through SmartDesk AI)

• Phone number, name, and any other details voluntarily shared in conversation
• The content of messages sent to and received from the business, including text, images, audio, and documents
• Basic technical metadata associated with messages (timestamps, delivery/read status)
• Country, inferred from phone number or stated by the customer, used to provide relevant information (such as applicable pricing or payment methods)

We do not knowingly collect information from children under the age required by applicable law to consent to data processing, and SmartDesk AI is intended for use by businesses and their adult customers.

3. How We Use Information

We use the information collected to:

• Operate the SmartDesk AI platform and deliver AI-generated and human-agent replies on behalf of Business Users
• Allow a Business User's AI assistant to be trained with that business's own content (text instructions, audio, images, documents, product/pricing information) and to use that content, along with conversation history, to generate relevant replies
• Process payments initiated through the platform (for example, via M-Pesa), including sending payment requests and receiving payment confirmations
• Maintain and improve the reliability, security, and performance of the platform
• Communicate with Business Users about their account, billing, and service updates
• Comply with legal obligations

We do not sell personal information to third parties.

4. How Information Is Shared

We share information only as necessary to operate the service:

• With the Business User the End Customer is messaging. All conversation content is visible to that business's authorized team members and its AI assistant, since that is the purpose of the service.
• With Meta Platforms, Inc. (WhatsApp, Facebook, Instagram), to send and receive messages through their APIs, under Meta's own platform terms.
• With Groq, our AI processing provider, to generate AI replies, understand images, and transcribe voice messages. Message content may be sent to Groq for this purpose.
• With Safaricom (M-Pesa / Daraja API) or other payment providers a Business User configures, solely to process payment requests the Business User or their customer initiates. We do not store full payment card numbers or mobile money PINs.
• With our infrastructure providers — Railway (database and backend hosting) and Vercel (website and dashboard hosting) — who process and store data on our behalf under their own security practices.
• When required by law, such as in response to a valid legal request from a court or government authority.

We do not permit any third party to use shared information for their own independent marketing purposes.

5. Data Retention

We retain conversation data, account data, and related records for as long as the relevant SmartDesk AI account remains active, and for a reasonable period afterward to meet legal, accounting, or dispute-resolution requirements. A Business User may request deletion of their account and associated data at any time by contacting us (see Section 10).

6. Data Security

We take reasonable technical and organizational measures to protect information, including encrypted connections (HTTPS), hashed passwords, and access controls restricting who can view account credentials and conversation data. No system is completely secure, and we cannot guarantee absolute security, but we work to promptly address any vulnerabilities identified.

7. Your Rights

Depending on your location, you may have rights to access, correct, or request deletion of your personal information, or to object to certain processing. To exercise any of these rights:

• Business Users can manage most account information directly in the SmartDesk AI dashboard, or contact us for assistance.
• End Customers who wish to have their information removed from a specific business's SmartDesk AI account should first contact that business directly, since they control their own customer data. If you are unable to resolve this with the business, you may contact us and we will assist where possible.

8. Cookies and Similar Technologies

The SmartDesk AI dashboard uses essential cookies and local storage to keep you logged in and remember your preferences. We do not use third-party advertising cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will post the updated policy on this page with a revised "Last updated" date. Continued use of SmartDesk AI after changes take effect constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at:

Email: support@smartdeskai.app
Phone: +254 748 749 599 / +254 726 134 000
Business: AURAVIA LABS (BN-DLSZB835)
Address: Posta House, Kenyatta Avenue, Nairobi, Starehe District CBD, P.O. Box 00100-00100 G.P.O., Kenya