Privacy, Security & Compliance

1.0 Introduction

Welcome to Simola. Your trust is paramount to us, and we are committed to protecting the privacy and security of your data. This document outlines our Privacy Policy, security measures, and compliance with data regulations. By using Simola, you agree to the collection and use of information in accordance with this policy. This Privacy Policy is incorporated by reference into our main Terms of Service, which govern your use of Simola. By using our service, you agree to all our policies and terms of service, including this Privacy Policy.

2.0 User Responsibility

As a user of the Simola platform, you are solely responsible for all data, content, and operations including but not limited to campaign management, simulations you upload, create, or manage. This includes but is not limited to:

• Ensuring that the data you upload is accurate, lawful, and does not violate any third-party rights or applicable regulations.
• Ensuring that you have all necessary rights, permissions, and lawful bases to upload, process, and use the data you provide in connection with the platform.
• Verifying that any simulations or campaign configurations are appropriate for their intended use and do not cause harm, misinformation, or disruption.
• Maintaining compliance with privacy laws and industry standards when using personal, customer, or proprietary data.

The platform serves as a tool to support your campaign execution, but does not review, validate, or assume liability for the correctness or legality of the data and simulations provided by users.

By using the platform, you agree to indemnify and hold harmless the platform and its operators from any claims, damages, or liabilities arising from your use of the service, including but not limited to the misuse of uploaded data or inaccurate simulations.

3.0 Information We Collect

We collect information necessary to provide and improve our service, ensure security, and communicate with you.

3.1 Information You Provide to Us

Account Information: When you register for a Simola account, we collect essential information such as your name, and email address.

Simulation Data: To perform our services, you will upload data, typically in a CSV format. This data may include relevant form fields, geo-locations, and other relevant details required for the form submission simulations. Simola treats this data as confidential and uses it solely for the purpose of executing your requested simulations.

Communications: If you contact us directly for support or inquiries, we may receive additional information about you, such as the contents of your message and any attachments you provide.

3.2 Prohibited & Sensitive Information

Our Service is not designed to process or store certain categories of sensitive personal information. You agree not to upload or provide any of the following types of information to the Service:

• Financial Data: We do not collect or store credit card details or other sensitive financial account information. All payment processing is handled directly by our third-party payment processors (Stripe, Razorpay). You should refer to their respective privacy policies and terms of service for how they handle your data.
• Health Information: Any data that would be considered Protected Health Information (PHI) under laws like HIPAA.
• Other Sensitive Data: Biometric data, information about racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership.

You are solely responsible for ensuring that the data you upload on the Simola platform does not contain any of the prohibited information listed above. Simola assumes no liability for any such data if it is uploaded to the service in violation of these terms.

3.3 Information Collected Automatically

Usage Data: We automatically collect information about your interactions with our service ("Usage Data"). This may include metadata about the simulations you run (such as frequency and success rates), the features you use, IP addresses, browser types, operating system, device information, referring and exit pages, clickstream data, and timestamps of your access. This Usage Data helps us to diagnose issues, improve our service, monitor for security threats, and understand how users interact with our platform. This information may be collected directly by us or through our third-party analytics partners.

3.4 Cookies and Other Tracking Technologies

To enhance your experience and improve our services, we use cookies and similar tracking technologies. A "cookie" is a small text file stored on your device when you visit a website. These technologies help us understand user activity and provide a more personalized service.

We use the following types of cookies:

• Essential Cookies: These are strictly necessary to provide you with the services available through our website and to use some of its features, such as accessing secure areas.
• Performance and Analytics Cookies: These cookies collect aggregated and anonymous information about how you use our website, which helps us understand user behavior and improve our service.
• Functionality Cookies: These cookies allow our website to remember choices you make (e.g., your preferred theme (dark or light mode), or remembering your filter settings) to provide a more personalized experience.

Managing Cookies: You have the right to accept or reject cookies. Most web browsers are set to accept cookies by default. You can usually modify your browser setting to decline cookies if you prefer. Please note that if you choose to reject cookies, you may still use our website, but your access to some functionality may be restricted. For more information, please visit your browser's help menu.

4.0 Use of Information

We use the information we collect for our legitimate business interests, which include the following purposes:

4.1 To Provide and Operate the Service

• To authenticate users, provide access to the Simola platform, and operate the core functions of the Service.
• To process and execute the simulations and other campaign operations you configure.
• To process transactions and manage your account, billing information, and service wallet.

4.2 To Improve and Protect the Service

• To monitor, diagnose, and improve the performance, stability, and security of the Service, including using Usage Data for security and fraud prevention.
• To better understand how users interact with our platform, which allows us to personalize the Service and improve the user experience.
• To conduct research and development by analyzing anonymized and aggregated data to identify trends and develop new features. We will never use the specific content of your Simulation Data for these purposes.

4.3 For Communications and Legal Compliance

• To send you essential administrative and service-related communications (e.g., security alerts or billing notifications), which are considered part of the Service and from which you may not be able to opt-out.
• With your consent or where permitted by law, to send you promotional and marketing communications. You may opt out of these at any time.
• To enforce our Terms of Service and other policies, and to comply with applicable laws, regulations, and valid legal processes, such as court orders or subpoenas).

5.0 Security and Data Protection

We implement reasonable technical and organizational security measures to protect your data from unauthorized access, alteration, disclosure, or destruction.

5.1 Security Measures

• Encryption: All data, including your uploaded CSV files, is encrypted both in transit (using TLS/SSL) and at rest using strong encryption protocols.
• Access Control: We enforce strict access controls within our organization. Only authorized personnel with a legitimate business need can access user data, and all such access is logged and monitored.
• Secure Infrastructure: Our services are hosted on secure, leading cloud infrastructure providers that maintain robust physical and network security measures.
• Security Monitoring & Assessments: We continuously monitor our systems for suspicious activity and conduct regular internal security reviews and vulnerability scans to identify and remediate potential threats.

5.2 Simulation Data Handling

• Confidentiality: Your uploaded simulation data is your property. We treat it as strictly confidential and will never share, sell, or use it for any purpose other than executing the simulations you have configured.
• Data Retention: We retain data for the minimum period necessary to provide our services and meet our legal & compliance obligations. Our data retention periods are as follows:
  • Account Data: Your account information (such as your name, email address etc.) is retained for the duration of your account’s existence. You are in full control of your data and may choose to delete your account at any time through the platform. Upon account deletion, all data associated with your account is permanently deleted from production and all backup systems within 90 days, unless subject to overriding legal or financial compliance requirements.
  • Campaign Data: All data related to a campaign (including uploaded files, simulation data and results) is automatically and permanently deleted from production and all backup systems 90 days after the campaign is marked as completed, closed, archived, inactive (or rendered inactive if not used). You may also delete your campaign data manually at any time through the platform.
  • Anonymized & Aggregated Data: Notwithstanding the above, we may retain and use data that has been anonymized and aggregated for business intelligence, service improvement, analytics, and other business purposes indefinitely. Once data is anonymized, it is no longer personal data.
  • Legal Hold: The retention periods above are superseded if data becomes subject to a legal hold arising from litigation, regulatory investigation, or other binding legal & compliance requirements.

5.3 Your Responsibility

You are responsible for maintaining the security of your account credentials. We recommend using a strong, unique password and enabling two-factor authentication if available.

5.4 Incident Response

While we take extensive measures to protect your data, no system is impenetrable. In the event of a security breach that results in the unauthorized access to or disclosure of your personal information, we will take immediate steps to contain and investigate the incident. We will notify affected users and relevant authorities in accordance with our legal obligations and provide information on the steps you can take to protect yourself.

6.0 Data Sharing and Disclosure

You retain all rights and ownership of your simulation data. By uploading your data to the platform, you grant Simola a limited, worldwide, non-exclusive, royalty-free license to use, process, store, and transmit your data solely to the extent necessary to provide and maintain the service on your behalf. We do not sell your personal information. We only share your information with trusted third parties under specific, limited circumstances.

• With Your Consent: We may share your information with third parties when we have your explicit consent to do so.
• Service Providers: We share information with third-party vendors who perform services on our behalf, such as cloud hosting, payment processing (Stripe, Razorpay), and analytics. These providers are contractually obligated to protect your data and are prohibited from using it for any other purpose. This may include the processing of your account information as well as your simulation data.
• Legal Compliance: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
• Business Transfers: In the event of a merger, acquisition, or asset sale, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

International Data Transfers

Your information may be transferred to, and maintained on, computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction. If you are located in the European Economic Area (EEA), your data will be transferred to and processed in the United States. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. For such transfers, we rely on legal mechanisms such as Standard Contractual Clauses (SCCs) to ensure your information is protected.

7.0 Your Privacy Rights & Choices

7.1 Your Rights and Choices

You may exercise many of your rights directly through your account settings. For any rights that you are unable to exercise through the platform, you may submit a formal request by contacting us at contact@simola.io.

• Access and Portability: You have the right to request access to your personal information and to receive a copy of it in a portable, machine-readable format.
• Correction and Deletion: You can review, update, and correct your account information at any time through your account settings. You may also delete your data and account directly through the platform. For any personal information you are unable to manage yourself, you have the right to request correction or deletion by contacting us.
• Object to or Restrict Processing: You have the right to object to or request that we restrict certain processing of your personal information.
• Opt-Out of Communications: You have the right to opt out of receiving promotional communications. You can exercise this right by following the instructions provided in those communications or by modifying your account settings where applicable.

7.2 GDPR Compliance

Users located in the European Economic Area (EEA) have specific rights regarding their personal data under the General Data Protection Regulation (GDPR). For a detailed explanation of your rights and how to exercise them, please see our GDPR Compliance Statement.

7.3 CCPA Compliance

For residents of California, this section outlines your rights under the California Consumer Privacy Act (CCPA). For a detailed explanation of your rights and how to exercise them, please see our CCPA Compliance Statement.

You have the right to opt-out of the "sale" or "sharing" of your personal information. To exercise this right, please click here: Do Not Sell or Share My Personal Information.

8.0 Children's Privacy

Our Service is not directed to or intended for individuals under theage of 18 ("Minors"). We do not knowingly collect personal information from Minors. If we become aware that we have inadvertently collected personal information from a Minor, we will take commercially reasonable steps to delete such information from our records. If you are a parent or guardian and believe that your child has provided us with personal information, please email us at contact@simola.io.

9.0 Changes to This Policy

We reserve the right to modify this Privacy Policy at any time to reflect changes in our business practices, service offerings, or as required by applicable laws and regulations. When we do, we will post the revised policy on this page and update the "Last Updated" date. It is your responsibility to review this Privacy Policy periodically.

Non-Material Changes: For changes that do not significantly alter your privacy rights, the revised policy becomes effective immediately upon posting. Your continued use of the Service after the effective date constitutes your acceptance of these changes.

Material Changes: If we make changes that materially alter your privacy rights or the way we handle your personal information, we will provide at least 30 days' notice before they take effect. Notice will be provided by posting the updated policy on this page with the "Last Updated" date. As a courtesy, we may also send a notification to the email address associated with your account, but we are not liable for any failure to do so. For such material changes, we will require your affirmative consent (for example, by clicking to accept the new terms) before the new practices apply to you. If you do not consent to the new policy, you must stop using the Service, and you may be required to close your account.

10.0 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at: contact@simola.io.