Privacy Policy

Softaar Technologies UG (haftungsbeschränkt) ("WritingBuddy", "we", "our", "us") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services. Please read it carefully. By using WritingBuddy you agree to the practices described here.

Our Terms of Service govern your use of the platform and are available at writingbuddy.ai/terms-of-service.

1. What We Collect (and Where It Comes From)

We collect the following categories of data:

• Account details: name, email, password, billing info — provided by you.
• Content you give us: prompts, uploaded docs/files/images — provided by you.
• Usage & device data: IP address, browser type, clicks, pages viewed — from your browser/device.
• Payment & purchase logs: last four of card, transaction totals — from our payment processor.
• Marketing & analytics data: email-open rates (Brevo, SMTP2GO), site visits (Google Analytics), session replays & interaction data (Amplitude, Microsoft Clarity) — from integrated tools.
• Security data: abuse flags, error reports — from automated systems.

2. Why We Use It

• Run the service & answer your questions — contract with you.
• Improve features & protect against abuse — our legitimate interest in running a safe, reliable platform.
• Send product updates & offers — your consent (you can unsubscribe any time).
• Comply with laws, fight fraud, handle disputes — legal obligations & legitimate interest.

3. Who We Share It With

We share data with the following third-party providers:

• AI Services (Azure OpenAI) — enhance functionality; processes prompts, uploaded documents, outputs in Microsoft Azure environment.
• Fallback Transactional Email (SMTP2GO) — fallback delivery for OTP and welcome emails; processes name, email, delivery metadata.
• Email Marketing (Brevo) — send promotional emails and updates; processes name, email, transaction details.
• Affiliate Tracking (Rewardful) — identify referrals and calculate commissions; processes email, name, transaction details.
• Analytics (Google Analytics, Amplitude, Microsoft Clarity) — understand user interaction; processes usage data, IP address, browser type, session replays.
• Prompt Tracing (Langsmith) — debugging and monitoring AI features; processes prompts, responses, related metadata.
• Advertising (Meta Pixel, TikTok Pixel, Microsoft Advertising) — measure advertising effectiveness; processes device information, page views, sign-ups.
• Semantic Scholar — academic search and paper retrieval; processes parts of search queries.
• Google reCAPTCHA — spam and bot protection; processes IP address, browser characteristics, device information.

We do not sell your personal data.

4. How Long We Keep It

We keep information only as long as needed for the reasons described above, then we delete or anonymise it.

5. Your Choices & Rights

Depending on where you live (e.g., EU/UK, under GDPR), you can:

• Access or download the data we hold about you
• Correct inaccurate details
• Delete your account and data
• Object to marketing or certain uses
• Transfer your data to another service
• Complain to a data-protection authority

Email support@writingbuddy.ai to exercise any of these rights. We'll respond within 30 days.

6. Security

We use encryption in transit, industry-standard cloud security, and regular audits. No system is perfect, so please use a strong password and don't share sensitive info in prompts.

7. International Transfers

We're Germany-based but rely on trusted providers worldwide. Where EU/UK data leaves the region, we use Standard Contractual Clauses or other approved safeguards.

8. Third-Party Services Details

Use of Artificial Intelligence Services

Our Services incorporate AI technologies provided by third-party platforms including Azure OpenAI. By using our Services, you acknowledge:

• Data Processing and Privacy: Your inputs and outputs are processed per this Privacy Policy. Data submitted to Azure OpenAI remains within Microsoft's Azure environment and is not shared with OpenAI.
• Accuracy and Reliability: AI-generated outputs may not always be accurate. We recommend independently verifying critical information.
• Acceptable Use: You agree not to use AI services to generate illegal, harmful, or rights-infringing content.
• Third-Party Terms: By using our Services, you also agree to comply with the terms of these third-party providers.
• Limitation of Liability: To the fullest extent permitted by law, we disclaim liability arising from AI-generated content. Our total liability shall not exceed the amount you paid for the Services in the 12 months preceding the claim.

Fallback Transactional Email (SMTP2GO)

We use SMTP2GO only as a fallback transactional email provider for OTP and welcome emails when Brevo is unavailable. We process only the minimum required account data (name, email address, delivery metadata). SMTP2GO stores this data on secure servers and is contractually obligated to maintain its confidentiality.

Email Marketing (Brevo)

We use Brevo for email marketing to send promotional emails, updates, and notifications. By providing your email address, you consent to having your information processed by Brevo. You can unsubscribe at any time by clicking the "unsubscribe" link in our emails or contacting us directly.

Affiliate Tracking (Rewardful)

We run our affiliate programme through Rewardful Inc., which collaborates with Stripe to identify referrals and calculate commissions. When you visit via an affiliate link, Rewardful places a first-party cookie in your browser. The only data Rewardful receives includes your email address, name, Stripe customer ID, and high-level subscription-invoice details. Sensitive payment information is never shared.

Google Analytics

We use Google Analytics to understand how users interact with our website. Google Analytics collects information such as pages visited, time spent, browser type, and referring pages. You can opt out by installing the Google Analytics Opt-out Browser Add-on.

Google Tag Manager

We use Google Tag Manager (GTM) to deploy tracking codes including Google Analytics, Google Ads, Meta Pixel, TikTok Pixel, and other tools. GTM itself does not collect personal information. Disabling cookies in your browser will prevent GTM from functioning properly.

Meta Pixel

We use the Meta Pixel and Meta's Advanced Matching feature to measure advertising effectiveness. The Meta Pixel collects device information and may receive hashed versions of contact information (e.g., SHA-256 hashed email). Meta uses this data to match events on our site with people on Meta platforms for ad attribution. We only receive aggregated, anonymised statistics.

TikTok Pixel

We use the TikTok Pixel and TikTok Events API to measure advertising effectiveness and track conversions. Any personal data shared with TikTok is hashed (e.g., SHA-256) before transmission and used solely for event attribution and ad optimization.

Microsoft Advertising (UET Tag)

We use Microsoft Advertising's Universal Event Tracking (UET) tag to measure advertising effectiveness on Microsoft platforms. The UET tag records page views, sign-ups, and purchases to target ads and measure campaign performance. Microsoft processes this data per their Privacy Statement.

Amplitude Analytics

We use Amplitude to understand how users interact with our services. Amplitude's Session Replay feature may record interactions such as mouse movements, clicks, and scrolling. Data collected is used solely for analytical purposes and is stored in the EU region. You can manage opt-out through our cookie consent banner.

Microsoft Clarity

We use Microsoft Clarity for user behavior analytics including session replays, heatmaps, and interaction analytics. Clarity does not collect sensitive personal information. Data may be transferred to and processed on Microsoft servers. You can manage consent through our cookie consent banner.

Semantic Scholar

Our Services use the Semantic Scholar API to find relevant academic papers. When you use academic search features, parts of your query may be sent to the Semantic Scholar API. This is done solely to find relevant academic literature.

Google reCAPTCHA

We use Google reCAPTCHA v3 to protect against spam and abuse. reCAPTCHA analyzes user behavior and may collect IP address, browser characteristics, mouse movements, and interaction patterns. This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Langsmith Prompt Tracing

We use Langsmith for prompt tracing and observability of our AI features. Prompt and response data may be sent to Langsmith for debugging and monitoring purposes only — not to train Langsmith's own models. You retain all rights to your data.

9. Changes to This Policy

We may update this Privacy Policy by posting the new version on our website or notifying you by email. Changes take effect upon posting or as indicated in the notification. Continued use of the Services after changes are posted constitutes your acceptance of the revised Policy.

10. Contact Information

Softaar Technologies UG (haftungsbeschränkt)

Blasewitzer Straße 41 ABAKUS Business Center 01307 Dresden Germany

Managing Director: Al Mamun

Registration: Amtsgericht Dresden, HRB 47645

VAT ID: DE460666450