Xmartpro.ai
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Privacy Policy

This policy explains how Cognitive Maxi Solutions LLC collects, uses, stores, and protects personal information in connection with Xmartpro.ai, our public websites, and related services.

No data selling Controller + processor clarity Transparent retention

Effective: 2026-05-02 • Owner: Cognitive Maxi Solutions LLC

What this policy covers

This notice applies to our marketing site, demo and support forms, onboarding flows, product access, and business interactions tied to Xmartpro.ai. It does not override customer-specific agreements, data processing addenda, or other legally binding documents.

  • Public website visits and form submissions
  • Account onboarding, billing, and support requests
  • Product telemetry used to operate, secure, and improve the service

Core commitments

  • We do not sell personal information for advertising or lead resale.
  • We use data minimization and role-based access controls wherever practical.
  • We separate our role as controller from our role as processor for customer data.
  • We retain information only as long as needed for legal, contractual, security, or service obligations.

1. Who we are

Xmartpro.ai is operated by Cognitive Maxi Solutions LLC, an Illinois company based in Schaumburg, Illinois, United States. When you interact directly with us through the website, support, billing, or sales processes, we are generally the controller of that personal information.

2. Controller vs. processor

When our customers use Xmartpro.ai to manage their own users, work, documents, or operational data, we typically act as a processor or service provider on their behalf. In those cases, the customer decides the purpose of the processing and remains the controller.

3. Information we collect

  • Identity and account data such as name, business email, company, role, and authentication details.
  • Billing and subscription data such as plan details, invoices, transaction metadata, and renewal status.
  • Usage and diagnostic data such as login activity, page interactions, browser data, and service telemetry.
  • Support and communications data such as tickets, attachments, support messages, and onboarding requests.
  • Integration data when you connect identity providers, APIs, or approved third-party services.

4. How we use information

  • Provide, secure, maintain, and improve Xmartpro.ai.
  • Process onboarding, subscription, support, and customer success workflows.
  • Detect misuse, prevent fraud, enforce policies, and investigate incidents.
  • Measure product performance, service health, and adoption trends.
  • Communicate about releases, support cases, billing, and responses you request.

5. Legal bases

Depending on the context, we process personal information under contractual necessity, legitimate interests, legal obligations, and consent where consent is required by applicable law.

6. Sharing and subprocessors

We may share information with infrastructure, analytics, communications, or support providers acting on our behalf under contractual safeguards. We may also disclose information when required by law, to protect rights and security, or as part of a merger, financing, or corporate reorganization.

7. Cookies, analytics, and telemetry

We use cookies and related technologies for authentication, preferences, product performance monitoring, and analytics. Some cookies are essential for service delivery. Where required, we provide consent or choice controls.

8. Data retention

We retain data for the period needed to provide the service, meet contractual or legal duties, resolve disputes, prevent abuse, and maintain reliable security and audit records. Retention periods may vary by data type and role.

9. Security

We use layered safeguards including encryption in transit, access controls, audit logging, tenant-aware boundaries, and operational monitoring. No system is perfectly secure, so we continually improve controls and response processes.

10. International transfers

Because we and our providers may operate in more than one jurisdiction, personal information may be processed in the United States or other countries. Where required, we use appropriate transfer safeguards such as contractual clauses or equivalent mechanisms.

11. Your rights

Subject to applicable law, you may have rights to access, correct, delete, restrict, object to, or export your data. If you are interacting with Xmartpro.ai through an employer or customer account, please contact that organization first for controller-level requests.

12. Children

Xmartpro.ai is intended for business use and is not directed to children under 13. We do not knowingly collect personal information from children in connection with the service.

13. Policy updates

We may update this Privacy Policy from time to time. When we do, we will revise the effective date and post the updated version on the site or in the product experience, as appropriate.

14. Contact us

Questions or privacy requests can be sent to privacy@cognitivemaxisolutions.com or by mail to Cognitive Maxi Solutions LLC, 1901 North Roselle Road, Suite 800 #8198, Schaumburg, IL 60195, USA.