1. Introduction

Solution Compass ("we", "our", "us") is committed to protecting the privacy and security of your information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our AI-powered knowledge management platform.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, and organizational affiliation.

Uploaded Content

Your organization uploads knowledge bases, tip sheets, workflows, resolution logs, and other documents. This content is processed and indexed to provide AI-powered answers.

Usage Data

We collect information about how you interact with the Service, including queries, features used, and session information to improve the platform.

3. How We Use Your Information

To provide, maintain, and improve the Service
To process and index uploaded content for AI-powered search and answers
To authenticate users and manage organization access
To generate analytics and insights for organization administrators
To communicate important updates about the Service
To ensure security and prevent unauthorized access

4. Data Isolation

All uploaded content and data are strictly scoped to your organization. Organization data is never shared with, accessible to, or used to train models for other organizations. Each organization's data is logically isolated within our infrastructure.

5. Protected Health Information (PHI) & PII

We take special care with documents that may contain Personally Identifiable Information (PII) or Protected Health Information (PHI). Our AI systems are designed to extract only procedural and operational information — such as problem descriptions, troubleshooting steps, ticket numbers, and solutions — while omitting names, dates of birth, medical record numbers, diagnoses, and other sensitive identifiers.

6. Data Security

We implement industry-standard security measures including encryption at rest and in transit, role-based access controls, secure authentication, and audit logging. Access to your organization's data is restricted to authorized members of your organization.

7. Third-Party Services

We use trusted third-party services for AI processing (OpenAI), infrastructure hosting, and authentication. These providers are contractually obligated to protect your data and use it only as necessary to provide their services.

8. Data Retention

We retain your data for as long as your organization's account is active. Upon account termination, we will delete your data within 90 days, unless retention is required by law.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Object to or restrict processing of your data
Request data portability

10. Cookies

We use essential cookies for authentication and session management. We do not use advertising or tracking cookies.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or a notice within the Service.

12. Contact Us

For questions or concerns about this Privacy Policy, please contact us.