Privacy Policy

1. Introduction

1.1 About This Policy

This Privacy Policy explains how COPE Solutions ("Company", "we", "us", "our") collects, uses, discloses, and protects your personal data when you use the COPE.Solutions platform ("Service", "Platform").

1.2 Our Commitment

We are committed to protecting your privacy and handling your data in an open and transparent manner. We process personal data in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Data Controller Information

COPE Solutions

• Email: [email protected]
• Data Protection Officer: [email protected]

3. Data We Collect

3.1 Account and Registration Data

• Full name and email address
• Company name
• Password (encrypted)
• Role and permissions

3.2 ICP Configuration Data

• Target industries and company size
• Geographic targeting
• Job titles and decision-maker roles
• Technology stack preferences
• Pain points and buying triggers

3.3 Platform Usage Data

• Login timestamps and session duration
• Pages viewed and features used
• Prospect interactions and feedback
• Search queries within the platform

3.4 Communication Data

• Support inquiries and responses
• Chat interactions with our AI assistant (COPE Expert Copilot)
• Email communications

4. How We Use Your Data

4.1 Service Delivery

• Provide and maintain the COPE.Solutions platform
• Deliver prospects matching your ICP criteria
• Generate intelligence reports and evaluations
• Integrate with your CRM when configured

4.2 Service Improvement

• Improve prospect targeting accuracy
• Enhance our AI models and algorithms
• Analyze platform usage patterns
• Develop new features

4.3 AI Assistant Improvement

Our COPE Expert Copilot AI assistant stores chat interactions for quality improvement and learns from frequently asked questions. Your specific queries are NOT shared with other clients.

5. Legal Basis for Processing

• Contract Performance: Account management, service delivery, payment processing
• Legitimate Interests: Service improvement, security, AI model training
• Consent: Marketing communications, optional data collection
• Legal Obligation: Tax records, regulatory compliance

6. Data Sharing and Disclosure

6.1 Service Providers

6.2 No Sale of Personal Data

We do NOT sell your personal data to third parties.

7. Data Retention

8. Your Rights

Under GDPR and applicable laws, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Request limitation of processing
• Data Portability: Receive your data in a structured format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time

To exercise any right, contact us at [email protected]. We will respond within 30 days.

9. Data Security

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Secure authentication (bcrypt password hashing)
• Regular security assessments
• Access controls and logging
• Incident response procedures

10. AI and Automated Processing

COPE.Solutions uses AI for:

• Prospect discovery and evaluation
• BANT qualification scoring
• Fit/Opportunity/Risk assessment
• Intelligence report generation
• The COPE Expert Copilot chat assistant

Our AI systems do NOT make fully automated decisions with legal effects. Clients can always provide feedback on prospect quality, and human oversight is maintained.

11. Contact Us

• Privacy Inquiries: [email protected]
• Data Protection Officer: [email protected]
• General Support: [email protected]

You have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been violated.