Privacy Policy

• We collect only what is needed to provide the service, meet a legal obligation, or pursue our legitimate interest in improving the product.
• We do not sell personal data. Ever.
• We do not use customer data to train AI models outside the scope of that customer.
• A Google account (Gmail, Google Drive) is only accessed if you connect it — and you can disconnect at any time. Details in section 10.
• An AI assistant (ChatGPT and others) only reaches the Hub if you authorize it — and you can revoke it at any time. Details in section 11.
• A YouTube channel is only accessed if the company connects it and turns each feature on. Details in section 12.
• You may request access, correction, deletion or portability of your data at any time.
• Our DPO is reachable at [email protected], with a 15-day response time.

SIMPLAFY LTDA, Brazilian tax ID (CNPJ) 41.209.892/0001-12, headquartered at SAUS Quadra 4, Bloco A, Sala 513, Asa Sul, Brasília/DF, Brazil, is the controller of personal data collected through its website and institutional products.

For data entered by customers into the Platform (patient messages, medical records, business contacts), Simplafy acts as a processor, handling data under the customer's documented instructions.

• Provide the contracted services (Platform operation, support, billing);
• Comply with legal obligations (tax, regulatory, judicial);
• Communicate updates, maintenance windows and product news;
• Improve the Platform based on aggregated, anonymized metrics;
• Prevent fraud and abuse.

• Performance of a contract — Platform operation and support;
• Legal obligation — tax invoicing, tax retention;
• Legitimate interest — security, fraud prevention, product improvement through aggregated data, and commercial contact with people who created an account on the Platform (see section 7), always with the right to object;
• Consent — marketing communications (always revocable) and connection of third-party accounts, such as Google (always revocable);
• Protection of health — where applicable to sensitive data in Simplafy Saúde, under the guidance of a licensed professional.

We share data strictly with processors and partners essential to providing the service, all bound by confidentiality agreements and LGPD clauses:

• Cloud infrastructure providers in Brazil and Europe, outside shared hyperscale clusters;
• Messaging gateways (Meta/WhatsApp, Twilio);
• Google LLC (Gmail and Google Drive APIs) — only for accounts the user chooses to connect;
• Google LLC (YouTube API Services) — only for the channels the company connects; the replies it publishes go to YouTube (see section 12);
• The provider of the AI assistant the user chooses to connect (e.g. OpenAI, for ChatGPT) — only the data the assistant reads, on the user's instruction (see section 11);
• Payment gateways (Stripe, Pagar.me);
• Internal tools (CRM, helpdesk, monitoring);
• Authorities, upon a court order or valid legal request.

Data is processed in cloud environments in Brazil and Europe. Where an international transfer occurs (e.g. tools hosted abroad), we rely on standard contractual clauses and/or the hypotheses of art. 33 of the LGPD.

• Active account data: for the duration of the contractual relationship;
• Simplafy Hub account created without a plan: deleted 30 days after sign-up, with e-mail notices on day 3 and day 25;
• Commercial contact of the person who created a Simplafy Hub account: only name, e-mail and phone stay in Simplafy's CRM, with the relationship stage (signed up, customer or closed), while there is a commercial relationship, including after the account is closed or deleted. No other data goes to the CRM. You can ask us to delete it at any time through the channel in section 13;
• Tax data: 5 years after the triggering event (Decree 7,212/2010);
• Security logs: 6 months (Brazilian Internet Act, art. 15);
• Backups: 90-day rotation.

The LGPD grants you the rights to:

• Confirmation that processing takes place;
• Access to your data;
• Correction of incomplete, inaccurate or outdated data;
• Anonymization, blocking or deletion;
• Portability;
• Deletion of data processed on the basis of consent;
• Information about sharing;
• Withdrawal of consent.

To exercise these rights, use the LGPD channel.

We use essential cookies (authentication, preferences) and analytics cookies (aggregated metrics). You can manage your preferences at /preferencias-de-cookies.

Simplafy Hub lets a user connect their own Google account to use Gmail as a customer-service channel (receive and reply to e-mails from inside the Hub, including with help from the organization's AI agent) and to import files from Google Drive into the knowledge base. This section describes specifically what we do with data from those accounts. Nothing described here happens unless the user connects the account through Google's own authorization screen.

10.1. What we access

10.2. How we store it

• Access credentials (OAuth tokens) are stored encrypted (AES-256-GCM) on Simplafy servers and are never displayed to anyone, not even organization administrators.
• E-mails received through the channel and files imported from Drive become part of that organization's Customer Content, subject to the same retention, deletion and security rules of this Policy and the security page.
• From the moment of connection, new messages arriving at the connected mailbox are copied into the Platform, with attachments up to 10 MB. Messages received before the connection are not imported.

10.3. Limited Use — what we do not do

Simplafy's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In practice:

• We use the data only to provide and improve the user-facing features described above;
• We do not sell it, do not use it for advertising, and do not transfer it to third parties except sub-processors needed to provide the service, when required by law, or with your consent;
• No Simplafy staff reads the content of those e-mails or files, except with the user's explicit authorization, for security purposes (e.g. investigating abuse), or when required by law;
• We do not use data obtained from Google APIs to develop, improve or train generalized AI or machine-learning models. The organization's AI agent only processes this information to answer that same organization's customer-service conversations.

10.4. How to disconnect

• In the Hub, under Channels, use Remove channel on the Gmail channel or remove the Gmail provider connection in the same panel; the Google Drive connection is removed in the Knowledge Base. From then on the Platform no longer accesses the account.
• We recommend also revoking access at Google, under Google Account → Security → Third-party apps with account access: this immediately invalidates the credential stored by Simplafy.
• To delete e-mails and files already imported, use the Platform's deletion tools or the LGPD channel.

Simplafy Hub lets a user connect an AI assistant — such as ChatGPT, Claude or any other client compatible with the MCP protocol — to look up information and perform tasks in the Hub through conversation. The connection only happens after the user signs in to the Hub and authorizes the assistant on a Simplafy screen, choosing the organization and what the assistant may do. The assistant never reaches more than that user already reaches in the Hub. Full rules on the Simplafy MCP page.

11.1. Data we collect through this path

• Assistant registration: the name declared by the assistant itself, its authorization redirect addresses and the permissions it may request.
• Authorization: which user authorized it, in which organization, with which role, which permissions were granted and when each credential expires. The credentials themselves are not stored: we keep only a cryptographic hash that lets us recognize them.
• Operation log: for each assistant action, we record which credential and user acted, the organization, the tool used, whether it was a read or a change, the result, the number and identifiers of the records reached (up to 50 per operation), the time and the response latency. Of the parameters sent, we keep only identifiers, filters and pagination — never free text such as notes or descriptions. The content of the responses sent to the assistant is not stored in this log.

11.2. How we use it

• To check, on every call, that the assistant is still authorized and within the granted permissions;
• To let the user and the organization see and revoke active connections;
• Security, abuse investigation and accountability to the organization for what was done on its behalf.

11.3. Sharing with the AI provider

The data the assistant reads leaves Simplafy and goes to the AI provider the user chose (for example, OpenAI, for ChatGPT). From then on, processing is governed by that provider's terms and privacy policy, which Simplafy does not control. This data may include personal data of the organization's contacts and customers. We send nothing to the provider beyond what the assistant requests on the user's behalf.

11.4. Retention

• Access credential: valid for 15 minutes and renewed automatically by the assistant.
• Refresh credential: valid for up to 30 days and replaced on every use. The connection stays active while the assistant is used within that period, until it is revoked.
• Operation log: 12 months; after that it is deleted by an automatic daily routine.

11.5. How to revoke

• In the Hub, under Configurações → Meu perfil → Meus assistentes (Settings → My profile → My assistants), use Revogar (Revoke) on the connection. The assistant loses access from then on, without waiting for the credential to expire.
• Organization administrators can see and revoke all members' connections and limit which roles and Hub areas assistants can reach, under Configurações → Controle de assistentes (Settings → Assistant control).
• The assistant itself can also end the connection through the standard revocation endpoint (/api/oauth/revoke).
• Revoking stops future access but does not reach data already sent to the AI provider: for that data, use that provider's controls and channels. For requests about your data at Simplafy, use the LGPD channel.

Simplafy Hub uses YouTube API Services. By connecting a YouTube channel, the customer company authorizes the Hub to do the following, only for the features it turns on:

• read the channel's videos, playlists, video comments and live chat messages;
• post replies to comments and messages in the live chat on behalf of the channel;
• add the channel's videos to the channel's playlists;
• hold, publish or reject comments, delete live chat messages and time out chat participants for up to 24 hours.

Every write feature is off by default and is turned on by the company itself. The Hub records who turned it on, when and with which Google account.

12.1. What we store

The identifier and name of the connected channel; the access token, encrypted; and the comments and messages received, which stay in the company's inbox as a record of the customer-service conversation. We do not create metrics from YouTube data, and we do not sell or share this data with third parties for advertising.

12.2. For how long

YouTube API data we use only to display and reply is refreshed or deleted within 30 days. The customer-service history is the customer company's data and follows its account retention.

12.3. How to disconnect and revoke

The company can disconnect the channel in the Hub, under Integrações › Canais (Integrations › Channels), at any time. It can also revoke access on the Google account security page: https://security.google.com/settings/security/permissions. When the channel is disconnected, we delete the token and the data obtained from the API within 7 days.

12.4. Deletion requests

Anyone who commented or wrote in the chat can ask the channel or Simplafy to delete their data, through the contact in section 13.

By using these features, you agree to the YouTube Terms of Service. Google's Privacy Policy is at https://policies.google.com/privacy.

Data Protection Officer (DPO):

• E-mail: [email protected]
• Address: SAUS Quadra 4, Bloco A, Sala 513, Asa Sul, Brasília/DF, Brazil
• Response time: 15 calendar days