Privacy Policy

XmartPro Privacy Policy

Last updated: February 6, 2026

This Privacy Policy explains how Cognitive Maxi Solutions LLC (“Cognitive Maxi Solutions,” “we,” “us,” or “our”) collects, uses, shares, and protects information in connection with XmartPro (the “Service”), including our websites, applications, and related services.

1. Who We Are

Cognitive Maxi Solutions LLC is an Illinois LLC located at:
1901 North Roselle Road, Suite 800 #8198, Schaumburg, IL 60195, USA.

XmartPro is a software platform operated and provided by Cognitive Maxi Solutions LLC. Any affiliates that process personal information on our behalf will be referenced through our “Contact Us” page and/or customer documentation, as applicable.

2. About This Privacy Policy

We are committed to protecting your privacy. This Privacy Policy (together with any applicable terms of service and related documents referenced here) describes:

• what information we collect (or receive) about you,
• how we use it,
• how and when we share it, and
• the choices and rights you may have.

By using XmartPro or our websites, you acknowledge that we may process your information as described in this Policy, except where prohibited by applicable law or where a different notice applies.

We may update this Privacy Policy from time to time by posting an updated version and changing the “Last updated” date. Your continued use of the Service after updates become effective indicates your acceptance of the updated Policy.

Contact: If you have questions, contact us at privacy@xmartpro.ai

3. Where We Store and Process Information

Because we operate online, information may be processed and stored in the United States and other jurisdictions where we or our service providers operate. If you access XmartPro from outside the United States, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction.

We may also process information through personnel, contractors, and service providers who support operations such as hosting, analytics, customer support, and security.

4. Our Role: “Controller” vs. “Processor” (Important for XmartPro)

XmartPro is often used by organizations (our customers) to manage workflows, projects, users, content, and operational data.

• When you visit our websites, sign up, or interact with us directly (e.g., marketing, billing, support), Cognitive Maxi Solutions is typically the “controller” of that personal information.
• When our customers use XmartPro to upload or process data (including their end users’ information), we typically act as a “processor” (or “service provider”) on behalf of that customer, and the customer is the controller.

If you are an individual whose data is controlled by an XmartPro customer, requests to access, correct, or delete that data should generally be directed to that customer first. We will support our customers in responding to such requests as required by law and applicable agreements.

5. Information We Collect

We collect information in three primary ways:

(a) Information you provide to us

You may provide personal information such as:

• name, email address, phone number, job title, and company/organization details
• account credentials (where applicable)
• communications and support requests (including attachments you send to support)
• billing and transaction details (if you purchase or subscribe)
• event/training registration information
• user-generated content you submit to public areas (if any), such as community posts or comments

(b) Information we collect automatically when you use XmartPro or our websites

This may include:

1. Device and technical information
   Device identifiers, operating system, browser type/version, IP address, and related technical data.
2. Approximate location information
   General location inferred from IP address, time zone settings, and similar signals. Certain features may require location-related data; where required, we will request consent or provide notice.
3. Log, usage, and visit information
   Login events, pages viewed, clickstream data, page response times, error logs, feature interactions, and diagnostic events (e.g., install/uninstall signals for apps or connectors, where applicable).
4. Product usage and performance telemetry (XmartPro analytics)
   Metrics about how the Service is used (e.g., feature usage frequency, session duration, configuration settings), and technical performance data (e.g., application performance, reliability, and diagnostics). This helps us maintain, secure, and improve XmartPro.

(c) Information we receive from other sources

We may receive information from:

• integration partners and identity providers (e.g., SSO providers) when you choose to connect them
• resellers or business partners (where applicable)
• analytics providers (subject to your cookie/analytics choices)

Third-party platforms’ use of your information is governed by their own policies.

6. Cookies and Similar Technologies

We use cookies and similar technologies to help operate our websites and Service, remember preferences, support authentication and security, and understand usage patterns. Some cookies are necessary for core functionality. You can manage cookie preferences through your browser settings and (where offered) our cookie preference tools.

7. How We Use Information

We may use information for the following business purposes (as permitted by law):

• to provide, operate, secure, and maintain XmartPro
• to create and manage accounts and user access
• to deliver customer support and respond to inquiries
• to process subscriptions, payments, and transactions
• to communicate service-related notices (e.g., security, updates, administrative messages)
• to personalize content and improve user experience
• to analyze usage and improve features, reliability, and performance
• to prevent fraud, abuse, and security incidents
• to comply with legal obligations and enforce agreements

We may also use information for other purposes where we provide notice at the time of collection or where permitted by law.

8. Marketing Communications

We may send marketing communications (e.g., product updates, newsletters, event announcements) where permitted by law. You can opt out of marketing emails at any time using the unsubscribe link in the message or by emailing privacy@xmartpro.ai

Even if you opt out of marketing, we may still send service-related or transactional communications (e.g., security alerts, billing receipts, changes to terms).

9. Aggregated and De-Identified Information

We may create and use aggregated and/or de-identified information (e.g., usage trends, feature adoption statistics). This information is not intended to identify you personally, and we may use it for product improvement, benchmarking, and business analytics.

10. How We Share Information

We do not sell your personal information for marketing purposes. We may share information in the following circumstances:

• Affiliates: With affiliates for legitimate business purposes consistent with this Policy.
• Service providers (processors): Hosting, analytics, customer support tooling, security, payment processing, and other vendors that help us operate XmartPro. These providers are obligated to protect information and use it only for the services they provide to us.
• Business transfers: If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction (subject to appropriate safeguards).
• Legal and safety: To comply with laws, regulations, lawful requests, court orders, or to protect rights, safety, and security of the Service, our users, customers, or others (including fraud prevention).

11. Security

We use commercially reasonable administrative, technical, and organizational measures designed to protect personal information against loss, misuse, unauthorized access, disclosure, alteration, and destruction. However, no system can be guaranteed 100% secure.

Important: Do not send sensitive personal information to us unless specifically requested by authorized personnel. This includes government identifiers, payment card numbers (except for payment processing), passwords for other services, or regulated health information.

12. Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy, including to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and protect our business.

Retention may differ depending on whether we act as controller (e.g., marketing, website) or processor (customer-controlled content). For customer content, retention is generally governed by our agreements with customers and their instructions.

13. Your Rights and Choices

Depending on your location and applicable law, you may have rights to:

• access your personal information
• correct inaccurate information
• delete information
• object to or restrict certain processing
• receive a portable copy of information (where applicable)
• opt out of certain marketing communications

To exercise your rights, email privacy@xmartpro.ai. We may request information to verify your identity. If your request relates to data controlled by an XmartPro customer, we may direct you to that customer or coordinate with them as required.

14. Withdrawing Consent

Where we rely on your consent, you may withdraw it at any time by contacting privacy@xmartpro.ai. Withdrawal does not affect processing already performed and may limit your ability to use certain features.

15. Children

XmartPro is not intended for children under 18, and we do not knowingly collect personal information from children under 18. If you believe a child has provided personal information, contact privacy@xmartpro.ai, and we will take appropriate steps.

16. Additional Information for EEA/UK Users (GDPR)

Where the GDPR/UK GDPR applies, “personal information” refers to “personal data.”

Legal bases for processing

We process personal data based on one or more of the following:

• Contract necessity: To provide the Service and support, manage accounts, and perform our contractual obligations.
• Legitimate interests: To secure and improve the Service, prevent fraud, and operate our business (balanced against your rights).
• Legal obligations: To comply with applicable laws and lawful requests.
• Consent: For certain cookies/analytics and for marketing communications where required.

International transfers

Where required, we use appropriate safeguards for cross-border transfers, such as Standard Contractual Clauses or equivalent mechanisms.

GDPR rights

You may have rights including access, rectification, deletion, portability, restriction, objection, and the right to lodge a complaint with a supervisory authority. To exercise rights, contact privacy@xmartpro.ai.

17. U.S. State Privacy Disclosures (e.g., California and Similar Laws)

If you are a resident of California or another U.S. state with similar privacy laws, you may have the right to:

• request access to categories and specific pieces of personal information we collect
• request deletion of personal information (subject to exceptions)
• request correction of inaccuracies
• opt out of “sale” or “sharing” of personal information (as those terms are defined by law)
• not be discriminated against for exercising your rights

We do not sell personal information for marketing purposes. If applicable law treats certain disclosures (e.g., certain advertising technologies) as “sharing,” we will provide appropriate choices where required.

To submit a request, email privacy@xmartpro.ai. We will verify requests using information associated with your account (such as your email). You may use an authorized agent where permitted by law.

18. Third-Party Links

Our websites or Service may link to third-party sites or services. Their privacy practices are governed by their own policies, and we are not responsible for them.

19. Public Forums

If we provide public forums, blogs, or community areas, anything you post may be visible to others. To request removal of personal information from a public area (where feasible), contact privacy@xmartpro.ai. In some cases, we may not be able to remove content (e.g., where required for legal or operational reasons), and we will explain why where permitted.

20. Contact

Questions, comments, and requests regarding this Privacy Policy can be sent to:privacy@xmartpro.ai

Or by mail to:
Cognitive Maxi Solutions LLC
1901 North Roselle Road, Suite 800 #8198
Schaumburg, IL 60195, USA