Smooth Operator ("we," "our," or "us") is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services.
Important: Smooth Operator is intended for users aged 13 and older. We do not knowingly collect personal information from children under 13.
1. Information We Collect
1.1 Information You Provide
When you create an account and use Smooth Operator, we collect:
- Account Information: Name, email address, and date of birth
- Profile Information: Gender (optional, for personalisation)
- Authentication Data: Information from Google or Apple if you choose to sign in using these services
- Conversation Data: Text messages and voice recordings you create during practice conversations
1.2 Information Collected Automatically
When you use the app, we automatically collect:
- Usage Data: How you interact with the app, features used, session duration
- Device Information: Device type, operating system, app version
- Crash Data: Technical information when errors occur to help us improve stability
2. How We Use Your Information
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Provide the service | Account info, conversation data | Contract performance |
| Personalise your experience | Name, gender, date of birth | Legitimate interest |
| Process AI conversations | Conversation data | Contract performance |
| Improve the service | Anonymised usage data | Legitimate interest |
| Marketing insights | Aggregated analytics | Legitimate interest |
| Ensure app stability | Crash reports | Legitimate interest |
3. Third-Party Services
We share data with the following third-party services to operate Smooth Operator:
3.1 OpenAI
Your conversation data (text and voice transcriptions) is processed by OpenAI to power the AI conversation simulator and feedback features. OpenAI processes this data according to their API data usage policy. OpenAI retains API data for up to 30 days for abuse monitoring purposes and does not use API data to train their models.
3.2 Firebase (Google)
We use Firebase for:
- Authentication: Managing user accounts and sign-in
- Analytics: Understanding app usage patterns
- Crashlytics: Monitoring app stability and fixing issues
- Cloud Storage: Storing conversation audio files
Firebase's data processing is governed by Google's Privacy Policy.
3.3 Apple and Google Sign-In
If you choose to sign in with Apple or Google, we receive basic profile information (name, email) from these services. We do not receive your password.
4. Data Retention
4.1 While Your Account is Active
We retain all your personal information and conversation data while your account remains active to provide you with the service.
4.2 After Account Deletion
When you delete your account:
- Immediately deleted: Your name, email address, and date of birth
- Anonymised: Chat transcripts are retained in anonymised form (not linked to any identifying information) for service improvement
- Deleted after 12 months: Audio files are retained for up to 12 months after account deletion for quality improvement purposes, then permanently deleted
After account deletion, retained data cannot be linked back to you as an individual. Your internal user ID is only kept temporarily to manage the scheduled deletion of audio files.
5. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your account and personal data
- Portability: Receive your data in a portable format
- Objection: Object to certain processing activities
- Withdraw Consent: Where processing is based on consent, withdraw it at any time
To exercise any of these rights, please contact us at hello@smoothoperator.app.
5.1 Account Deletion
You can delete your account at any time through the app settings. Upon deletion, we will process your request as described in Section 4.2 above.
6. Data Security
We implement appropriate technical and organisational measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Secure authentication through Firebase
- Regular security assessments
- Limited access to personal data
However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.
7. International Data Transfers
Your information may be transferred to and processed in countries other than Australia, including the United States (where OpenAI and Google are based). These transfers are necessary to provide the service and are protected by appropriate safeguards including standard contractual clauses.
8. Children's Privacy
Smooth Operator is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at hello@smoothoperator.app. If we discover we have collected personal information from a child under 13, we will delete it promptly.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the new Privacy Policy in the app
- Updating the "Effective Date" at the top of this page
- Sending you an email notification for significant changes
Your continued use of Smooth Operator after changes become effective constitutes acceptance of the revised policy.
10. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
Smooth Operator
Email: hello@smoothoperator.app
11. Additional Information for Specific Regions
11.1 European Economic Area (EEA) and United Kingdom
If you are located in the EEA or UK, you have the right to lodge a complaint with your local data protection authority if you believe we have not complied with applicable data protection laws.
11.2 California Residents
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete, and the right to opt out of the sale of personal information. We do not sell personal information.
11.3 Australian Residents
We comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth). You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have breached your privacy rights.