SmartNote2Self
License Risk Scan
Legal

Privacy Notice

Last updated · July 2026

SmartNote2Self License Risk Scan ("the platform", "we", "our") is an independent Microsoft licensing advisory tool. We are not Microsoft, not a reseller, and we do not recommend specific vendors. We respect your privacy and are committed to GDPR-level data-handling standards, regardless of where you operate.

1. What we collect

  • Account data: the name, email and (optionally) organisation you supply at sign-up. If you sign in with Google, we receive your Google profile email and display name.
  • Assessment data: the organisation context (industry, user count, current Microsoft agreement, license types) and the responses you choose for the assessment questionnaire.
  • Generated reports: the markdown report produced by our AI engine from your inputs, stored against your account.
  • Operational logs: a minimal record of API requests for security and reliability — not used for marketing or profiling.

2. What we do NOT do

  • We do not sell your data.
  • We do not share your responses with Microsoft, with any reseller, or with any other licensing partner.
  • We do not use your assessment data to train external AI models. Your inputs are sent to our LLM provider (Anthropic, via the Emergent platform) for the sole purpose of producing your report, and are not used by the provider for training under our enterprise terms.

3. Your rights (GDPR-aligned)

  • Right to access: every assessment you have submitted is visible to you on your dashboard at /dashboard.
  • Right to rectification: you may retake an assessment at any time. For account details, contact us at the address below.
  • Right to erasure: from your dashboard, the red "Delete my account" button permanently deletes your user record and every assessment you have submitted. A single click. No questions asked.
  • Right to portability: download any report as a PDF from the report page. Contact us if you require a structured export.
  • Right to object / restrict processing: write to us at the contact below.

4. Uploaded supporting documents

When you (or your consultant) upload supporting documents to an assessment — for example a Microsoft 365 license export, an Enterprise Agreement summary, an invoice, a usage report or a spreadsheet of users — they are stored against the assessment in our database and used only to inform the AI report that you request. We extract the text content for the AI to read and store that alongside the original file metadata.

  • Uploaded documents are never shared with Microsoft, with any reseller, or with any other licensing partner.
  • Deleting an assessment from your dashboard immediately deletes every supporting document attached to it.
  • Deleting your account deletes every assessment and every attached document.
  • We recommend uploading the minimum evidence needed — for example, a license summary with user counts is enough; a full user-level export with personal data is not required.

5. Retention

We retain your assessments only for as long as you keep your account. If you delete your account, every assessment you submitted is deleted alongside it.

5. Security

Passwords are stored using bcrypt one-way hashes. Authentication uses short-lived JSON Web Tokens. Connections are encrypted in transit. The platform admin can view assessments for support purposes only.

7. Cookies

We use one essential authentication cookie to keep you signed in. We do not use advertising or tracking cookies.

8. Sub-processors

  • Anthropic Claude (via Emergent platform) — used to generate the executive report from your inputs.
  • Google — only if you choose Google sign-in; we receive your profile email and display name.

9. Contact

For any data-protection request — including erasure, access or portability — contact smartmarcelle@gmail.com.

10. Disclaimer

Reports produced by the platform are advisory only. They do not constitute legal advice, licensing certification, compliance certification, contractual interpretation, or procurement approval. All Microsoft licensing decisions should be validated against current Microsoft Product Terms, applicable agreements, and your own procurement requirements.