Privacy Policy Legal

# Privacy Policy

1. Introduction

Smart Pilote is committed to protecting the privacy of its users and treating their personal data with the utmost care. This privacy policy explains how we collect, use, store and protect your personal data.

2. Data Controller

Data Controller:
Smart Pilote
AKOWANOU Marius
Tchinangbegbo, Abomey-Calavi, Benin
📧 Email: makowanou@smartpilote.com
📱 Phone: +229 01 61 67 96 40

3. Data Collected

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3.1 Data collected directly

Via contact forms:
- First and last name
- Email address
- Phone number
- Company name (optional)
- Message or project description
- Attached files (specifications, documents)

Via quote forms:
- First and last name
- Email address
- Phone number
- Requested service
- Specifications (PDF file)

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3.2 Data collected automatically

Navigation data:
- IP address
- Browser type
- Pages visited
- Visit duration
- Referrer
- Operating system

Cookies and similar technologies:
- Functional cookies
- Analytics cookies (Google Analytics)
- User preference cookies

4. Processing purposes

We use your personal data for:

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4.1 Main purposes

- Processing contact requests: Responding to your questions and information requests
- Quote preparation: Analyzing your needs and proposing adapted solutions
- Customer relationship: Ensuring service follow-up and maintaining commercial relationship
- Contract execution: Delivering ordered services

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4.2 Secondary purposes

- Service improvement: Analyzing site usage to optimize user experience
- Marketing communication: With your consent, informing you of our news and offers
- Legal obligations: Respecting our accounting and tax obligations

5. Legal basis for processing

Our personal data processing is based on:

- Legitimate interest: For processing contact requests and improving our services
- Contract execution: For providing requested services
- Consent: For marketing communications and certain cookies
- Legal obligation: For accounting data retention

6. Data recipients

Your personal data may be communicated to:

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6.1 Internal recipients

- Smart Pilote team (manager and collaborators)
- Authorized persons within the company

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6.2 External recipients

- Technical providers: Web hosting, messaging services
- Technology partners: For carrying out certain projects
- Competent authorities: In case of legal obligation

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6.3 Transfers outside Benin

Some data may be transferred to third countries in the context of:
- Cloud hosting services
- Communication tools (Brevo, EmailJS)
- Analytics (Google Analytics)

7. Retention period

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7.1 Contact data

- Non-converted prospects: 3 years after last contact
- Clients: 10 years after end of contractual relationship
- Accounting data: 10 years (legal obligation)

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7.2 Navigation data

- Connection logs: 12 months
- Cookies: According to browser settings (max. 13 months)

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7.3 Attached files

- Specifications: Project duration + 2 years
- Contract documents: 5 years after contract end

8. Your rights (Brevo, EmailJS)

In accordance with applicable regulations, you have the following rights:

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8.1 Right of access

You can request access to personal data concerning you.

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8.2 Right of rectification

You can request correction of inaccurate or incomplete data.

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8.3 Right of erasure

You can request deletion of your data in certain cases.

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8.4 Right to restriction

You can request limitation of processing of your data.

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8.5 Right to portability

You can request recovery of your data in a structured format.

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8.6 Right to object

You can object to processing of your data for legitimate reasons.

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8.7 Exercising your rights

To exercise these rights, contact us:
📧 Email: makowanou@smartpilote.com
📱 Phone: +229 01 61 67 96 40

9. Data security

We implement appropriate technical and organizational measures to protect your data:

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9.1 Technical measures

- Encryption of sensitive data
- Regular and secure backups
- Secure access (HTTPS)
- Firewall and intrusion detection systems

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9.2 Organizational measures

- Limited access to data (least privilege principle)
- Staff training on data protection
- Incident management procedures
- Strong password policy

10. Cookies

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10.1 Types of cookies used

Essential cookies:
- Session cookies
- Security cookies
- Language preference cookies

Analytics cookies:
- Google Analytics (with IP anonymization)
- Visit statistics

Functional cookies:
- Preference memorization
- User experience improvement

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10.2 Cookie management

You can manage your cookie preferences:
- Via your browser settings
- Via our consent banner
- By contacting us directly

11. Minors

Our services are aimed at professionals. We do not knowingly collect personal data from minors under 16 years of age.

12. Policy modifications

This policy may be updated to reflect legal developments or changes in our practices. We will inform you of any significant changes.

13. Contact and complaints

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13.1 Contact

For any questions about this policy:
📧 Email: makowanou@smartpilote.com
📱 Phone: +229 01 61 67 96 40
📍 Address: Tchinangbegbo, Abomey-Calavi, Benin

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13.2 Complaints

If you believe your rights are not being respected, you can:
- Contact us directly
- Contact the competent data protection authority in Benin

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Last updated: March 2025
Version: 1.0