Privacy Policy

Introduction

This Privacy Policy explains how we collect, use, disclose, and protect personal data in connection with our WordPress/WooCommerce plugin that uses OpenAI function calling to provide AI-assisted inventory search and guided shopping. By installing or using the plugin, you agree to the practices described here. (last updated 9th of April, 2026)

What data we collect

We collect and process different types of data in relation to the plugin’s operation. The exact data collected depends on how you configure and use the plugin.

1. Information you provide
  • Account and licensing data: admin email, site URL, license key, and related account information you provide to activate or manage the plugin.
  • Support and communications: details you share when you contact our support team (e.g., copy of error messages, screenshots, or descriptions of issues).
2. Information we collect automatically
  • Technical information about your environment: IP address, browser user agent, WordPress version, PHP version, server OS, and other diagnostic data.
  • Usage data (optional): with your consent, we may collect aggregated usage statistics and feature usage to improve the plugin. You can opt out of telemetry in the plugin settings where available.
3. Data processed via the OpenAI API (the core of the AI functionality)
  • When you use the plugin to perform AI-driven searches, data related to your store’s inventory and your search prompts is sent to OpenAI to generate responses or to drive function calls.
  • Data categories may include: search text, product identifiers, titles, descriptions, SKUs, prices, stock status, and other product metadata that you choose to include in the request for processing.
  • Important: the data you send to OpenAI may include information about your customers or your store data. We do not control the data that you submit to the API. You should review and configure your data inputs to minimize sensitive or personally identifiable information (PII) as applicable.
  • If you use Voice or Image Search features, audio fragments or image files/URLs are transmitted to OpenAI for processing. We do not store these media files on our servers after the processing is complete.

How we use the data

  • To operate and maintain the plugin (authentication, licensing, updates, and security).
  • To provide AI-powered search results and function-calling features via OpenAI.
  • To respond to support requests and troubleshoot issues.
  • To improve the product (only with your opt-in consent for telemetry/usage analytics; otherwise, we do not use usage data for improvement).
  • To comply with legal obligations and to enforce our terms.

Legal basis for processing (where applicable)

  • Contractual necessity: processing required to provide the plugin and its features (e.g., license management, enabling AI features).
  • Legitimate interests: improving product quality and security, provided interests do not override your rights.
  • Consent: where you opt in to telemetry or analytics features, or to certain cookies.

Sharing and disclosure of data

  • OpenAI: We transmit data that you request the plugin to process to OpenAI to perform AI functions and function calling. OpenAI’s processing and data handling policies apply to this data.
  • Hosting and service providers: We may engage third-party service providers (hosting, payment processors for licenses, support tools) that process data on our behalf under appropriate data processing agreements.
  • Legal compliance and safety: We may disclose data if required by law, or to protect our rights, property, or safety, or the rights/safety of users.
  • No sale of personal data: We do not sell your personal data to third parties.

Data transfers and international transfers

  • OpenAI data processing typically involves transfer to the United States and other jurisdictions where OpenAI operates. We rely on OpenAI’s data processing agreement and applicable data protection laws to address cross-border transfers (e.g., SCCs or other transfer mechanisms where required).
  • We implement reasonable safeguards to protect data transferred outside your region, consistent with this policy and applicable law.

Data retention and deletion

  • We retain license and basic administrative data for as long as your license is active or as required to provide support and comply with legal obligations.
  • Diagnostic logs and usage data (if collected) are retained for a period of [e.g., 30–90 days] unless you opt out of telemetry, in which case they are not collected.
  • Data sent to OpenAI for AI processing is governed by OpenAI’s data handling terms. We do not control retention of that data by OpenAI beyond what OpenAI provides in its policy. You may review OpenAI’s data usage terms for details.
  • The conversation history and search logs are stored locally within your WordPress database. We do not have access to your store’s private chat history unless you explicitly share it with us for support purposes.

Security

  • Data in transit is protected with TLS (HTTPS).
  • Access to data is limited to authorized personnel and subcontractors who need it to provide services, under written agreements.
  • We implement reasonable security measures (industry-standard controls, regular updates, and vulnerability management) to protect data on our systems.
  • We do not guarantee absolute security; you should understand that no method of transmission over the internet or storage is 100% secure.

Your rights and choices

  • Access and correction: you may request access to personal data we hold about you and request corrections.
    Deletion: you may request deletion of personal data, subject to applicable legal and contract requirements (e.g., license data and required business records).
  • Data portability: you may request a copy of your data in a structured, commonly used format where applicable.
  • Objection and restriction: you may object to processing or request restriction under certain circumstances.
  • Automated decisions: our plugin’s processing is not intended to include decisions that produce legal or similarly significant effects for you without human intervention.
  • How to exercise rights: contact us at the details in section 2. We will respond in accordance with applicable data protection laws and within a timeframe specified by law.

Cookies and similar tracking technologies

If we use cookies or similar technologies for admin analytics or session management, we will provide a separate consent mechanism and a description of what is stored and why. You can disable non-essential tracking in your browser or plugin settings where available.

Children’s privacy

The plugin is not intended for use by children under the age of 16 (or the minimum age required by applicable law). We do not knowingly collect data from children.

Changes to this privacy policy

We may update this Privacy Policy from time to time. We will notify you of material changes and update the “Last updated” date at the top of this page. Your continued use of the plugin after such changes constitutes your acceptance of the updated policy.

Data Processing Agreement

If you sign up for the plugin under a commercial license, you may request a Data Processing Agreement (DPA) that describes the roles and responsibilities as a data processor and data controller, the security measures, breach notification, sub-processors, and data deletion/return at end of processing.
To request a DPA, contact us at [Your Privacy/Support Email].

How to contact us

For questions about this policy, data rights, or data protection concerns, please contact:
Email: contact@livesmart.video

LiveSmart is an independent software product. WordPress, WooCommerce, and OpenAI are trademarks of their respective owners and are used here for compatibility description purposes only.

Was This Article Helpful?

0
Similar Articles