Privacy Policy

Last Updated: March 31, 2025

1. Introduction

SIMILIA LTD (“we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and application at https://www.similia.io/.

We are the data controller for the processing of personal information described in this policy. If you have any questions about this Privacy Policy or our practices, please contact us at info@similia.io.

2. Information We Collect

Personal Information: We collect information that identifies, relates to, or could reasonably be linked with you, including:

• Email address
• Account credentials

Usage Data: We automatically collect information about your interactions with our application, including:

• Log and usage data (IP address, browser type, referring/exit pages)
• Device information (device type, operating system)
• Cases and repertorizations data

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: For certain data processing activities, we rely on your explicit consent.
• Contractual Necessity: To perform our contractual obligations to you, including providing our services.
• Legitimate Interests: To pursue our legitimate business interests, such as improving our services and ensuring security.
• Legal Obligation: To comply with applicable laws and regulations.

4. How We Use Your Information

We use your information for the following purposes:

• To provide and maintain our services
• To personalize your experience
• To communicate with you about your account or our services
• To improve our application
• To protect against fraudulent or illegal activity

5. Cookies and Similar Technologies

We use cookies and similar tracking technologies to track activity on our application and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

We use cookies from Hotjar and Vercel Analytics to analyze user behavior and improve our website experience.

6. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Third parties that perform services on our behalf, specifically Hotjar and Vercel Analytics for analytics, and cloud services providers like Firebase and Vercel for hosting and data storage.
• Legal Authorities: When required by law or to protect our rights.

7. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

Your data is immediately deleted after you delete your account.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include industry-standard security measures such as:

• Data encryption
• Secure authentication procedures
• Regular security assessments

9. International Data Transfers

Your personal data may be processed outside of your jurisdiction due to our use of cloud services such as Firebase and Vercel. These providers may store or process your data in the European Union, United States, or other regions where they maintain facilities.

When transferring data internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission, adequacy decisions, or other legally valid mechanisms to protect your data in compliance with GDPR requirements.

10. Your Rights

Under the GDPR and similar data protection regulations, you have the following rights:

• Right to Access: You can request a copy of your personal data
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your personal data
• Right to Restrict Processing: You can request limitation of processing of your data
• Right to Data Portability: You can request transfer of your data in a structured format
• Right to Object: You can object to processing based on legitimate interests
• Right to Withdraw Consent: You can withdraw consent at any time

To exercise these rights, please contact us at info@similia.io. Additionally, you can directly access, download, or delete your data through the Settings page accessible from your user profile. These self-service tools allow you to manage your privacy preferences and exercise your data rights without requiring assistance.

11. Children's Privacy

Our application is not intended for use by children under the age of 16. We do not knowingly collect personally identifiable information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

SIMILIA LTD
71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
info@similia.io

14. Data Protection Authority

If you are located in the European Economic Area and believe we are unlawfully processing your personal information, you have the right to complain to your local data protection supervisory authority.