Privacy Policy
Last updated: 29 March 2026
This Privacy Policy explains how QUALIA Technik GmbH ("we", "us", "our"), the company behind Smart Agents, collects, uses, stores, and protects your personal data when you use the Smart Agents website (smart.agent.net.ai) and the Smart Agents product for Microsoft Dynamics 365 Business Central.
1. Data Controller
- Company: QUALIA Technik GmbH
- Address: Heinrich-Erpenbach-Str. 17, 50999 Köln, Germany
- Contact Form: smart.agent.net.ai contact forms
- Registration: District Court of Köln, HRB 10539
- EUID: DER3306.HRB105398
2. Data We Collect
2.1 Website Visitors
When you visit our website, we may collect:
- Browser type, language, and operating system
- Pages visited and time spent on each page
- Referring URL
- IP address (anonymized where possible)
2.2 Preview Request Form
When you submit a Preview Request, we collect the information you provide:
- Name, company name, job title
- Work email address and phone number
- Country or region
- BC deployment type
- Microsoft Partner Network ID (partners only)
- Your evaluation goals (free-text)
2.3 Product Usage
When you use Smart Agents within Business Central, the following data is processed:
- Your Business Central tenant ID
- Agent interaction logs (tool calls, parameters, and results) — stored as audit trail entries in your BC tenant
- Redacted and minimized tool outputs sent to the Smart Agents backend for AI model processing
- Credit consumption records
Master and transactional business data remains in your Business Central tenant and is not transferred to our backend. Only the minimum data required for AI processing is transmitted, with sensitive fields redacted or masked.
3. Purpose of Processing
| Purpose | Legal Basis (GDPR) |
|---|---|
| Processing your Preview Request | Consent — Art. 6(1)(a) |
| Providing the Smart Agents service | Contract performance — Art. 6(1)(b) |
| Sending product and onboarding communications | Consent — Art. 6(1)(a) |
| Website analytics and improvement | Legitimate interest — Art. 6(1)(f) |
| Legal compliance and fraud prevention | Legal obligation — Art. 6(1)(c) |
4. Data Storage and Retention
- Storage location: Germany / European Union
- Preview Request data: retained for 24 months after last interaction, then deleted
- Product usage data: retained in your BC tenant under your control; backend processing logs retained for 12 months
- Credit and billing data: retained as required by German commercial and tax law (up to 10 years)
5. Third-Party Sharing
We share personal data only with:
- Microsoft Corporation — for AppSource listing, Business Central integration, and Microsoft Entra ID authentication
- Stripe, Inc. — for credit card payment processing (Stripe's own Privacy Policy applies)
- AI model providers — redacted, minimized tool outputs are sent for language model processing; no personally identifiable information is included unless required by the user's query
- Hosting providers — EU-based infrastructure for website and backend services
We do not sell personal data to third parties.
6. Your Rights Under GDPR
As a data subject, you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — correct inaccurate or incomplete data
- Erasure — request deletion of your personal data ("right to be forgotten")
- Restriction — limit how we process your data
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interest
- Withdraw consent — at any time, without affecting the lawfulness of prior processing
To exercise any of these rights, use the Contact Us form on our website.
7. Cookies
The Smart Agents website uses only essential, first-party cookies required for site functionality. We load Google Fonts for typography. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.
8. Data Security
We implement appropriate technical and organizational measures to protect your personal data, including:
- TLS encryption for all data in transit
- Encryption at rest for stored data
- Role-based access controls
- Regular security reviews and updates
9. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. For material changes, we will notify registered users through website notices.
10. Contact and Complaints
For questions about this Privacy Policy or to exercise your data rights:
- Contact Form: Submit a request via our website forms
- Postal: QUALIA Technik GmbH, Heinrich-Erpenbach-Str. 17, 50999 Köln, Germany
You also have the right to lodge a complaint with the supervisory authority: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW).