Privacy Policy
What we collect, why, who else sees it, and how long we keep it. In plain language, because a policy nobody reads protects nobody.
Last updated:
Who we are
Smart Workflow Dynamics is the trade name of Wolf Vantis LTDA, registered in Brazil.
Company number: 68.633.164/0001-90
Registered address: Avenida Sinésio Guimarães, 301, Sala 05 — João Pessoa/PB, CEP 58040-400
For anything in this policy, write to office@swd-production.com — a person reads it.
The short version
We collect what we need to answer you and to do the work you asked for — nothing else.
This site runs no analytics, no advertising trackers, and no third-party tracking cookies. We do not sell or share your data for marketing.
Our AI agents send your messages to processors outside Brazil and the EU to generate a reply. That is listed in detail below, because it is the part that matters most.
What we collect
When you use the contact form: your name and email address, and — only if you choose to give them — a phone or WhatsApp number, a website address, and whatever you write in the message field.
When you chat with our website assistant: the messages you send and the replies you receive. If you decide to leave your details for a follow-up, the name and contact you provide.
When you message us on WhatsApp: your WhatsApp number, your profile name as WhatsApp supplies it, and the content of your messages — including voice notes, photos and documents you choose to send.
When you book an appointment: your name, the contact you give, the service and time, and any note you add.
Automatically: standard server logs kept by our hosting provider, and short-lived technical counters used to rate-limit abuse. We do not build profiles from these.
What we do NOT collect
We do not ask for and do not want passwords, card or bank numbers, or government identification. Our AI agents are instructed to refuse these and to tell you not to send them. If you send something sensitive anyway, tell us and we will delete it.
We do not track you across other websites, and we do not run behavioural advertising.
Why we may use it, and on what basis
- To answer you. Replying to an enquiry you started is our legitimate interest, and yours.
- To deliver a service you asked for, such as an appointment — necessary to perform what we agreed.
- To operate and secure the service, including preventing abuse — legitimate interest.
- To improve how our agents answer, by reviewing real conversations — legitimate interest, and the reason we keep conversation logs only briefly.
We do not use your data for automated decisions that produce legal effects for you.
Who else processes your data
We use a small number of providers to run the service. They act on our instructions and may not use your data for their own purposes.
- Anthropic (United States) — generates our AI agents' replies. Your message text is sent to produce an answer.
- OpenAI (United States) — converts WhatsApp voice notes into text. Only the audio is sent, and only for that purpose.
- Twilio (United States) — carries WhatsApp messages between you and us.
- hosttech (Switzerland) — hosts this website and our servers.
WhatsApp itself is operated by Meta and governed by its own privacy terms, which apply to your use of the app.
Data leaving Brazil and the EU
The providers above are based in the United States and Switzerland, so replying to you involves an international transfer. We rely on the contractual safeguards those providers offer, and we send them the minimum needed for each task.
If you would rather not have your message processed this way, contact us by email instead and say so — we will handle it without the AI agents.
How long we keep things
- Conversation logs (website and WhatsApp chat content): 90 days, then deleted automatically.
- WhatsApp conversation history: deleted automatically after 180 days without contact.
- Appointments: kept for 12 months after the appointment date, then deleted automatically.
- Voice notes: the audio is transcribed and discarded immediately. It is never written to disk. Only the resulting text is kept, under the conversation-log period above.
- Photos and documents you send: passed to the business they were meant for and not stored by us.
- Enquiries and their replies: kept while we are in contact and for as long as we may need them for our records, then deleted.
Your rights
Under the Brazilian LGPD — and the GDPR where it applies to you — you can ask us to confirm what we hold about you, give you a copy, correct it, delete it, restrict how we use it, or object to our using it. You can also withdraw consent where we relied on it.
Write to office@swd-production.com and we will respond as soon as we can. We may need to confirm who you are before acting, so that nobody else can make a request in your name.
If you believe we have handled your data badly, you may complain to the ANPD in Brazil, or to your local supervisory authority in the EU.
Cookies and local storage
We set no tracking cookies and use no analytics.
Your browser stores two things locally so the site works properly: your language choice, and — only while the tab is open — the chat conversation, so it survives a page reload. Both stay on your device. Clearing your browser data removes them.
Talking to an AI
Our website and WhatsApp assistants are AI agents, not people, and they will tell you so if you ask. They can be wrong. Nothing they say is professional advice — medical, legal, financial or otherwise — and they are instructed to decline such questions and pass you to a person.
A person can read the conversation afterwards to check quality and improve the answers.
Changes
If we change this policy we will update the date at the top. If a change materially affects how we handle your data, we will say so clearly rather than quietly editing the text.