Privacy Policy

1.Who we are

Expert Systems (“Expert Systems”, “we”, “us”) is an integrated AI system for companies. It gives a company a team of AI employees (sales, customer service, follow-up and collections, marketing, finance and management analysis) and a control dashboard that shows the company's numbers in one place.

Expert Systems is operated by Expert Systems Company, Commercial Registration No. 1009184848, Riyadh, Kingdom of Saudi Arabia.

2.Scope

This policy covers the website expertsystemsai.com, the interactive demos on it, the Expert Systems platform, and our communications with you by WhatsApp, email, phone or meetings. It applies to:

• visitors to our website and people who contact us;
• companies that subscribe to Expert Systems (“Clients”) and the people they authorise to use it (“Authorised Users”);
• individuals whose data is processed through Expert Systems on a Client's behalf, such as the Client's customers.

It does not cover third-party websites or platforms that you reach through links or that a Client connects to Expert Systems. Their own policies apply.

3.Our role: controller and processor

For website, inquiry, account, billing and communication data, we decide how the data is used and act as the controller.

For data a Client connects to Expert Systems or provides to it, such as customer conversations, contact details, orders, invoices, sales, inventory, advertising and accounting records (“Client Data”), we act as a processor on the Client's behalf and follow the Client's instructions. The Client is the controller of that data. The Client is responsible for having a lawful basis to share it with us and for informing its own customers as the law requires.

4.Information we collect

Information you give us

• Contact and business details: name, job title, company, phone number, email, and the content of your messages to us.
• Account details for Authorised Users: name, role, login details and permissions.
• Billing details: company name, address, tax details where applicable, and payment records.

Client Data processed through Expert Systems

• Messages and conversations with the Client's customers on connected channels such as WhatsApp, website chat and social media.
• Customer contact details, orders, bookings, quotations, invoices and payment status.
• Sales, inventory, cost, budget and accounting records.
• Advertising account data such as campaigns, spend and results.
• Files and instructions the Client uploads or gives to Expert Systems.

Information collected automatically

• Technical data such as IP address, device and browser type, and pages visited.
• Usage data inside the Expert Systems platform, such as logins, actions, approvals and errors, which we keep for security and support.

We use only the cookies and similar technologies needed to run the website and the system. If we add analytics or marketing tools, we will update this policy and ask for your consent where the law requires it.

5.How we use information

• To provide, set up and operate Expert Systems, including connecting the Client's systems and configuring its AI employees.
• To let AI employees carry out the tasks a Client sets, such as replying to customers, following up on quotations and invoices, preparing campaigns and content, and producing reports and recommendations.
• To answer your inquiries, arrange demos and support you.
• To bill and collect fees.
• To keep Expert Systems secure, prevent fraud and misuse, and fix problems.
• To improve Expert Systems, using aggregated or de-identified information wherever possible.
• To meet our legal, tax and regulatory obligations.

We do not sell personal data. We do not use Client Data to train general-purpose AI models, and we choose AI providers whose terms do not allow them to use Client Data to train their models.

6.Legal basis

Under the PDPL we process personal data on one or more of these bases: performing a contract with you or taking steps before one; your consent where it is required; compliance with a legal obligation; and our legitimate interests where the law permits, such as securing our services. Where we process Client Data as a processor, we rely on the Client's instructions and the Client's own legal basis.

7.AI and human oversight

Expert Systems uses AI models to draft replies, summarise conversations, analyse figures and suggest actions. AI output can be wrong, so Expert Systems is built around the Client's control:

• Spending money, changing prices, launching campaigns and other sensitive actions are carried out only after the Client approves them, or within rules the Client has set in advance.
• Conversations can be handed to the Client's staff whenever a person is needed.
• We do not make decisions based solely on automated processing that have legal or similarly significant effects on individuals.

Where the law or a platform's rules require it, the Client is responsible for telling its customers that they are talking with an AI assistant.

8.How we share information

We share personal data only as needed to run Expert Systems and only with:

• Service providers that work for us, such as cloud hosting, AI model providers, messaging providers (including the WhatsApp Business Platform), email and payment providers. They are bound by confidentiality and data protection terms.
• Platforms the Client connects, such as Meta, Google, TikTok, Snapchat, accounting, point-of-sale and e-commerce systems. Data moves between Expert Systems and these platforms on the Client's authorisation.
• Our affiliated entities, for internal administration and support.
• Professional advisers, such as lawyers and auditors, under a duty of confidentiality.
• Authorities, including SDAIA and other competent bodies, when the law requires it.

Client Data is never shared with other Clients.

9.Transfers outside the Kingdom

Some of our service providers, including AI model and cloud providers, may process data outside the Kingdom of Saudi Arabia. We make such transfers only as permitted by the PDPL and the Regulation on Personal Data Transfer Outside the Kingdom, share only the data the task needs, and apply contractual and technical safeguards.

10.How long we keep information

• Inquiries from people who do not become Clients: up to 24 months after our last contact.
• Account and contract data: for the subscription term and afterwards for as long as the law requires.
• Client Data: for the subscription term. After the subscription ends, the Client may request an export within 30 days. We delete or anonymise Client Data within 90 days after the subscription ends, unless the law requires us to keep it longer or the Client asks us to delete it sooner.
• Billing records: for the periods required by Zakat, tax and accounting rules.
• Support communications: up to three years after the matter is closed.

11.Security

We protect information with measures that include encryption in transit, encryption at rest where our providers support it, role-based access controls, access to Client systems limited to what each task needs, secure storage of connection credentials, and activity logs. No system is completely secure, so we cannot guarantee absolute security. Clients and Authorised Users must keep their login details confidential and tell us at once if they suspect misuse.

12.Your rights

Under the PDPL you have the right to:

• be informed about how your personal data is processed;
• access your personal data and obtain a copy of it;
• ask us to correct, complete or update it;
• ask us to destroy it when it is no longer needed, subject to legal requirements;
• withdraw your consent where processing is based on consent;
• complain to the Saudi Data and AI Authority (SDAIA).

To use these rights, contact us using the details below. We may need to verify your identity, and we will reply within the period the law requires. If you are a customer of one of our Clients, please contact that company first. We will help it respond.

13.Marketing messages

We send you information about Expert Systems only if you contacted us or agreed to receive it. You can stop at any time by replying “stop” on WhatsApp or by emailing us. Service messages, such as billing and security notices, continue while you use Expert Systems.

14.Children

Expert Systems is a business service for people aged 18 or over acting for a company. We do not knowingly collect children's personal data. If we learn that we have, we will delete it.

15.Changes to this policy

We may update this policy. The new version applies from the effective date shown at the top of this page. If a change is material, we will tell Clients in advance and ask for consent where the law requires it.

16.Governing law

This policy is governed by the laws of the Kingdom of Saudi Arabia, including the Personal Data Protection Law and its Implementing Regulations. This does not limit your right to complain to SDAIA or another competent authority.

17.Contact us

For privacy questions or requests, contact us at: