XmartPro Privacy Policy
Last updated: February 6, 2026
This Privacy Policy explains how Cognitive
Maxi Solutions LLC (“Cognitive Maxi Solutions,” “we,” “us,”
or “our”) collects, uses, shares, and protects information in connection
with XmartPro (the “Service”), including our websites,
applications, and related services.
1. Who We Are
Cognitive Maxi Solutions LLC is
an Illinois LLC located at:
1901 North Roselle Road, Suite 800 #8198, Schaumburg, IL 60195, USA.
XmartPro is
a software platform operated and provided by Cognitive Maxi Solutions LLC. Any
affiliates that process personal information on our behalf will be referenced
through our “Contact Us” page and/or customer documentation, as applicable.
2. About This Privacy Policy
We are committed to protecting your privacy. This
Privacy Policy (together with any applicable terms of service and related
documents referenced here) describes:
- what information we collect (or receive) about you,
- how we use it,
- how and when we share it, and
- the choices and rights you may have.
By using XmartPro or our websites, you acknowledge
that we may process your information as described in this Policy, except where
prohibited by applicable law or where a different notice applies.
We may update this Privacy Policy from time to time
by posting an updated version and changing the “Last updated” date. Your
continued use of the Service after updates become effective indicates your
acceptance of the updated Policy.
Contact: If
you have questions, contact us at privacy@cognitivemaxisolutions.com.
3. Where We Store and Process
Information
Because we operate online, information may be
processed and stored in the United States and other
jurisdictions where we or our service providers operate. If you access XmartPro
from outside the United States, your information may be transferred to and
processed in the United States, where data protection laws may differ from
those in your jurisdiction.
We may also process information through personnel,
contractors, and service providers who support operations such as hosting,
analytics, customer support, and security.
4. Our Role: “Controller” vs.
“Processor” (Important for XmartPro)
XmartPro is often used by organizations (our customers)
to manage workflows, projects, users, content, and operational data.
- When you visit our websites, sign up, or interact with
us directly (e.g.,
marketing, billing, support), Cognitive Maxi Solutions is
typically the “controller” of that personal information.
- When our customers use XmartPro to upload or process
data (including
their end users’ information), we typically act as a “processor”
(or “service provider”) on behalf of that customer, and the
customer is the controller.
If you are an individual whose data is controlled
by an XmartPro customer, requests to access, correct, or delete that data
should generally be directed to that customer first. We will support our
customers in responding to such requests as required by law and applicable
agreements.
5. Information We Collect
We collect information in three primary ways:
(a) Information you provide to us
You may provide personal information such as:
- name, email address, phone number, job title, and
company/organization details
- account credentials (where applicable)
- communications and support requests (including
attachments you send to support)
- billing and transaction details (if you purchase or
subscribe)
- event/training registration information
- user-generated content you submit to public areas (if
any), such as community posts or comments
(b) Information we collect
automatically when you use XmartPro or our websites
This may include:
- Device and technical information
Device identifiers, operating system, browser type/version, IP address, and related technical data. - Approximate location information
General location inferred from IP address, time zone settings, and similar signals. Certain features may require location-related data; where required, we will request consent or provide notice. - Log, usage, and visit information
Login events, pages viewed, clickstream data, page response times, error logs, feature interactions, and diagnostic events (e.g., install/uninstall signals for apps or connectors, where applicable). - Product usage and performance telemetry (XmartPro
analytics)
Metrics about how the Service is used (e.g., feature usage frequency, session duration, configuration settings), and technical performance data (e.g., application performance, reliability, and diagnostics). This helps us maintain, secure, and improve XmartPro.
(c) Information we receive from other
sources
We may receive information from:
- integration partners and identity providers (e.g., SSO
providers) when you choose to connect them
- resellers or business partners (where applicable)
- analytics providers (subject to your cookie/analytics
choices)
Third-party platforms’ use of your information is
governed by their own policies.
6. Cookies and Similar Technologies
We use cookies and similar technologies to help
operate our websites and Service, remember preferences, support authentication
and security, and understand usage patterns. Some cookies are necessary for
core functionality. You can manage cookie preferences through your browser
settings and (where offered) our cookie preference tools.
7. How We Use Information
We may use information for the following business
purposes (as permitted by law):
- to provide, operate, secure, and maintain XmartPro
- to create and manage accounts and user access
- to deliver customer support and respond to inquiries
- to process subscriptions, payments, and transactions
- to communicate service-related notices (e.g., security,
updates, administrative messages)
- to personalize content and improve user experience
- to analyze usage and improve features, reliability, and
performance
- to prevent fraud, abuse, and security incidents
- to comply with legal obligations and enforce agreements
We may also use information for other purposes
where we provide notice at the time of collection or where permitted by law.
8. Marketing Communications
We may send marketing communications (e.g., product
updates, newsletters, event announcements) where permitted by law. You can opt
out of marketing emails at any time using the unsubscribe link in the message
or by emailing privacy@cognitivemaxisolutions.com.
Even if you opt out of marketing, we may still
send service-related or transactional communications
(e.g., security alerts, billing receipts, changes to terms).
9. Aggregated and De-Identified
Information
We may create and use aggregated and/or
de-identified information (e.g., usage trends, feature adoption statistics).
This information is not intended to identify you personally, and we may use it
for product improvement, benchmarking, and business analytics.
10. How We Share Information
We do not sell your personal
information for marketing purposes. We may share
information in the following circumstances:
- Affiliates: With affiliates for legitimate business purposes
consistent with this Policy.
- Service providers (processors): Hosting, analytics,
customer support tooling, security, payment processing, and other vendors
that help us operate XmartPro. These providers are obligated to protect
information and use it only for the services they provide to us.
- Business transfers: If we are involved in a merger,
acquisition, financing, reorganization, bankruptcy, or sale of assets,
information may be transferred as part of that transaction (subject to
appropriate safeguards).
- Legal and safety: To comply with laws, regulations, lawful requests,
court orders, or to protect rights, safety, and security of the Service,
our users, customers, or others (including fraud prevention).
11. Security
We use commercially reasonable administrative,
technical, and organizational measures designed to protect personal information
against loss, misuse, unauthorized access, disclosure, alteration, and
destruction. However, no system can be guaranteed 100% secure.
Important: Do
not send sensitive personal information to us unless specifically requested by
authorized personnel. This includes government identifiers, payment card
numbers (except for payment processing), passwords for other services, or
regulated health information.
12. Data Retention
We retain personal information only as long as
necessary for the purposes described in this Policy, including to provide the
Service, comply with legal obligations, resolve disputes, enforce agreements,
and protect our business.
Retention may differ depending on whether we act as
controller (e.g., marketing, website) or processor (customer-controlled
content). For customer content, retention is generally governed by our
agreements with customers and their instructions.
13. Your Rights and Choices
Depending on your location and applicable law, you
may have rights to:
- access your personal information
- correct inaccurate information
- delete information
- object to or restrict certain processing
- receive a portable copy of information (where
applicable)
- opt out of certain marketing communications
To exercise your rights, email privacy@cognitivemaxisolutions.com.
We may request information to verify your identity. If your request relates to
data controlled by an XmartPro customer, we may direct you to that customer or
coordinate with them as required.
14. Withdrawing Consent
Where we rely on your consent, you may withdraw it
at any time by contacting privacy@cognitivemaxisolutions.com.
Withdrawal does not affect processing already performed and may limit your
ability to use certain features.
15. Children
XmartPro is not intended for children under 18, and
we do not knowingly collect personal information from children under 18. If you
believe a child has provided personal information, contact privacy@cognitivemaxisolutions.com,
and we will take appropriate steps.
16. Additional Information for EEA/UK
Users (GDPR)
Where the GDPR/UK GDPR applies, “personal
information” refers to “personal data.”
Legal bases for processing
We process personal data based on one or more of
the following:
- Contract necessity: To provide the Service and support, manage
accounts, and perform our contractual obligations.
- Legitimate interests: To secure and improve the Service, prevent
fraud, and operate our business (balanced against your rights).
- Legal obligations: To comply with applicable laws and lawful
requests.
- Consent: For certain cookies/analytics and for marketing
communications where required.
International transfers
Where required, we use appropriate safeguards for
cross-border transfers, such as Standard Contractual Clauses or
equivalent mechanisms.
GDPR rights
You may have rights including access,
rectification, deletion, portability, restriction, objection, and the right to
lodge a complaint with a supervisory authority. To exercise rights,
contact privacy@cognitivemaxisolutions.com.
17. U.S. State Privacy Disclosures
(e.g., California and Similar Laws)
If you are a resident of California or another U.S.
state with similar privacy laws, you may have the right to:
- request access to categories and specific pieces of
personal information we collect
- request deletion of personal information (subject to
exceptions)
- request correction of inaccuracies
- opt out of “sale” or “sharing” of personal information
(as those terms are defined by law)
- not be discriminated against for exercising your rights
We do not sell personal information for
marketing purposes. If applicable law treats certain
disclosures (e.g., certain advertising technologies) as “sharing,” we will
provide appropriate choices where required.
To submit a request, email privacy@cognitivemaxisolutions.com.
We will verify requests using information associated with your account (such as
your email). You may use an authorized agent where permitted by law.
18. Third-Party Links
Our websites or Service may link to third-party
sites or services. Their privacy practices are governed by their own policies,
and we are not responsible for them.
19. Public Forums
If we provide public forums, blogs, or community
areas, anything you post may be visible to others. To request removal of
personal information from a public area (where feasible), contact privacy@cognitivemaxisolutions.com.
In some cases, we may not be able to remove content (e.g., where required for
legal or operational reasons), and we will explain why where permitted.
20. Contact
Questions, comments, and requests regarding this
Privacy Policy can be sent to:
privacy@cognitivemaxisolutions.com
Or by mail to:
Cognitive Maxi Solutions LLC
1901 North Roselle Road, Suite 800 #8198
Schaumburg, IL 60195, USA