Privacy Policy

Version 6, effective 2026-10-25. The Arabic text prevails. It complements the "Privacy Policy and Terms of Use" of the Client Platform and does not replace it.

1. Who we are and how to contact us

• Party responsible for your data: Easy Smart Est. (مؤسسة السهل الذكي), a sole establishment registered in the Kingdom of Saudi Arabia, Unified National Number 7034416847, based in Khobar, Eastern Province.
• For any request or question about your data: email info@easysmart.sa, or WhatsApp 0556061113.
• Person in charge of privacy at Easy Smart: the owner of the establishment.

2. What this policy covers

This policy covers everything Easy Smart collects or processes through:

1. Browsing easysmart.sa.
2. The "Request a quote" form.
3. The "Contractor and developer registration" form.
4. The "Engineer Centre": checklist downloads.
5. The engineer report tool, its report counter, and registration in it.
6. The Client Platform and the Partners Platform.
7. The smart assistant "Suhail".

The Client Platform and the Partners Platform each have a detailed document that the user accepts before signing in. Where it differs from this policy, the detailed document prevails for its own service.

3. Summary table

4. Details by service

4.1 Browsing the site

• Analytics (Google Analytics 4): the site uses Google Analytics 4 from Google, which processes the data for our account as a processor, so we can count visits and see which pages are read most.
  • What it collects, in general: the pages you visit, the time and length of the visit, device, browser and operating system type, approximate country or city, and how you reached the site. We do not use it to identify you.
  • Quote request event: when you press the button that opens WhatsApp in the quote form, an event named "quote_whatsapp_click" is recorded with only the number of services chosen and the page name, never any text you type.
  • Cookies: the tool places cookies in your browser to recognise repeat visits (section 13).
  • IP address and retention: Google Analytics 4 does not store IP addresses. Google keeps detailed data for no more than 14 months.
  • Where it is processed: Google processes this data on its servers, most likely outside the Kingdom (section 8).
  • How to stop it: block or clear cookies in your browser settings, or use the browser add-on Google provides to opt out of Google Analytics. The site keeps working as before.
• Fonts: the site loads its fonts from Google Fonts, so your browser connects to Google's servers and sends technical data, including your IP address.
• Interactive tools on the site: ticks in the checklists, and the last-service date in the fire maintenance reminder, are saved in your browser only and never reach us.

4.2 "Request a quote" form

• You choose the services, place, stage and city, and may write details.
• Pressing the button opens WhatsApp with a ready message to Easy Smart's number. Nothing is sent unless you send it.
• Nothing from the form is stored on our server.
• If you send the message, we receive your mobile number, your WhatsApp display name and the message, and use them to reply and prepare the quote. While in transit the message is subject to WhatsApp's terms and policy.
• Please do not write your ID number, or anything the quote does not need, in the details.

4.3 "Contractor and developer registration" form

• We collect: the firm's name, the contact person's name, contact details, city, project types, the activities requested, and any notes you write.
• Purpose: to review the qualification request and contact you about it only.
• With each request we keep the consent text and time, an encrypted fingerprint of the IP address that does not reveal the address itself, and the browser type, to prove consent and stop spam.
• Service messages: if you give us your email address, we send it the service messages described in section 6 that relate to your request or account.

4.4 "Engineer Centre"

• Checklist download: you enter your email or mobile number, and a download link valid for one hour opens. We keep the contact detail to send you the file and its updates.
• With the request we keep the consent text and time, an encrypted fingerprint of the IP address, and the browser type.

4.5 Engineer report tool

• Where the report stays: The tool runs in your browser. Photos, report data and report text are saved on your device, are not uploaded to our server, and we cannot see them.
• Software libraries: The libraries that build the report file and the QR code are stored on our own website, so your browser does not connect to any third party to run the tool.
• Account and statistics: The tool works at first without registration. It places no cookies on your device and uses no third-party analytics tool. The only exception is the report counter described below.

Report counter:

• Purpose: to know how many reports are created with the tool and in which language, so we can see how much it is used and improve it.
• What is sent: when the report file (PDF) is first created, once per report, your browser sends our server one small counting request that carries two things only: the report's language and its number of stages.
• What is not sent: no report text, no photos, no name, mobile number or office name, and no identifier of your device or browser.
• What we keep: an aggregate daily figure (by language and stage-count group) that identifies no one, deleted automatically after 120 days. We do not keep the IP address, or anything else, with that figure.
• Server log: the counting request reaches the website server like any request for a page, so the server records the IP address, the time of the request and the browser type in its security log, which we keep for the period shown in section 9. We do not use that log to find out who created a report, and we do not link it to the count.
• Legal basis: our legitimate interest in knowing how much the tool is used and improving it (section 5), without prejudice to your rights. We do not ask for your consent to the count because the request carries nothing that identifies you.
• The count is automatic, and the tool keeps working if the request does not arrive.

• Report count on your device (separate from the counter above): So that your browser knows when to show you the registration invitation, it saves on your device one number: how many reports you have created in this browser. The number stays on your device only, is not sent to our server, is not seen by us, and is not part of the aggregate counting request. It stays until you clear it in your browser. If your browser cannot save it, nothing changes in how the tool works. The tool shows you this number, and we do not see it. After you register, the aggregate report counter stays anonymous as it is, and we do not link it to your office or your mobile number.
• Loss of data: If you clear your browser data or change device, the reports saved there are lost, and we cannot recover them.
• Your responsibility for the report: A report you export and send to others is your responsibility. We advise you not to include people's faces or data the report does not need.

Registration:

• If you register your office with us, your office name and logo appear on the reports you create with the tool, and you keep creating reports without the limit below.
• After a number of reports on your device, and before you create a new report, we ask you to register your office. Registration is free. If you do not register, you cannot create new reports with the tool, and your saved reports and drafts stay on your device as they are. You may register whenever you wish.
• The invitation screen has a button that opens WhatsApp with a ready message; nothing is sent unless you send it.
• We collect: your name, mobile number, office email address, commercial registration number, office name and office logo. We do not take your tax number at registration.
• First purpose (needed to register and to keep creating reports after that limit): registering your office and showing its name and logo on your reports, sending its private link to your mobile on WhatsApp, and notifying you about your account on WhatsApp and at the office email. We use the office email to receive your registration request and tell you the decision on its approval, for your account notifications, and to contact you about the service. This data is what is needed to approve your office and run its account. We use the commercial registration number to verify the office's identity and approve it.
• Second purpose (optional, with separate consent): sending you our company profile and the new services and offers we introduce. It is not a condition of registration or of continued use of the tool, and you can stop it at any time.
• After your request is approved we send you a private link for your office. When you open it, your browser loads the office name and logo from our server and saves them on your device so they appear on your reports, and our server records the request to open the link in its log like any page request (section 9).
• When your office registers we collect the office email. We send it confirmation that your request was received, the decision on its approval and your account notifications, and we contact you through it about the service. Your account messages also reach you on WhatsApp with a link to your account.
• The tool keeps working the same way after registration: your report photos and data are not uploaded.
• Legal basis: your consent (section 5). You may withdraw it at any time in the way described in section 11.
• If you withdraw your consent or ask us to delete your registration, we delete your data and logo within 30 days, and we may ask you to register again to keep creating new reports.

4.6 Client Platform and Partners Platform

• For whom: project owners (Client Platform), and contractors and entities contracting with us (Partners Platform).
• What it holds: project stages, photos, reports and documents, account data, and sign-in and device records.
• Service messages: if you give us your email address, we send it the service messages described in section 6 that relate to your account, including the thanks after you register. If you do not give us your email, we send you nothing by email, and your account works unaffected.
• Sign-in: a personal link and a PIN. The PIN is stored in an encrypted form that cannot be read.
• The owner's "Share" button:
  • available to the owner only;
  • creates a card with no name, address or link;
  • works only on photos our team marked as suitable for sharing, meaning free of faces, building numbers and anything that shows the place;
  • every share is logged.
• View links in the Partners Platform: a temporary link to a single report or document, valid 72 hours by default and seven days at most. We log who created it, when, and how many times it was opened. The link stops at once if we stop sharing the document or the account is closed.
• Work photos in marketing: Easy Smart may use photos of the project's works in marketing, without reference to the project or its owner, and with nothing that indicates it.
• The detailed terms are in the Client Platform document and the Partners Platform annex.

4.7 The smart assistant "Suhail"

• What it is: "Suhail" is a smart assistant, meaning a machine, not a staff member. It answers your questions about Easy Smart and its services, and about plumbing, electrical and fire-system work, the building code and official regulations, and it records your request for the team if you need follow-up.
• Your consent: a consent box appears before your first question, and you cannot send until you tick it.
• What we keep:
  • The whole conversation text.
  • The request details, if you ask for follow-up: the type of request and of work, the city and district, the type and stage of the building, the name as you wrote it, and the best time to reach you. For a contractor: the company name, the project, the scope of work and the start date.
  • Your opinion of Suhail, word for word, if you write one.
  • An internal classification that Suhail infers from what you write: the type of asker, and an "attention" flag if the asker seems to be leading it on. Only the team sees it.
  • Your wish "do not contact me", if you say it, which the team respects.
• What we do not ask for: do not send an ID number, a bank account or a card. The request has no field for your mobile number: you contact us yourself on Easy Smart's WhatsApp. Numbers and links are removed from questions whose text is kept to improve the service.
• AI and transfer outside the Kingdom: the text of your question and the conversation is processed through an AI service from Anthropic, a company based in the United States, so that the reply can be produced. This means the data is transferred outside the Kingdom.
• Where it is kept and who sees it: on our website server with the hosting company, in a folder that cannot be opened from the public site. Easy Smart's team sees it in the internal admin panel and receives a summary by email.
• How long: as long as needed to follow up the request.
• Deletion: you may ask for your conversation to be deleted by a message on Easy Smart's WhatsApp (the contact channel in section 1), and we reply within the period in section 10.

4.8 "Work with us": registration of technicians, engineers and contractors

• We collect: the kind (technician, engineer or contractor), name, mobile and WhatsApp numbers, email, city, trade, years of experience and way of working, your prices if you write them, and the photos and files you upload.
• Purpose: to review your request and contact you about it, and to prove the registration and the notice.
• Email: required. We send a confirmation link to it. The registration is not complete before you confirm, and an unconfirmed request is deleted after 7 days.
• Mobile: we do not send a verification code to it. It stays "not confirmed" until we check it in a way we record with its time, for example your reply from your number to a WhatsApp message.
• Electronic notices: by a separate consent in which you confirm that the email address and mobile number written in the form are your approved addresses for our notices about your work with us.
• What we keep as proof: the text of each consent, its version, time and language, and the IP address as it is, not an encrypted fingerprint, and also the time the email was confirmed and the IP address at confirmation. In addition we keep an encrypted fingerprint of the IP address to stop spam.
• How long: Subcontractors: we keep your data, files, email, mobile number, IP address and the time of your consent to prove the registration and the notice, for two years or until you ask for deletion.
• Files: they are never shown to the public, and only Easy Smart's team opens them from the admin panel.
• Deletion: you may ask for what you registered to be deleted by a message on Easy Smart's WhatsApp (the contact channel in section 1), and we reply within the period in section 10.

5. Our legal bases

• Your consent: for the registration forms, the Engineer Centre, engineer tool registration and marketing messages. We take a separate consent for each purpose.
• Performance of a contract: for the Client Platform and Partners Platform, and for following up a quote request you sent.
• Providing the service you requested: service messages about your request, account or office (section 6).
• Legal obligation: keeping invoices and records that regulations require.
• Legitimate interest: protecting accounts, detecting unusual sign-ins and stopping spam, and knowing how much the engineer report tool is used, through an aggregate counter, without prejudice to your rights.

We collect only what the purpose needs, and do not use data for another purpose without a legal basis.

6. Marketing messages

Service messages: these are the messages about your request or account, namely: confirmation that your registration was received and our thanks for it, notice that a new request, report or message is in your account, and the private link to your account. We send them without marketing consent because they are part of the service you requested, and they carry no advertisement, company profile or offer.

Service messages reach the email of the contractor and of the owner if they gave it to us, and the email of the engineering office, the email of the engineers the office added, and the office's WhatsApp. They carry the news of the event and a link to your account, and no document or project data.

Marketing messages: these are any message that introduces our services, offers you something new, or attaches our company profile. We send them only with your separate consent.

• We send you no marketing messages without your consent.
• Each message shows Easy Smart's name clearly.
• You can stop them at any time, free of charge, with one message to the contact channel in section 1, or in the way shown in the message itself.
• We do not make your consent to marketing messages a condition of using any service, including registration in the engineer tool.

7. Who can see your data

• Easy Smart personnel, each as far as their work needs.
• The hosting company that runs the website: Sahara Net, as a processor that keeps the server.
• Google, as processor for the analytics tool and as the font provider (section 4.1).
• WhatsApp, for messages you send us yourself.
• Competent official authorities, where a regulation requires it or a competent authority requests it.
• The project's main contractor, for the reports and minutes needed for execution, without owners' names or contact details.
• Anthropic (United States), the AI service provider that processes the text of your conversation with Suhail (section 4.7).

We do not sell or rent your data, or give it to anyone for their own marketing.

8. Where data is kept, and transfers outside the Kingdom

• Form and Client Platform data is kept on our website server with the hosting company, in a protected folder that cannot be opened from the public site. The server is inside the Kingdom.
• Analytics and font data is processed by Google, and messages pass through WhatsApp. These companies may process that data outside the Kingdom.
• We do not ourselves transfer your data outside the Kingdom except under the legal controls.
• The text of Suhail conversations is processed by Anthropic in the United States, that is, outside the Kingdom (section 4.7).

9. Retention periods

After the period ends we destroy the data, backups included, or remove everything that identifies the person. If a case concerning the data is pending, we keep what relates to it until it ends.

10. Your rights

You may ask us:

1. to tell you the legal basis and purpose for collecting your data;
2. to let you see the data we hold about you;
3. to give you a copy of it in a readable, clear format;
4. to correct, complete or update your data;
5. to destroy data we no longer need, except what a regulation requires us to keep.

How: a message to the contact channel in section 1. We may verify your identity first, for your protection.

Timing: we reply within 30 days. If a request needs longer, we tell you why before that period ends, and the extension will not exceed 30 days.

11. Withdrawing consent

• You may withdraw your consent at any time, in a way no harder than giving it: one message to the contact channel in section 1, or from your account settings where available.
• We stop consent-based processing without undue delay, and ask anyone we disclosed the data to to destroy it.
• Withdrawal does not affect processing before it, or processing on another basis such as contract performance or a legal obligation.

12. Security and breaches

• We protect data with suitable technical and administrative measures, including encrypted connections, keeping data outside the public site, encrypting PINs, and limiting wrong sign-in attempts.
• If your data is leaked, damaged or accessed unlawfully, we notify the competent authority within the legal period, and notify you without delay if it may harm you.
• No electronic system is completely secure. Do not give your PIN to anyone, and tell us at once if you suspect someone else has entered your account.

13. Cookies and storage on your device

14. Minors

Our services are for adults: project owners, engineers and firms. We do not knowingly collect data from anyone under the legal age.

15. Changes to this policy

If we change this policy, we publish the new version on the site with its date. If a change alters what you agreed to, we ask for your consent again before the service continues.

16. Complaints

• Bring your complaint to us first, through the contact channel in section 1. We reply within the period in section 10.
• You may also bring it to the authority competent for personal data protection: the Saudi Data and Artificial Intelligence Authority (SDAIA).

17. Governing law

This policy is governed by the laws of the Kingdom of Saudi Arabia, including the Personal Data Protection Law and its Implementing Regulation.