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Last Updated: January 1, 2023
Any questions about the policy should be sent to support@smartsuite.com

SmartSuite Privacy Policy

Introduction

Your privacy is extremely important to us. To better protect you, we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used.

This Privacy Policy relates to information collected by SmartSuite Holdings, Inc., (referred to in this Privacy Policy as "SmartSuite" "we" or "us" or "our") through your use of our website and our services, features, and information available on our website (which are collectively referred to in this Privacy Policy as the "SmartSuite Service").

By accessing and using our SmartSuite Service, you signify your acceptance to the terms of this Privacy Policy. If you do not agree with or you are not comfortable with any aspect of this Privacy Policy, you should immediately discontinue access or use of our Services.

1. Information We Collect

You will be required to establish an account in order to take advantage of certain features of the SmartSuite Service. If you wish to establish an account, you will be required to provide us with information (including personally identifiable information and non-personally identifiable information). In addition, we may obtain your personally identifiable information from you, if you identify yourself to us by sending us an email with questions or comments.

Depending on your use of the SmartSuite Service, we collect two types of information:

  • Personally Identifiable Information: Personally identifiable information identifies you or can be used to identify or contact you. Examples of personally identifiable information include your name, IP address, company name, job title, address, email address, telephone number, and billing and credit card information.
  • Non-Personally Identifiable Information: Non-personally identifiable information is information, any single item of which, by itself, cannot be used to identify or contact you, including demographic information (such as age, profession, company industry, gender, current location, or zip code), IP addresses, browser types, domain names, and statistical data involving the use of the SmartSuite Service. Certain non-personally identifiable information may be considered a part of your personally identifiable information if it were combined with other identifiers (for example, combining your zip code with your street address) in a way that enables you to be identified. But the same pieces of information are considered non-personally identifiable information when they are taken alone or combined only with other non-personally identifiable information (for example, your account preferences).

2. Your Consent To Data Collection

We do not sell any data, including your personal data. We will only process your personal data in accordance with applicable data protection and privacy laws. We need certain personal data in order to provide you with access to the SmartSuite Service. If you registered with us, you will have been asked to check a box indicating your agreement to provide this data in order to access the SmartSuite Service. This consent provides us with the legal basis we require under applicable law to process your data. You maintain the right to withdraw such consent at any time. If you do not agree to our use of your personal data in line with this policy, please do not use our platform.

3. How We Collect Your Information

We collect information about you when you use our SmartSuite Services, including browsing our websites and taking certain actions within the Services.

  • Your use of the SmartSuite Services: We keep track of certain information about you when you visit and interact with any of our SmartSuite Services. This information includes the features you use; the links you click on; the type, size and filenames of attachments you upload to the SmartSuite Services; frequently used search terms; and how you interact with others on the SmartSuite Services. We also collect information about the teams and people you work with and how you interact with them, like who you collaborate and communicate with most frequently.
  • Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the SmartSuite Services. This device information includes your connection type and settings when you install, access, update, or use our SmartSuite Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference in order to approximate your location to provide you with a better SmartSuite Service experience. How much of this information we collect depends on the type and settings of the device you use to access the SmartSuite Services.
  • Cookies and Other Tracking Technologies: SmartSuite and our third-party partners, such as our advertising and analytics partners, use cookies and other tracking technologies (e.g. web beacons, device identifiers and pixels) to provide functionality and to recognize you across different Services and devices. For more information, please see our Cookies Policy, which includes information on how to control or opt out of these cookies and tracking technologies.
  • Publicly Accessible Blogs and Community Forums: Our SmartSuite Service offers publicly accessible blogs and community forums. If you elect to post something in a public area of our SmartSuite Service, any Personal Information or content that you voluntarily disclose for posting to the Service, becomes available to the public, as controlled by any applicable privacy settings. If you remove information that you posted to the Service, copies may remain viewable in cached and archived pages of the Service, or if other users have copied or saved that information.
  • Log Files: We collect non-personally identifiable information through our Internet log files, which record data such as user IP addresses, browser types, domain names, and other anonymous statistical data involving the use of the SmartSuite Service. This information may be used to analyze trends, to administer the SmartSuite Service, to monitor the use of the SmartSuite Service, and to gather general demographic information. We may link this information to personally identifiable information for these and other purposes, such as personalizing your experience on the SmartSuite Service, and evaluating the SmartSuite Service in general.

4. Information We Receive From Other Sources

We receive information about you from other SmartSuite Service users, from third party services, and from our business partners.

  • Other Users of the Services: Other users of our SmartSuite Services may provide information about you when they submit content through the SmartSuite Service. For example, you may be mentioned by someone else within a record, or a team member may upload content about you to the SmartSuite Service. We also receive your email address from other SmartSuite Service users when they provide it in order to invite you to the SmartSuite Services.
  • Other Services you Link to your Account: We receive information about you when you or your administrator enables third-party apps or integrates or links a third-party service with our SmartSuite Services. You or your administrator may also integrate our SmartSuite Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our SmartSuite Service. For example, you may authorize our SmartSuite Service to access and display files from a third-party document-sharing service within the SmartSuite Service interface. The information we receive when you link or integrate our SmartSuite Service with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.
  • Other Partners: We receive information about you and your activities on and off the SmartSuite Services from third-party partners, such as advertising and market research partners who provide us with information about your interest in, and engagement with, our SmartSuite Service and online advertisements.
  • Application Integration: To facilitate the exchange of data between third-party SaaS applications via the SmartSuite API, we may need to store certain information (“App Credentials”) that helps us access these third-party SaaS application accounts on your behalf. We store your App Credentials in an encrypted form.  When we access these third-party applications on your behalf, the third-party application provides us with access to certain data. We will use, store, and disclose this data in accordance with this Policy.  You should note that SmartSuite shall have no liability or responsibility for the privacy practices or other actions of any third-party applications for which you provide us with App Credentials.

5. Your Data Protection Rights

  • The right to access: You have the right to access the data we hold about you at any time by exporting your Team’s data (if you are an account administrator).
  • The right to rectification: You have the right to request that we correct any inaccuracies in your personal data. You additionally have the right to request that we complete information you believe to be incomplete.
  • The right to data portability: Your data is portable – i.e. you have the flexibility to move your data to other service providers as you wish.
  • The right to erasure: In certain situations, for example when the data we hold about you is no longer relevant or is incorrect, you can request that we erase your data.
  • The right to restrict processing: You have the right to request SmartSuite restrict the processing of your personal data, under certain conditions.
  • The right to object to processing: You have the right to object to SmartSuite’s processing of your personal data, under certain conditions.
  • The right to Opt-out: You may contact us anytime to opt-out of: (i) direct marketing communications; (ii) automated decision-making and/or profiling;(iii) our collection of sensitive personal data; or (iv) any new processing of your personal data that we may carry out beyond the original purpose. Please note that your use of some or all of the SmartSuite Service may be ineffective upon opt-out.

You may contact us at support@smartsuite.com any time to exercise any of these rights, or for any other questions you may have about your personal data and our use of such personal data. If you make a request, we have one month to respond to you.

6. Transfer, Storage and Processing of Data

Your data, including personal data that we collect from you, may be transferred to, stored at and processed by us and other third parties outside the country in which you reside, including, but not limited to the United States, where data protection and privacy regulations may not offer the same level of protection as in other parts of the world. By using the SmartSuite Service, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this policy. Your accounts solution data will never be transferred to third parties. The only data we share with third parties is for analytics, error tracking, and marketing.

7. Data Retention

We will only retain your personal data as long as reasonably required for you to use the SmartSuite Service unless a longer retention period is required or permitted by law (for example, for regulatory purposes).

8. Children’s Personal Information

We are committed to protecting the privacy of children. The SmartSuite Service is not designed for or directed to children under the age of 16. We do not collect personally identifiable information from any person we actually know is under the age of 16.

9. How We Use Your Information

In general, we use the information collected to provide you with a great overall experience using the SmartSuite Service, to help us understand who uses the SmartSuite Service, for internal operations such as operating and improving the SmartSuite Service, to contact you for customer service and billing purposes, and to facilitate the delivery of our advertising in some cases. We use your information to send you a welcome email after you create an account, when you are invited to the SmartSuite Service, or when you sign up for a demo, webinar or to receive our newsletter. We also use your information to send other email communications related to the SmartSuite website. We always give you the option to unsubscribe in any email we send to you. We may also use the information gathered to perform statistical analysis of user behavior or to evaluate and improve the SmartSuite Service. We may link some of this information to personally identifiable information for internal purposes or to improve your experience with the SmartSuite Service.

We compile statistical information from various users ("Statistical Information") to better understand trends and customer needs. This information is anonymized and does not contain any personal information by itself. We may share Statistical Information with our commercial partners based on commercial terms determined solely by us. Additionally, we may provide non-personal information, including Statistical Information, to Google Analytics and similar platforms for an analysis of our services' usage. When providing information to Google Analytics, we only share the IP address assigned to you on the date of your visit, without disclosing your name or other identifying details. We do not combine the information collected by Google Analytics with personal information. For further information, please refer to the Google Analytics Terms of Service (available at https://marketingplatform.google.com/about/analytics/terms/us/) and the Google Privacy Policy (available at https://policies.google.com/privacy).

Disclosure:
SmartSuite's use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements. You can read more about Google API Services here.

10. Disclose To Third Parties

Except as set forth in this Privacy Policy, the Cookie Policy, or as specifically authorized by you, we will not disclose any information to third parties outside of SmartSuite.

  • Laws and Legal Rights
    We may disclose your information (including personally identifiable information) if we believe in good faith that we are required to do so in order to comply with an applicable statute, regulation, rule or law, a subpoena, a search warrant, a court or regulatory order, or other valid legal process. We may disclose personally identifiable information in special circumstances when we have reason to believe that disclosing this information is necessary to identify, contact, or bring legal action against someone who may be violating our Terms of Service, to detect fraud, or to protect the safety and/or security of our users, the SmartSuite Service or the general public. We are subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC).We also may be required to disclose an individual’s personal information in response to a lawful request by public authorities, including to meet national security or law enforcement requirements.
  • Outside Contractors
    We may employ independent contractors, vendors and suppliers (collectively, "Outside Contractors") to provide specific services and products related to the SmartSuite Service, such as hosting, credit card processing and fraud screening, and mailing list hosting for the SmartSuite Service. In the course of providing products or services to us, these Outside Contractors may have access to information collected through the SmartSuite Service, including your personally identifiable information. We require that these contractors agree to (1) protect the privacy of your personally identifiable information consistent with this Privacy Policy and (2) not use or disclose your personally identifiable information for any purpose other than providing us with the products or services for which we contracted or as required by law. Please see our Sub Processor Notice for more information about subprocessors.
  • Business Transactions
    We reserve the right to transfer information to a third party in the event of a sale, merger or other transfer of all or substantially all of the assets of SmartSuite or any of its Corporate Affiliates (as defined herein), or that portion of SmartSuite or any of its Corporate Affiliates to which the SmartSuite Service relates, or in the event that we discontinue our business or file a petition or have filed against us a petition in bankruptcy, reorganization or similar proceeding, provided that the third party agrees to adhere to the terms of this Privacy Policy.
  • Affiliates
    We may disclose information (including personally identifiable information) about you to our Corporate Affiliates. For purposes of this Privacy Policy, "Corporate Affiliate" means any person or entity which directly or indirectly controls, is controlled by or is under common control with SmartSuite, whether by ownership or otherwise. Any information relating to you that we provide to our Corporate Affiliates will be treated by those Corporate Affiliates in accordance with the terms of this Privacy Policy.

11. Links To Other Websites or Services

The SmartSuite Service may provide you with access to other websites and services. Please be aware that we are not responsible for the privacy practices of any websites or services other than the SmartSuite Service. We encourage you to read the privacy policies or statements of each and every such website and service. This Privacy Policy applies solely to information collected by us through the SmartSuite Service.

12. Protection Of Information

We take precautions to protect the security of your information. We have physical, electronic, and managerial procedures to help safeguard, prevent unauthorized access, maintain data security, and correctly use your information. However, neither people nor security systems are foolproof, including encryption systems. In addition, people can commit intentional crimes, make mistakes or fail to follow policies. If applicable law imposes any non-disclaimable duty to protect your personally identifiable information, you agree that intentional misconduct will be the standards used to measure our compliance with that duty.

13. Transfer and Hosting

Personally identifiable information collected on the SmartSuite Service may be transferred from time to time to our offices or personnel, or to third parties, located throughout the world, and the SmartSuite Service may be viewed and hosted anywhere in the world, including countries that may not have laws of general applicability regulating the use and transfer of such data. To the fullest extent allowed by applicable law, by using the SmartSuite Service and submitting such information on it, you voluntarily consent to the trans-border transfer and hosting of such information. To the fullest extent allowed by applicable law, if you are a User accessing the SmartSuite Service from a jurisdiction with laws or regulations governing personal data collection, use, and disclosure that differ from those of the United States, please be advised that all aspects of the SmartSuite Service are governed by the internal laws of the United States and the State of California, USA, regardless of your location.

14. EU-U.S. Privacy Shield Framework

SmartSuite complies with the EU-US Privacy Shield Framework as set forth by the US Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries. We have certified that it adheres to the Privacy Shield Principles of Notice, Choice, Accountability for Onward Transfer, Security, Data Integrity and Purpose Limitation, Access, and Recourse, Enforcement and Liability. If there is any conflict between the policies in this Privacy Policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield Program, and to view our certification page, please visit https://www.privacyshield.gov.

In compliance with the EU-US Privacy Shield Principles, we commit to resolve complaints about your privacy and our collection or use of your personal information. European Union individuals with inquiries or complaints regarding this privacy policy should contact us at support@smartsuite.com.

We have further committed to cooperate with EU Data Protection Authorities (DPAs) with regard to unresolved Privacy Shield complaints. If you do not receive timely acknowledgment of your complaint from us, or if we have not addressed your complaint to your satisfaction, please contact the EU DPAs for more information or to file a complaint. The services of EU DPAs are provided at no cost to you.

As further explained in the Privacy Shield Principles, a binding arbitration option will also be made available to you in order to address residual complaints that are not resolved by other means set forth above.

15. California Privacy Rights

SmartSuite complies with the California Consumer Privacy Act (referred to in this Privacy Policy as “CCPA”) as set forth by the State of California. If the CCPA applies to your personal information this Privacy Policy provides you with information regarding how to receive information about our privacy practices, as well as request access to, and deletion of your personal information.

SmartSuite does not sell the personal information we collect. We only share your personal information as described in this Privacy Policy.

For detailed information about the personal information we have collected over the last 12 months, and the categories of sources of such information, please see the following section in this policy:

  • “Your Consent to Data Collection” and
  • “How we Collect Your Information”

We collect this information for business purposes set forth in the following section of this policy:

  • “How we use Your Information”

We share this information with the categories of third parties as set forth in the following section of this policy:

  • “Disclose to Third Parties”

Please note that we do use third-party cookies as further set forth in the “Cookie Policy.”

California consumers may make a request pursuant to their rights under the CCPA by contacting legal@smartsuite.com. Upon receiving a request, we will verify your request using the information associated with the SmartSuite Service, including your email address. Government identification may be required. Consumers can also designate an authorized agent to exercise these rights on the consumer’s behalf.

16. Your Choices

Except as otherwise described in this Privacy Policy, we will only use personally identifiable information for the purposes described above, or as otherwise disclosed at the time we request such information from you. You must "opt in" and give us permission to use your personally identifiable information for any other purpose. You may also change your preference and "opt out" of receiving certain marketing communications from us by clicking the unsubscribe link included at the bottom of all such communications, or by contacting us via email at legal@smartsuite.com

Do Not Track

The term "Do Not Track" refers to an HTTP header offered by certain web browsers to request that websites refrain from tracking the user. We take no action in response to Do Not Track requests.

17. Correcting and Updating Your Information

The rights you have to request updates or corrections to the information SmartSuite collects depend on your relationship with SmartSuite.

Customers have the right to request the restriction of certain uses and disclosures of personally identifiable information as follows. You can contact us in order to (1) update or correct your personally identifiable information, (2) change your preferences with respect to communications and other information you receive from us, or (3) delete the personally identifiable information maintained about you in our systems (subject to the following paragraph), by deleting your account. Such updates, corrections, changes and deletions will have no effect on other information that we maintain, or information that we have provided to third parties in accordance with this Privacy Policy prior to such update, correction, change or deletion. To protect your privacy and security, we may take reasonable steps (such as requesting a unique password) to verify your identity before granting you profile access or making corrections. You are responsible for maintaining the secrecy of your unique password and account information at all times.

You should be aware that it is not technologically possible to remove each and every record of the information you have provided to us from our system. The need to back up our systems to protect information from inadvertent loss means that a copy of your information may exist in a non-erasable form that will be difficult or impossible for us to locate. Promptly after receiving your request, all personal information stored in databases we actively use, and other readily searchable media will be updated, corrected, changed or deleted, as appropriate, as soon as and to the extent reasonably and technically practicable.

If you are an end user and wish to update, delete, or receive any information we have about you, you may do so by contacting the organization of which you are a customer.

18. Changes To The Privacy Policy

We may revise this Privacy Policy from time to time. We will not make changes that result in significant additional uses or disclosures of your personally identifiable information without notifying you of such changes via email. We may also make non-significant changes to this Privacy Policy that generally will not significantly affect our use of your personally identifiable information, for which an email is not required. We encourage you to check this page periodically for any changes. If any non-significant changes to this Privacy Policy are unacceptable to you, you must immediately contact us and, stop using the SmartSuite Service until the issue is resolved. Your continued use of the SmartSuite Service following the posting of non-significant changes to this Privacy Policy constitutes your acceptance of those changes.

20. Contact Us

If you have any questions or comments about this Privacy Policy or feel that we are not abiding by the terms of this Privacy Policy, please contact us by email  at support@smartsuite.com or at

SmartSuite Holdings, Inc.
3857 Birch Street #945
Newport Beach, CA 92660

Subject to the next paragraph, we ask that you not send or disclose to us any sensitive personal data (e.g., social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background or trade union membership) on or through the SmartSuite Service or otherwise.

If you send or disclose any sensitive personal data to us when you submit user-generated content to our SmartSuite Service, you consent to our processing and use of such sensitive personal data in accordance with this policy. If you do not consent to our processing and use of such sensitive personal data, you must not submit such user generated content to our platform.

BY USING THE SMARTSUITE SERVICE, YOU SIGNIFY YOUR ACCEPTANCE OF THIS PRIVACY POLICY. IF YOU DO NOT AGREE TO THIS PRIVACY POLICY, YOU SHOULD NOT USE THE SMARTSUITE SERVICE. CONTINUED USE OF THE SMARTSUITE SERVICE FOLLOWING THE POSTING OF CHANGES TO THIS PRIVACY POLICY THAT DO NOT SIGNIFICANTLY AFFECT THE USE OR DISCLOSURE OF YOUR PERSONALLY IDENTIFIABLE INFORMATION WILL MEAN THAT YOU ACCEPT THOSE CHANGES.