Privacy & Policy

It includes all of the goods and services offered on any Smartbooks website that has a link to this one. The actual legal document is the detailed policy, which is organized in the same manner as this overview. Our pledge to protect your privacy: Smartbooks has never made money by displaying you other people's advertisements or sold your information to a third party for advertising purposes, and we never will. We have been using this strategy for approximately twenty-five years, and we still do. This privacy statement explains the types of information we get from you, how we use it, who can access it, and what you can do to control it.

section 1: data that Smartbooks gathers and manages

We only gather the data that we genuinely require. A portion of that comes from information you voluntarily provide to us when you create an account, sign up for an event, contact customer service, or make a purchase from us. We keep your name and contact details on file, but we do not keep credit card numbers on file (unless you specifically authorize us to do so using one of our secure payment gateways).
We automatically record certain basic information when you use our software or visit one of our websites. This includes the URL you came from, the pages you visited, and the features and settings you used. We make use of this data to enhance our services and websites and to inform the creation of new products.
On occasion, information comes to us indirectly. Your contact information will be shared with us if you inquire about our goods through one of our reselling partners or referral programs, or if you use an authentication service provider like Google or LinkedIn to log in to one of our products. That information will be used by us to fulfill your request. When you interact with our brand on social media that is, when you like, comment, retweet, mention, or follow us we will be able to see your interactions and profile data. Even if you later take that information off from the social networking platform, we will still have it.

What we do with your information

We utilize the data we collect to fulfill your requests for services, establish and manage your accounts, and monitor any unauthorized activity on them. Additionally, we use it to keep in touch with you on policy updates, new items you might be interested in, customer service requests, and the products you're presently using. In order to better understand customer demands and enhance our websites and services, we analyze the data we gather.
Legal justification is necessary for us to gather and use your information. Most of the time, we either need the information to fulfill your request for a service from us or we have your consent. In situations where it isn't the case, we have to show that we have an other legal justification, like our legitimate economic interests.
You have the option to refuse the use of specific types of information by later opting out or by not submitting the information in the first place. In order to stop your browser from providing us with information, you can also disable cookies, albeit doing so might make some aspects of the website malfunction. All Smartsbook websites and products have all third-party cookies that are deemed unnecessary and invasive totally disabled.
We restrict who has the right to access your personal information to our employees and contractors. If we do disclose your information to third parties (such as developers, service providers, domain registrars, and reselling partners), they must protect it with the necessary safeguards in place and have a legitimate purpose for using it, which is usually to assist you.
Certain rights (such as access, rectification, deletion, restriction of processing, data portability, right to object, and complaint) are granted to data subjects under the European Economic Area (EEA). No matter where you decide to live, Smartbooks promises to give you the same privileges.
We retain your personal data for as long as it's necessary to fulfill the goals outlined in this privacy statement. Depending on the situation, we will either isolate, anonymize, or destroy your information when we are no longer required by law to process it.

Part 2:Data processed by Smartbooks on your behalf

By utilizing Smartbooks apps to manage other people's data such as client or employee information you are giving us permission to process such data. You are giving us access to your data if you use a Smartbooks mobile app and allow it access to your contacts and photo library. Service data is the information you give us to process.
Your service data is your property. We safeguard it, restrict access to it, and only use it for the purposes you specify. You can view it, request that we export it or remove it, and share it via integrations with third parties.
We hold the data in your account as long as you choose to use Smartbooks Services. Your data will be automatically removed from our active database after six months of your account cancellation, and from our backups within three months of that same period.
You have the right to request specific actions from us about your data if you are a resident of the European Economic Area and you think that someone (such your employer or a business whose services you use) has given us permission to process your information. Please get in touch with the individual or business that gave us the data if you would like to exercise those rights. We will collaborate with them to fulfill your request.

Part 3:General

The privacy we can guarantee you has certain limitations. If it's required to uphold an agreement, avoid fraud, comply with legal requirements, or for the safety of our users, we will divulge personal information. As of right now, we do not respect Do Not Track signals from web browsers; we will comply with any universal standard that evolves for handling them.
Social media widgets and third-party websites each have their own unique privacy rules. It is advisable to review the applicable privacy policy prior to disclosing personal information to external parties.You can always get in touch with us if you have any queries about our privacy policies, need a Data Processing Addendum that complies with GDPR regulations, think we may have obtained personal information from a minor, or want your details to be deleted from our blogs or forums. Additionally, you can review our privacy and security policies.
If we decide to sell our company in the extremely unusual case that it happens, or if we make any significant changes to our privacy policy, we will get in touch with you to let you know.

Smartbooks’s Privacy Commitment

Smartbooks has worried about customer and user privacy for almost 5 years, long before it became fashionable, politically correct, or legally binding to take such a position. We simply request the minimal information required, obtaining just that which we deem necessary for conducting business or for the particular transaction under consideration. Customers can choose not to participate in certain interactions and are informed about the information we have about them. Our greatest promise, though, is that we will never, ever make a dime from advertising income, not even from the free versions of our products. As a result, we are spared the inherent conflict of interest that arises from collecting consumer data in order to support advertising income as well as the inevitable compromises.
This policy aims to be clear about the data we collect, how we plan to use it, and what we won't. We regret that this policy is longer than we would like, but we have to clearly handle every circumstance that is pertinent. We shall make every effort to speak in an understandable and straightforward manner.

Section I: Data Smartbooks Gathers and Manages

The data that Smartbooks gathers

We only gather personal data about you when it is necessary for one of our authorized uses. Only one of three scenarios will apply to Smartbooks collection of your personal data: (a) you voluntarily submitted the data, (b) Smartbooks collected the data automatically, or (c) Smartbooks acquired the data from a third party. The different scenarios that fit into each of those three categories, along with the data gathered for each, are explained below.

Information that you provide us

i. Account signup: In order to access one or more of our services, you must first create an account. To do this, we need to know your name, phone number, email address, company name, and country. In order to have access to the newly established account, you will also need to select a distinct username and password. While we don't need it to create an account, you are welcome to give us additional details like your language, time zone, and photo. You will be able to select a security question and an answer after registering; if you choose to supply these, they will only be used when you reset your password.
Registrations for events and other forms: We keep a record of the data you submit when you: (i) sign up for any event, such as webinars or seminars; (ii) join our mailing list or newsletter; (iii) fill out a form to download any product, whitepaper, or other materials; (iv) take part in surveys or contests; or (v) fill out a form to ask for help, get a quote, or get in touch with Smartbooks for any other reason.
Payment processing: We require your name, contact details, credit card number, or other payment account information when you make a purchase from us. We save the cardholder's name, address, credit card number's last four digits, and the card's expiration date when you enter your card information. The credit card number itself is not kept on file by us. If you have granted us permission, we may store your credit card number or other payment information in an encrypted format on the safe servers of our Payment Gateway Service Providers to expedite the processing of future payments.
Testimonials: We may use your name and other personal information in testimonials about our goods and services that you give us permission to post on websites. Before the testimonial is posted, you will have a chance to check and approve it. You can get in touch with us at support@smartbooks.financeif you would like to edit or remove your testimonial.
v. Interactions with Smartbooks To improve our communications with you and other customers, we may record, examine, and utilize your interactions with us, including chat, phone, and email exchanges with our sales and customer service representatives.

Data that we automatically gather

i. Data from browsers, devices, and servers: When you visit our websites, we gather data that web browsers, mobile devices, and servers make available. This data includes the IP address, browser type, preferred language, time zone, referring URL, operating system, model of mobile device, and details about the mobile network. To learn more about the people who visit our websites, we incorporate these into our log files.
ii. Data from cookies and tracking technologies: To improve user experience and identify service users, we employ both permanent and temporary cookies. To monitor product usage, we incorporate distinct identifiers within our downloadable items. In order to identify visitors, monitor website navigation, collect demographic data about visitors and users, assess the efficacy of email campaigns, and enable targeted visitor and user engagement by monitoring your activities on our websites, we also employ cookies, beacons, tags, scripts, and other comparable technologies. On our websites, we primarily utilize first-party cookies and do not use third-party cookies or other third-party tracking technology for tracking that is not necessary or bothersome. Here is more information about the cookies that are used on our websites.

Information that we collect from third parties

i. Federated authentication service provider sign-ups: With supported federated authentication service providers like LinkedIn, Microsoft, and Google, you can access Smartbooks Services by logging in. These services will verify your identification and offer you the choice to provide us with specific personal data, including your email address and name.
ii. Referrals: We may have received your name, email address, and other personal information if someone recommended any of our goods or services to you via one of our referral programs. Please email support@smartbooks.financeif you would like your information deleted from our database. We will only use the information that you or someone else provides us for the purposes for which it was intended. This applies to information about other people as well.
iii. Details from our service providers and reselling partners: If you get in touch with any of our reselling partners or show them that you're interested in any of our products or services, the reselling partner might provide Smartbooks your name, email address, business name, and other details. Your information may be shared with us by the event organizer if you sign up for or attend a sponsored event by Smartbooks. In addition, if you leave a comment on any review of our goods or services,Smartbooks might get information about you from review sites. We may also get information about you from other third-party service providers that we work with to promote our goods and services.
iv. Information from social media sites and other publicly accessible sources: We may gather publicly accessible information, such as profile information, when you interact with us, post reviews or feedback about our products, or engage with us on review sites, marketplaces, or social media platforms like Facebook, Instagram, LinkedIn, and Twitter through posts, comments, and other interactions. This information helps us stay in touch with you, improve our products, better understand user reactions and issues, or reproduce and publish your reviews on our websites. We must warn you that even if you remove the information from these sites, it may still be retained by us. Additionally, Smartbooks might update or add information about you from other sources that are open to the public.

Reasons for using information

We may use your information for the following purposes in addition to the ones listed above:
To get in touch with you (by email, for example) regarding downloaded goods and services, modifications to this privacy statement, modifications to the terms of service, or critical announcements.
To provide you with updates on new goods and services, forthcoming occasions, deals, special offers, and other details we believe you'll find interesting.
To ask you to take part in surveys, or to request feedback on our products and services.
To create and manage your account, as well as perform any other tasks necessary to deliver our services, like facilitating communication, hosting websites and emails, and backing up and retrieving data.
To understand how customers utilize our goods and services, to keep an eye out for and avert issues, and to continuously enhance our offerings.
To offer customer service, as well as to evaluate and enhance our communications with clients.
To report spam, identify and stop fraudulent transactions and other unlawful activity, and defend the rights and interests of Smartbooks, its users, outside parties, and the general public.
To add to, broaden, and evaluate our data, find new clients, and offer goods and services that might be of relevance to you.
in order to better understand visitor needs and provide them with assistance, we analyze trends, manage our websites, and monitor how users navigate them.
To track and enhance marketing initiatives and provide user-relevant recommendations.

Justifications legally for gathering and utilizing data

Basis for legal processing that applies to Smartbooks: Our legal basis for gathering and using information about you if you are a person from the European Economic Area (EEA) varies depending on the type of personal information we are collecting and how we are collecting it. The majority of our data collection and processing operations are usually justified by (i) a need imposed by contract, (ii) one or more legitimate interests of Smartbooks or a third party that are not conflicted with your right to privacy, or (iii) your consent. We could occasionally need your personal information to safeguard your essential interests or the interests of another person, or we might be legally obligated to gather your information.
Withdrawal of consent : Where we rely on your consent as the legal basis, you have the right to withdraw your consent at any time, but this will not affect any processing that has already taken place.
Legitimate interests notice : Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain to you what those legitimate interests are at the time that we collect your information.

Your decision in the use of information

Unsubscribe from non-essential electronic communications: You can use the 'unsubscribe' option found in all non-essential messages to stop receiving newsletters and other such communications. All important notifications and emails, including password change and renewal reminders, account notifications, security incident alerts, security and privacy updates, and transactional and payment-related emails, will still be delivered to you
Turn off cookies: Before using our websites, you can turn off cookies in your browser. You might not be able to properly use some of the website's functions if you do this, though. Optional information : You can choose not to provide optional profile information such as your photo. Additionally, you have the opportunity to edit or remove any optional profile data. Any form that you submit that links to one of our websites gives you the option to omit any non-mandatory fields.
Optional information : You can choose not to provide optional profile information such as your photo. Additionally, you have the opportunity to edit or remove any optional profile data. Any form that you submit that links to one of our websites gives you the option to omit any non-mandatory fields.

Who we share your information with

The data presented in Part I is accessible to all of the Smartbooks group companies indicated below. We don't market any personal data. We only disclose your information to parties who have taken the necessary security and confidentiality precautions, and only in the methods that are outlined in this privacy policy. Workers and independent contractors: On a need-to-know basis, workers and independent contractors of pertinent Smartbooks group organizations are granted access to the information specified in Part I. All workers and independent contractors who work for Smartbooks group companies are expected to abide by this privacy statement about any personal data we share with them.Third-party service providers: When we work with third-party service providers, like marketing and advertising partners, event organizers, site analytics companies, and payment processors, we might need to provide them access to both your personal information and aggregated or de-identified data. Your personal information may be used by these service providers as long as it's required to deliver the services to us.
Domain registrars: In accordance with ICANN domain registration regulations, we provide domain registrars with your name and contact details, including your physical address, email address, and phone number, when you register a domain with Smartbooks.Reselling partners: We might provide your personal information to our approved reselling partners in your area, but only so they can get in touch with you regarding downloaded goods or enrolled services. You will have the choice to decide not to collaborate with that partner any longer.Application developers on the Smartbooks online marketplace: Your name and email address will be shared with the developer of any application you install or buy that was created using Smartbooks APIs so they can communicate with you directly as the application's provider. The developers' usage of your personal information is subject to their respective privacy rules and is not under Smartbooks control.
Other cases:Part III describes more instances where we might discuss the same facts presented in Parts I and II.

Your rights with respect to information we hold about you as a controller

You are entitled to the following rights about the information that Smartbooks has on you if you are a resident of the European Economic Area (EEA). No matter where you decide to live, Smartbooks promises to give you the same privileges.
Right of access: You are entitled to view (and get a copy of, if needed) the categories of personal data that we maintain on you, together with details about its origin, its intended use and duration of processing, and the people with whom it is shared.
Right to rectification: You are entitled to have any inaccurate information about you updated or corrected. You can direct us to add more information about you to our database, depending on how we utilize your information.
Right to erasure: In some situations, such as when it's no longer required for the reason it was initially gathered, you have the right to ask that we erase your personal information.
Right to request a restriction on processing: In some situations, such as when you've objected to our use of your data but we need to confirm if we have compelling legal reasons to do otherwise, you may also be able to request a restriction on how we use your information.
Right to data portability: In situations where your information is processed automatically or with your consent, you have the right to have it transferred to a third party in a frequently used, machine-readable format that is structured.
Right to object: In some situations, such as when your personal information is used for direct marketing, you have the right to object to how your information is used.
Right to complain: If you have any complaints about how we gather, use, or disclose personal information, you have the right to take your concerns to the relevant supervisory authority. You might not be able to exercise this right if your nation lacks a supervisory body that handles data protection.

Retention of information

We retain your personal information for as long as is required to achieve the objectives specified in this privacy statement. There may be instances in which we retain your information longer if permitted or required by law. Suppression list maintenance, preventing abuse, being required in connection with a legal claim or proceeding, upholding our agreements, and fulfilling tax, accounting, and other regulatory obligations are a few examples of these reasons. When we no longer have a legitimate reason to process your information, we will delete it from our active databases or make it anonymous. We will also securely store the data on backup discs and keep it separate from further processing until deletion is possible.

Part II: Data that Smartbooks handles in your place

Information given to Smartbooks and purpose

Information submitted in conjunction with services: When using our services or contacting Smartbooks for technical support with our products, you may give us information that you or your company ("you") controls. This includes data that you retain and use on behalf of another person for a specified purpose, like a client to whom you provide services (if you are a processor), or information about your customers and employees (if you are a controller). When you use our services, the data may be saved on our servers, or it may be shared or given to us in connection with a request for other services, including technical help.
information from mobile devices: Some of our mobile applications can access your mobile device's camera, microphone, call history, contact details, photo library, files, and other stored data if you choose to grant them access. For our apps to function, they need to have this access. In a similar vein, location-based data is also gathered when you choose to grant access, and this data is used for a variety of functions such as finding nearby contacts or creating location-based reminders. This data will only be used to map user locations, and it will only be shared with our mapping suppliers. By changing your mobile device's settings, you may always stop mobile applications from accessing this data.
When it comes to the corresponding services (where the data will be stored on our servers) or products (where the data will stay with you unless you share it with us), the data stored on your mobile device and the location information to which the mobile applications have access will be used in the context of the mobile application. (All of the data entrusted to Smartbooks is referred to as "service data" together.)

Taking ownership of and managing your service data

We acknowledge that your service data belongs to you. We provide you total control over your service data by enabling you to: (i) view your service data; (ii) share it with third parties via supported integrations; and (iii) request that your service data be exported or deleted.

How service data is used

When you provide us instructions via the various service modules, we process your service data. For instance, when you use our invoicing service to create an invoice, your customer's name and address will be used; similarly, when you use our campaign management tool to send out emails, the email addresses of the people on your mailing list will be utilized.

Push notifications

We will send push notifications via an Apple Push Notification Service, Google Cloud Messaging, or Windows Push Notification Services provider if you have enabled notifications on our desktop and mobile applications. By disabling notifications in the application or device settings, you can control your preferences for push notifications or stop receiving them altogether.

Who we share service data with

Smartbooks group and third-party sub-processors: The contracting entity within the Smartbooks group works with other group entities and third parties to provide services and technical support for our products.
Workers and independent contractors: In order to help our employees (collectively, “employees”): (i) recognize, assess, and address errors; (ii) manually verify emails that have been flagged as spam to enhance spam detection; or (iii) manually verify scanned images that you submit to us to confirm the precision of optical character recognition. We may grant access to your service data to these individuals. We make sure that only designated personnel have access to your service data, and that access is tracked down and reviewed by audit. In order to provide technical support or import data into our products or services, our personnel will also have access to the information you knowingly provide with us. We firmly enforce privacy protections within the Smartbooks group and inform our staff members of our privacy and security policies.
Users and other collaborators: You may work together with other users or other parties using certain of our products or services. Other collaborators may be able to view all or part of your profile information after you start collaborating. For instance, when you make changes to a document that you have shared with others for collaboration, your name and profile picture will appear next to the changes so that the people working with you can identify who made them.
Third-party integrations you have enabled : Most of our products and services support integrations with independent products and services. You might be giving the third party access to your service data and personal information if you decide to enable any third-party integrations. Before enabling integrations with third-party services and products, we advise you to study their privacy policies.
Other cases: Part III describes additional instances in which we might disclose information that is similar to that detailed in Parts I and II.

Retention of information

For the duration that you decide to use Smartbooks Services, we retain the data in your account. Your data will eventually be removed from the active database during the next cleanup, which happens once every six months, after you cancel your Smartbooks user account. After three months, the data removed from the live database will also be removed from the backups.

Requests from data subjects

If you would like to access, correct, erase, restrict or object to processing of your personal data, or export your data, please get in touch with the customer if you are a resident of the European Economic Area and you think we store, use, or process their information. We will provide our customer with further help by attending to your request in a timely manner.

Section III: Overview

Personal information about children

People under the age of sixteen are not intended for our products or services. Children under the age of sixteen do not knowingly provide personal information to Smartbooks for its own use. We will take action to remove any personal information that we learn was supplied to us by a child under the age of sixteen. Please send an email to support@smartbooks.financewith the details if you think that a kid under the age of 16 may have given us personal information. We will take the appropriate action to remove the child's information from our records. However, you can gather data about people who might be children by utilizing our products.
You understand and agree that you will be accountable for adhering to the applicable rules and regulations regarding the protection of such personal information if you process data pertaining to children.

How safe is the information you have?

Data security is a top priority for us at Smartbooks. We have obtained certification for the industry standards listed here as a result. We have made the necessary administrative, technological, and physical security measures to guard against unauthorized access to, use of, alteration of, disclosure of, or destruction of the data you give to us. We invite you to review our Security Policy or contact us by email if you have any queries about the protection of your data.

Locations and international transfers

We disclose your personal information and service data to other members of theSmartbooks Group as well as to other parties that Smartbooks Group has hired for the aforementioned uses. When you use our products and services, access our website, or provide us with personal information or service data in any other way, you agree that Smartbooks may process, transfer, and store that information in the United States, the European Economic Area (EEA), and other nations where Smartbooks conducts business. Such transfers are governed by applicable data protection agreements, such as a group company agreement based on the Model Contractual Clauses of the European Commission for data processing activities covered by GDPR.

Data processing addendum

We are ready to sign the relevant Data Processing Addendum (DPA) to help you fulfill your data protection requirements. You can fill out this form to request a DPA from Smartbooks. Upon receipt of your request, we will send the DPA your way for signature.

Artificial Intelligence and Automation

We leverage a range of technologies, including artificial intelligence, machine learning, regex parsing, and template matching, to give our consumers increased efficiency and predictive capabilities. As part of support@smartbooks.financecommitment to uphold your expectations regarding privacy and confidentiality, we only use service data for the limited purposes listed below. (i) Anonymized service data is used to enhance algorithm accuracy; (ii) Your organization's data is used to create models tailored to your specifications. Our organization's data, including internal and external communications, documents, and internal communications, as well as both free and paid resources, is the primary source of power for our automation and artificial intelligence technologies.

Do Not Track (DNT) requests

Certain web browsers have enabled 'Do Not Track' (DNT) functions, which transmit a signal to the websites you visit (referred to as the DNT signal) telling them you don't want to be tracked. As of right now, no standard specifies what websites can or ought to do in response to these signals. We don't do anything in response to these signals at this time.

Links to external websites from our sites

There may be connections on certain of our website's pages to websites unrelated to this privacy statement. Your personal information is subject to the privacy rules of the third-party websites to which you provide it. We advise you to verify these third parties' privacy policies and privacy practices before sharing any personal information with them, just for peace of mind.

Forums and blogs

On our websites, we provide blogs and forums that are open to the public. Please be advised that you could receive unwanted messages from people using the information you submit on these blogs and forums. We strongly advise you to use caution when sharing private information on our forums and blogs. The personal information that you choose to make publicly available is not Smartbooks responsibility. Posts and some profile data might still be there even if you close your Smartbooks account. You can email us at support@smartbooks.financeto request that your information be removed from our blogs and forums.

Social media widgets

Our websites have social media widgets that allow you to share articles and other content, like Facebook "like" buttons and Twitter "tweet" buttons. In order for these widgets to work effectively, they may set a cookie and gather data about your IP address and the pages you visit on the website. The privacy policies of the companies that provide these widgets control how you interact with them.

Disclosures in compliance with legal obligations

Your personal information and service data may be preserved or disclosed by us in order to abide by any applicable laws, rules, court orders, or governmental requests, including those pertaining to national security.

Enforcement of our rights

If we think that revealing personal information and service data to a third party is essential for stopping fraud, spamming, looking into any suspected criminal conduct, upholding our agreements and policies, or safeguarding user safety, we may do so.

Transfers of Businesses

We have no plans to sell our company. However, we will make sure that the acquiring corporation is legally obligated to uphold our obligations to you in the unlikely event that we sell our company, are purchased, or merge. Any changes in ownership or uses of your personal information and service data will be communicated to you by email or a conspicuous notice on our website. Additionally, we will let you know about any options you may have with regard to your service data and personal information.

Compliance with this Privacy Policy

We utilize all reasonable measures, such as routine reviews, to guarantee that the use of the personal information you supply complies with this privacy policy. Please contact us at support@smartbooks.financeif you have any questions about our adherence to this privacy policy or how your personal information is utilized. To properly handle your issues, we'll get in touch with you and, if necessary, work with the relevant regulatory bodies.

Notification of modifications

We reserve the right to change the Privacy Policy at any time and will tell you by emailing your primary email address or by issuing a service announcement. You will receive at least thirty days' notice via email at your primary email address if we make material changes to the Privacy Policy that impact your rights. On the other hand, you can miss crucial email notifications from us if you haven't validated your address. You may stop using our products or services by writing us an email within 30 days if you believe that the amended Privacy Policy impacts your rights