We strongly believe in both minimizing the data we collect and limiting its use and purpose to only that (1) for which we have been given permission, (2) as necessary to deliver the Services you purchase or interact with, or (3) as we might be required or permitted for legal compliance or other lawful purposes.
What information do we collect?
We collect information so that we can provide the best possible experience when you utilize our Services. SmartBots collects the following personal data in line with the use purposes explained in a subsequent section:
- Telephone number
- Email address
- Online profile data and usage
- Communication information including SmartBot’s technical support and customer support communications
- Purchasing and payment information
- Registration and participation in SmartBots events and activities
- Subscription preferences
- Information about the device(s) you use
- Information about service usage
- Authentication data
- Location information
- Other information you upload or provide to us
This information is collected on web pages using encryption technology to help prevent any third party from intercepting the information.
How do we use your information?
SmartBots uses (and, where specified, shares) your personal information for the following purposes:
To follow-up on product trial download requests. When requesting product information or a trial of our software, you may be asked to provide your email address, telephone number, location, company name and whether you would like to request a product demonstration. SmartBots uses this personal information to send you the download link of the product(s) requested via email and to engage with you regarding product information, pricing and subscription information, order details, as well as to send you information regarding event participation and other marketing-related activities. By providing this information, you are agreeing that SmartBots can contact you, send you important information about our products, including new product updates and releases. You may opt out of our email communication at any time.
To provide assistance through any of our support channels. You may choose to submit information regarding an issue you are experiencing with our Services. Whether you designate yourself as a technical contact, open a support ticket, speak to one of our technical support or customer service representatives directly or otherwise engage with our support team, you will be asked to provide any of the following: contact information, a summary of the problem you are experiencing, project data, device information, documentation of the issue you are having, screenshots or information that would be helpful in resolving the issue. This information is never disclosed to any third party and may be used to assist in resolving an issue you may experience with our products.
To market, promote and drive engagement with our Services: We use your contact information and information about your needs and how you use our products to send you communications that may be of specific interest to you, including by email and by displaying SmartBots ads on other companies’ websites and applications, as well as on platforms like Facebook and Google. These communications are aimed at driving engagement and maximizing what you get out of our Services, including information about new features, survey requests, newsletters, and events we think may be of interest to you. You may opt out of our email communication at any time here.
To select content, improve quality, and facilitate use of the websites. SmartBots may use your personal information, including the information gathered as a result of site navigation and electronic protocols and cookies (including third-party cookies), to help create and personalize website content, improve website quality, track marketing campaign responsiveness, evaluate page response rates, conduct usability testing, and facilitate your use of the websites (for example, to facilitate navigation and the login process, avoid duplicate data entry, enhance security, etc).
To communicate with you about a meeting, conference, or event. We may communicate with you about a meeting, conference or event hosted or co-sponsored by SmartBots or one of our partners. This may include information about the event’s content, event logistics, payment, updates, and additional information related to the event.
To engage with third parties. SmartBots may share your personal data with third parties in connection with services or training that these individuals or entities perform for or with SmartBots. These third parties are restricted from using this data in any way other than to provide services for SmartBots or for the collaboration in which they and SmartBots are contractually engaged (for example, hosting a SmartBots database or engaging in data processing on SmartBots’ behalf, mailing you information that you requested, training, consulting or translation services you requested). These third parties are carefully selected by SmartBots and obligated to keep your data secure.
To get feedback or input from you. In order to deliver products and services of most interest to our customers, from time to time, we may ask members, customers, volunteers, and website visitors to provide us input and feedback (for example through surveys, usability studies, focus groups).
How we share information
Our policy is not to disclose personally identifiable information to unrelated third parties unless required to do so by law or legal process.
Sharing with third parties:
Service providers. We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you. If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information.
Affiliated companies and partners. SmartBots may share your personal data with third parties in connection with services or training that these individuals or entities perform for or with SmartBots. These third parties are restricted from using this data in any way other than to provide services for SmartBots or for the collaboration in which they and SmartBots are contractually engaged. These third parties are carefully selected by SmartBots and obligated to keep your data secure.
With your consent. We share information about you with third parties when you give us consent to do so. For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.
Responses to legal requests:
SmartBots reserves the right to share your information to respond to duly authorized information requests of governmental authorities or where required by law.
Sharing with other SmartBots users on your account:
When you use SmartBots platform and related Services, we share certain information about you with other SmartBots platform users within your account and your account only.
Managed accounts and administrators. If you register or access SmartBots platform using an email address with a domain that is owned by your employer or organization, certain information about you including your name, profile picture, contact info, content and past use of your account may become accessible to that organization’s administrator and other SmartBots users sharing the same domain. If you are an administrator for a particular site or group of users within SmartBots platform, we may share your contact information with current or past SmartBots platform users, for the purpose of facilitating SmartBots platform related requests.
Community forums. Our websites offer publicly accessible links to other blogs and forums. You should be aware that any information you provide on these websites – including profile information associated with the account you use to post the information – may be read, collected, and used by any member of the public who accesses these websites. Your posts and certain profile information may remain public even after you terminate your account. We urge you to consider the sensitivity of any information you input into these blogs and forums. To request removal of your information from publicly accessible websites operated by us, please contact us as provided below. In some cases, we may not be able to remove your information, in which case we will let you know if we are unable to and why.
Data Storage and Security
Information storage and security. We use AWS as our data hosting service provider. For more information on where we store your information, backup and storage, please see the SmartBots platform Security Whitepaper here.
While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.
How long we keep information. How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
Account information. We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate cloud services.
Information you share on SmartBots platform. If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the SmartBots platform account. For example, we continue to display messages you sent to the users that received them and continue to display the content you provided.
Managed accounts. If the SmartBots platform is made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account.
How can you control your information?
You can control the information we have about you and how we use it in several ways.
If you are a registered user, and previously been in contact with SmartBots, you can review, revise, and correct the personal data that you have provided to SmartBots at any time via email at firstname.lastname@example.org
Data portability. Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier). Depending on the context, this applies to some of your information, but not to all of your information. Should you request it, we will provide you with an electronic file of your basic account information and the information you create on the spaces you under your sole control, such as your personal SmartBots account.
Delete your information. Our Services and related documentation give you the right to delete any information on our systems that are not required for you to continue using our products. Please note, however, that we may need to retain certain information for record-keeping purposes, to complete transactions or to comply with our legal obligations.
Access and update your information. Our Services and related documentation give you the ability to access and update certain information about yourself. For example, you can access your profile information from your account and search for content containing information about yourself on our systems. You can update your profile information within your profile settings and modify content that contains information about you within SmartBots platform and can request any other information you provide to us to be updated.
Deactivate your account. If you no longer wish to use the SmartBots platform, you or your administrator may be able to deactivate your user account. If you can deactivate your own account, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact SmartBots Technical Support. Please be aware that deactivating your account may not delete your information; your information remains visible to other Service users based on your past participation within the Services. For more information on how to delete your information, see below.
Request that we stop using your information. In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don’t have the appropriate rights to do so. For example, if you believe a SmartBots platform account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object (where applicable). If you object to information about you being shared with a third-party app, please disable the app or contact your administrator to do so.
Opt-out of communications. You may opt-out of receiving promotional communications from us by using the unsubscribe link within each email, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. You will, however, continue to receive transactional communications from us regarding any active Services.
Turn off cookie controls. Various browser-based cookie controls are available and can be turned off at any time. See below for more information on cookies and how we use these.
Other important privacy information
Personal data about minors and children. SmartBots does not knowingly collect data from or about children under 13 without the permission of parent(s)/guardian(s). If we learn that we have collected personal information from a child under 13, we will delete that information as quickly as possible. If you believe that we might have any information from or about a child under age 13, please contact us.
External links behavior. Some of SmartBots’ websites link to other sites created and maintained by other public and/or private-sector organizations. SmartBots provides these links solely for your information and convenience. When you transfer to an outside website, you are leaving the SmartBots domain, and SmartBots’ information management policies no longer apply. SmartBots encourages you to read the privacy statement of each external website that you visit before you provide any personal data.
Cookies. Cookies are electronic placeholders that are placed on your device by websites to track your individual movements on that website over time. SmartBots uses both session-based cookies (which last only for the duration of the user’s session) and persistent cookies (which remain on your device and provides information about the session you are in and waits for the next time you use that site again). This information is anonymous and we use this information only internally. We never give away this information about our users to third parties.
These cookies provide useful information to SmartBots, enabling us to recognize repeat users, facilitate the user’s access to and use SmartBots platform and our sites, allows us to track usage behavior, and to balance the usage of our websites on all SmartBots web servers.
Tracking cookies, third-party cookies, and other technologies such as web beacons may be used to process additional information, enable non-core functionalities on the SmartBots website and enable third-party functions (such as a social media “share” link). We may also include web beacons and other similar technology in promotional email messages to determine whether the messages have been opened.