Privacy & Cookie
Policies

Privacy Policy

1. Introduction

1.1 We are committed to safeguarding the privacy of our website and wiki visitors.

1.2 This policy applies where we are acting as a data controller with respect to the personal data of our website and wiki visitors; in other words, where we determine the purposes and means of the processing of that personal data.

1.3 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website, we will ask you to consent to our use of cookies when you first visit our website.

1.4 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the publication of your information. You can access the privacy controls here.

1.5 In this policy, "we", "us" and "our" refer to SmartSimple Software. For more information about us, see Section 8. The websites covered by this policy are the following: www.smartsimple.com; www.wiki.smartsimple.com; www.smartsimpleblog.com;

2. How we use your personal data

2.1

In this Section 2 we have set out:

  1. general information on how we collect information on this website
  2. the general categories of personal data that we may process;
  3. in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
  4. the purposes for which we may process personal data; and
  5. the legal bases of the processing.

2.2 The personal information we collect can be divided into two main categories: information you give us, and information we collect automatically.


Information You Give Us:

We request to collect information from you when you are engaged in any of the following activities on our website:

  1. Job Application
  2. Demo Request
  3. General Inquiry
  4. Event Sign-Up
  5. Newsletter Sign-Up
  6. Webinar Sign-Up
  7. Content Downloads
  8. Partner Program Sign-Up
  9. Live Agent Chat
  10. GDPR Requests

You can choose whether or not to disclose your personal data while engaging in these activities. However, if you do not provide the information we have deemed mandatory, you will not be able to take full advantage of the website and its functions or content.

When you submit data on our website, you will be consenting to SmartSimple processing the categories of personal data that you have provided. The categories of personal data that we collect are as follows:

Contact Data

We may process your contact data ("contact data"). The contact data may include your first name, last name, email address, and phone number. The contact data may be processed for the purposes of communicating with you, operating our website, providing our services, processing requests, record-keeping, and marketing and sales purposes. The legal basis for this processing is consent OR our legitimate interests, namely the proper administration of our website and business.

Notification Data

We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters, and/or downloading content, confirmation of event or webinar registration, changes to any current or future registrations, notifications if you change your communication preferences, removing you from our mailing list upon your request, and adding you or deleting you from our marketing database. ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters, and/or content. The legal basis for this processing is consent.

Correspondence Data

We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

Inquiry Data

We may process information contained in any inquiry you submit to us regarding goods and/or services ("inquiry data"). The inquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent.

GDPR Request Data

We may process information contained in any GDPR Request you submit to us fulfilling your rights set out by the GDPR (“GDPR request data”). We will process this data for the purpose of fulfilling the request, communicating to you about the request, and sending you a validation once the request has been fulfilled. The legal basis for this processing is consent, OR if the processing is necessary to comply with our legal obligation as a controller.

Job Application Data

We may process data contained in any inquiry you make relating to job applications (“job application data”). This data may include address, city, country, province/state, postal/zip, work eligibility, employment status, level of education, work experience, desired annual salary, and anything you submit to us in your cover letter and/or resume. This data may be processed for human resources, hiring procedures, and record-keeping. The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Health Data

We may process “health data”. We collect this data when you are signing to attend an in-person event with SmartSimple. This data may include food allergies, diet restrictions, and if you require special assistance.This data may be processed for the purposes of providing you appropriate accommodations at our event(s), should you require it. The legal basis for this processing is consent OR if processing is necessary in order to protect the vital interests of the data subject or of another natural person.


Information We Collect Automatically:

We request and/or request to collect information from you when you are engaged in any of the following activities on our website:

  1. Visiting our website

Usage Data

We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is Google Analytics. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is consent OR our legitimate interests, namely monitoring and improving our website and services.

You can read more about cookies, and our use of them in our Cookie Policy (see below).

More Information

SmartSimple does not purchase marketing lists from third-parties.

We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Please do not supply any other person's personal data to us, unless we prompt you to do so.

3. Providing your personal data to others

3.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy. Information about our group of companies can be found in section 8.

3.2 We use several third-party services to process the data we collect. We may process the following data categories: Contact Data, Usage Data, Notification Data, Inquiry Data, Correspondence Data, using our suppliers or subcontractors, namely Zoom, Unbounce, and Emma, insofar as reasonably necessary for the purposes specified in section 2 for each respective category. The Personal Data will only be processed for the aforementioned purposes. Health Data and Job Application Data will never be processed by our processors. We have entered into a Data Processing Agreement with each of our processors to ensure that they comply with the General Data Protection Regulation, and protect your Personal Data in accordance with the highest standards.

3.3 We use a third-party service to process some of the data we collect. We may process the following data category: Usage Data, using our supplier/subcontractor: Google Analytics, insofar as reasonably necessary for the purposes specified in section 2 for. The Personal Data will only be processed for the aforementioned purpose. We have entered into a Data Processing Agreement with Google Analytics to ensure that they comply with the General Data Protection Regulation, and protect your Personal Data in accordance with the highest standards.

3.4 In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4. International transfers of your personal data

4.1 In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

4.2 SmartSimple has offices in Canada, the United States, and Ireland. The European Commission has made an "adequacy decision" with respect to the data protection laws of each of these countries. According to the European Commission, Canada offers adequate protections for the transfer of data. Data transferred to Canada will be covered by the adequacy decision. Transfers to the United States will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.

4.3 The hosting facilities for our website are situated in Canada. The European Commission has made an "adequacy decision" with respect to the data protection laws of each of Canada. Transfers to Canada will be protected by the adequacy decision.

4.4 SmartSimple uses the following subcontractors to assist some data processing: Zoom Video Communications Inc., Google Analytics, Emma, and Unbounce Marketing Solutions Inc.. These subcontractors are situated in the United States. The European Commission has made an "adequacy decision" with respect to the data protection laws of the United States. Transfers to the United States will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission OR the EU-U.S. Swiss-U.S. Privacy Shield Framework.

4.5 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

5. Retaining and deleting personal data

5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3 We will retain your personal data as follows:

Usage Data will be retained for a maximum period of 26 months following the date of collection.

Contact Data will be retained for a maximum period of 5 years following the date of collection.

Notification Data will be retained for a maximum period of 5 years following the date of collection.

Correspondence Data will be retained for a maximum period of 5 years following the date of collection.

Inquiry Data will be retained for a maximum period of 5 years following the date of collection.

GDPR Request Data will be retained for a maximum period of one (1) day after the request has been fulfilled.

Job Application Data will be retained for a minimum period of the job application process following the application date, and for a maximum period of 5 years following application rejection date. If the job applicant is successful, the data will be subject to the SmartSimple’s Human Resources Policy.

Health Data will be retained for a minimum period of (1) day post event date, and for a maximum period of 6 months following the date of collection.

5.4 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

6. Amendment

6.1 We may update this policy from time to time by publishing a new version on our website.

6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

6.3 We may notify you of changes to this policy by email or through a notification on this website.

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