Privacy Policy

1. Information We Collect

1.1 Information You Provide to Us

When you create an account, use our services, or interact with Smart Connect, you provide us with information including:

• Account Information: Name, email address, phone number, company name, billing address, and payment information
• Profile Information: Business details, industry type, team member information, and preferences
• Content You Create: Websites, landing pages, forms, email campaigns, SMS messages, appointment data, CRM records, customer information, and any other content you create or upload through our platform
• Communications: Messages you send through our platform, support requests, and feedback
• Payment Information: Credit card details, billing information (processed securely through our payment processors)

1.2 Information We Collect Automatically

When you use Smart Connect, we automatically collect certain information:

• Usage Data: Features you use, pages you visit, actions you take, time spent, frequency of use
• Device Information: IP address, browser type, device type, operating system, unique device identifiers
• Location Data: Approximate geographic location based on IP address
• Cookies & Similar Technologies: We use cookies, web beacons, and similar tracking technologies to enhance your experience
• Performance Data: Platform performance metrics, error logs, system diagnostics

1.3 Information from Third Parties

• Integration Data: When you connect third-party services (calendar apps, email providers, payment processors), we receive data from those services
• Social Media: If you connect social media accounts, we may receive profile information
• Business Partners: Information from our business partners who refer customers or integrate with our platform

2. How We Use Your Information

Specifically, we use your information to:

2.1 Provide & Improve Our Services

• Operate and maintain the Smart Connect platform
• Process your transactions and manage your account
• Deliver customer support and respond to your requests
• Send you service updates, security alerts, and administrative messages
• Analyze usage patterns to improve features and user experience
• Develop new products and services
• Train and improve our AI models to deliver better automation

2.2 AI & Automation Features

• Power our AI assistant that answers calls, qualifies leads, and books appointments
• Enable automated follow-up texts, emails, and nurture campaigns
• Provide intelligent lead scoring and pipeline insights
• Generate personalized recommendations and insights
• Optimize automation workflows based on your business patterns

2.3 Communications

• Send you product updates, feature announcements, and educational content
• Respond to your inquiries and provide customer support
• Send marketing communications (you can opt-out anytime)
• Notify you about changes to our terms or policies

2.4 Security & Fraud Prevention

• Protect against unauthorized access, fraud, and abuse
• Verify your identity and authenticate access
• Monitor for suspicious activity and security threats
• Comply with legal obligations and enforce our terms

3. How We Share Your Information

3.1 With Your Consent

We share information when you explicitly authorize us to do so, such as:

• When you connect third-party integrations
• When you share content publicly or with specific individuals
• When you direct us to share data with your team members or clients

3.2 Service Providers

We work with trusted third-party vendors who help us operate our platform:

• Cloud Infrastructure: AWS, Google Cloud (data hosting and storage)
• Payment Processing: Stripe, PayPal (secure payment transactions)
• Email Delivery: SendGrid, AWS SES (transactional and marketing emails)
• SMS Services: Twilio (text message delivery)
• Analytics: Google Analytics, Mixpanel (usage analysis and optimization)
• Customer Support: Zendesk, Intercom (help desk and live chat)
• AI Services: OpenAI, Google AI (powering our AI features)

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

3.3 Legal Requirements

We may disclose information if required to do so by law or if we believe such action is necessary to:

• Comply with legal processes (subpoenas, court orders, government requests)
• Enforce our Terms of Service and investigate violations
• Protect the rights, property, or safety of Smart Connect, our users, or the public
• Prevent fraud, security issues, or technical problems

3.4 Business Transfers

If Smart Connect is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our platform before your information is transferred and becomes subject to a different privacy policy.

3.5 Aggregated & De-identified Data

We may share aggregated, de-identified, or anonymized data that cannot reasonably be used to identify you, such as:

• Industry benchmarks and usage statistics
• Research and analytics reports
• Marketing materials and case studies (with your explicit consent for case studies)

4. Data Security

4.1 Technical Safeguards

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access controls, multi-factor authentication, and strict authorization policies
• Infrastructure Security: Secure cloud hosting with AWS/Google Cloud, regular security audits, and penetration testing
• Network Security: Firewalls, intrusion detection systems, DDoS protection
• Monitoring: 24/7 security monitoring and automated threat detection

4.2 Organizational Safeguards

• Employee training on data privacy and security best practices
• Background checks for employees with access to sensitive data
• Strict confidentiality agreements and data access policies
• Incident response plan and regular security drills
• Regular third-party security assessments

4.3 Your Responsibility

You play a critical role in protecting your data:

• Use strong, unique passwords and enable two-factor authentication
• Keep your login credentials confidential
• Report any suspicious activity or security concerns immediately
• Review your account activity regularly
• Log out from shared devices

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy.

5.1 Retention Periods

Data Type	Retention Period
Account Information	Duration of active account + 90 days after closure
CRM & Customer Data	Duration of active account + 30 days after closure
Transaction Records	7 years (tax and legal compliance requirements)
Communications & Support	3 years after last interaction
Usage & Analytics Data	2 years
Marketing Communications	Until you opt-out or 3 years of inactivity

5.2 Data Deletion

When you close your account, we will:

• Delete or anonymize your personal data within 90 days
• Retain only what's legally required (financial records, fraud prevention)
• Provide you with an export of your data upon request before deletion

6. Your Rights & Choices

You have significant control over your information. Depending on your location, you may have the following rights:

6.1 Access & Portability

• Access: Request a copy of the personal data we hold about you
• Portability: Receive your data in a structured, machine-readable format
• Export: Download your data directly from your Smart Connect dashboard

6.2 Correction & Updates

• Update your account information directly in your dashboard
• Request corrections to inaccurate or incomplete data
• Modify your preferences and settings anytime

6.3 Deletion & Restriction

• Delete: Request deletion of your personal data (subject to legal retention requirements)
• Restrict: Request that we limit how we use your data
• Object: Object to certain processing activities (e.g., marketing)

6.4 Marketing Communications

• Opt-out of marketing emails via the unsubscribe link in any email
• Adjust email preferences in your account settings
• Note: You cannot opt-out of transactional emails (receipts, security alerts, service updates)

6.5 Cookies & Tracking

• Manage cookie preferences in your browser settings
• Opt-out of analytics tracking (may affect your experience)
• Use "Do Not Track" browser signals (we honor these requests)

6.6 How to Exercise Your Rights

To exercise any of these rights, you can:

• Access your account settings and update information directly
• Email us at [email protected]
• Contact our support team via live chat
• Submit a formal request through our Privacy Request Portal

We will respond to your request within 30 days and may require identity verification to protect your data.

7. International Data Transfers

Smart Connect operates globally, and your data may be transferred to and stored in countries outside your home country, including the United States.

7.1 Data Transfer Safeguards

When we transfer data internationally, we ensure adequate protection through:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Data Processing Agreements with all service providers
• Compliance with GDPR, CCPA, and other applicable data protection laws
• Equivalent security measures across all jurisdictions

8. Children's Privacy

Smart Connect is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16.

If we learn that we have collected information from a child under 16, we will:

• Delete that information immediately
• Terminate the account
• Notify the parent or guardian (if contact information is available)

If you believe we have information from or about a child under 16, please contact us immediately at [email protected].

9. Third-Party Links & Services

Smart Connect may contain links to third-party websites, services, or integrations. This Privacy Policy does not apply to those third parties.

We are not responsible for:

• The privacy practices of third-party services
• Content or activities on third-party websites
• Data collection by integrated services

However, we carefully vet all integration partners and require them to maintain strong data protection standards.

10. State-Specific Privacy Rights

10.1 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request details about the personal information we collect, use, and share
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of the "sale" or "sharing" of personal information (Note: We do not sell personal information)
• Right to Correct: Request correction of inaccurate personal information
• Right to Limit: Limit the use of sensitive personal information
• Right to Non-Discrimination: Exercise your rights without discriminatory treatment

California "Shine the Light" Law: You may request information about our disclosure of personal information to third parties for direct marketing purposes. Contact us at [email protected].

10.2 Virginia, Colorado, Connecticut, Utah Residents

If you reside in Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), or Utah (UCPA), you have similar rights to California residents, including rights to access, correct, delete, and opt-out of targeted advertising.

10.3 European Union & UK Residents (GDPR)

If you are in the EU or UK, you have rights under the General Data Protection Regulation (GDPR):

• Legal Basis for Processing: We process your data based on contract performance, legitimate interests, consent, and legal obligations
• Data Protection Officer: Contact our DPO at [email protected]
• Right to Lodge a Complaint: You can file a complaint with your local data protection authority
• Automated Decision-Making: You have the right to object to automated decisions that significantly affect you

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

11.1 How We Notify You

When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Send you an email notification to your registered email address
• Display a prominent notice on our platform
• For significant changes affecting your rights, request your consent where required by law

11.2 Your Continued Use

By continuing to use Smart Connect after we post changes, you accept the updated Privacy Policy. If you don't agree with the changes, you may close your account.

12. Contact Information

Privacy Inquiries:

• Email: [email protected]
• Support: [email protected]

Mailing Address:

Holistically Simple PMA
4701 Shore Dr. Ste.#103-440
Virginia Beach, VA. 23455 USA
Phone: +1 (757) 573-9818