SmartDocs is committed to safeguarding your privacy and ensuring the security of your personal data. We uphold a commitment to transparency in our data practices, providing you with clear and concise information about data collection, usage, and protection.

Your control over personal data is respected, requiring explicit consent when necessary, and offering you the ability to manage your data preferences. Your data's security is paramount, with advanced security measures to prevent unauthorized access, alteration, or destruction. Our dedication to data accuracy ensures that your information is up-to-date and relevant for its intended purposes, with the option for you to request corrections.

We collect data for specific, legitimate reasons, always seeking your informed consent and avoiding excessive or irrelevant data collection. Data retention adheres to the minimum duration needed for the original purpose, unless mandated by law. You possess rights, including access, rectification, deletion, and processing restriction, all of which we respect and facilitate through a straightforward process.

Data is shared with third parties only when essential for our services or legally required, with a strong commitment to their privacy and security standards. Our ongoing commitment involves compliance with relevant data protection laws and regulations, subject to regular review and updates to ensure adherence to these standards. Your trust is of utmost importance to us, and we are dedicated to upholding these privacy commitments. If you have any questions or concerns regarding your data and privacy, please don't hesitate to contact us. Thank you for choosing SmartDocs

This policy applies to any personal information which SmartDocs may collect when you visit our website (https://www.smartdocs.ai), visit our office premises, during the process of prospecting, marketing, recruitment and exchanging information for the purpose of new business or expansion.  

This privacy policy also covers the type of personal information that we collect and what do we do with the information collected through various sources. This policy also describes the cookies being used at the website and about third parties’ use of cookies.  

This policy applies in both the capacities - where we are acting as a data processor – for the Quality & Digital Assurance services that we deliver to our existing and potential clients and also where we are acting as a Data controller with respect to the personal data of our website visitors, employees, email recipients and personal data collected from public sources; in other words, where we determine the purposes and means of the processing of that personal data.  

For visitors from the EU/EEA, please see the section below ‘Visitors from the EU/EEA’ for additional rights under the General Data Protection Regulation (GDPR) and Legal basis for processing Personal Data. 

This privacy policy does not apply to the practices of any legal entities or companies that SmartDocs does not control or own, or to any people that SmartDocs does not manage or employ. In this policy, “we”, “us” and “our” refers to SmartDocs. For more information about us, please visit https://www.smartdocs.ai.  

SmartDocs collects and processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our quality engineering and testing services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice. Reference to a data subject means a natural person whose personal data is processed by a data controller or a data processor.  

All the personal information mentioned in the table below is collected ‘directly’ (example - when you provide information to sign up for a newsletter, whitepaper, web resource or register to comment on a forum website) and ‘indirectly’ (example - through our website's technology or cookies) including third-parties such as public authorities, websites and social media and networking platforms, suppliers/vendors proving or selling legitimate personal data. It is completely up to you to decide before providing any personal information.  

We collect personal data of our clients, vendors/suppliers, prospects, website users, visitors (website and physical site), employees, candidates/potential employees, business contacts and shareholders. For any other specific data collection requirement not listed here and arising out of business requirements or required by law, we will issue the concerned individuals appropriate notice of the data to be collected and purpose for the same.   

Please refer the table below for the categories of personal data and associated details –  

If you provide us with personal information on behalf of another data subject (example – referral candidate, visiting cards or email addresses in marketing events, purchased databases) you would be considered responsible for ensuring that you have the data subject’s consent for sharing the information with us.  

We are also committed to protect the privacy of children aged 13 years or under (The UK has set this limit at age 13, but other Member States have set different age limits). 

Where point (a) of Article 6(1) applies (of the EU), in relation to the offer of information society services directly to a child, the processing of the personal data of a child shall be lawful where the child is at least 16 years old. Where the child is below the age of 16 years, such processing shall be lawful only if and to the extent that consent is given or authorized by the holder of parental responsibility over the child. 

Member States may provide by law for a lower age for those purposes provided that such a lower age is not below 13 years. 

In case you belong to this category, kindly get your parent/guardian’s consent/written permission to share any personal information with us. SmartDocs will not be liable for any unsolicited information provided by you. You consent to us using such information as per our privacy policy.   

Please refer the table below for the purposes related to your personal data and the legal basis –  

As per GDPR Article 6(1)(f) - Processing shall be lawful only if and to the extent that at least one of the following applies: 

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third-party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.  

While we consider legitimate interests as reasonable grounds to process your personal information, we also ensure that these legitimate interests are not overridden by your interests and rights or freedoms you have in relation to the processing activities. 

Where mandated by law, we will obtain your prior consent for processing your personal information for the purposes mentioned above based. Submitting consent through forms, emails or through website (example - “I agree”, “By continuing to use this website, you agree to our cookie & privacy policy”) shall be considered as your agreement to collect and process the Personal Information for the stated purpose.  

In the event of a medical emergency or authorized by law, we may use your personal information considering the following lawfulness of processing as per GDPR Article 6(1)(d) and 6(1)(e) -  

• 6(1)(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person 

• 6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller 

We do not generally seek to collect or process sensitive personal data also known as special categories (revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade-union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation) through this site. In the limited cases where we may seek to collect such data, we will do this in accordance with local data privacy law requirements. 

Special category or sensitive personal data: Where the information we process is special category data, for example our health data, the additional bases for processing that we rely on are: 

Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in employment and the safeguarding of your fundamental rights. 

Article 9(2)(c) to protect your vital interests or those of another person where you are incapable of giving your consent. 

Article 9(2)(h) for the purposes of preventative or occupational medicine and assessing your working capacity as an employee. 

Article 9(2)(f) for the establishment, exercise or defense of legal claims. 

• Article 9(2)(j) for archiving purposes in the public interest. 

SmartDocs requires this information to better understand the needs that you may have in terms of the services we offer and provide you with the better experience and services. We may also use this information for:    

Internal records for correspondence.    

Providing you with information you request, process online requests (job applications, resources) and for other purposes. 

Improve our service offerings and personalize your experience.  

Periodically sending promotional emails about new service offerings, webinars, technology events or any other information which we think you may find interesting using the email address which you have provided. 

Send information to you, including marketing communications relating to our business, which we think may be of interest to you by post, email, or other means.   

To send commercial e-mail to individuals or other companies with whom we want to develop or maintain a business relationship in accordance with applicable marketing laws. 

Contacting you for collection of feedback/surveys.   

Collected information is used to update, maintain and track the marketing/lead generation efforts in a Customer Relationship Management (CRM) tool/database.  

Any postings, comments or other content that you may post on our website or social media platforms. 

We may transfer personal data to our contracted service providers and advisors who may be located in other countries. Adequate data protection is provided before any such data transfers are made. 

Disclosing your personal data to third parties in the event that we sell or liquidate any part of our business or assets. 

We may share your personal data (including special category of personal data) with third parties for a specific purpose (example – prospecting, recruitment, background verification, insurance). Any personal data processing conducted by an external agent or entity (third-party service provider) on our behalf shall be evidenced by a valid written contract between the involved parties. Such contract shall specifically set out the subject matter and duration of the processing, the nature and purpose of the processing, the type of personal data and categories of data subjects, the obligations and rights of the company. 

International transfers of personal data may happen to countries outside the European Economic Area (“EEA”). SmartDocs does not have any global presence in other geographies outside the headquarter in Bangalore, India. Transfers to any of our global offices will be protected by appropriate safeguards included in our Terms of Contract for data processing agreed between SmartDocs and the other parties.  This transfer or a set of transfers of personal data to a third country or an international organization shall take place when the transfer is necessary for the performance of a contract between the data subject and the controller or the implementation of pre-contractual measures taken at the data subject's request. During this process UK/EU employee data also gets transferred or processed as part of legitimate interest to grow our business.  

SmartDocs formal compliance to ISO 27001 (Information Security Management Systems) ensures the adequacy of appropriate technical and organizational safeguards.  

SmartDocs uses and complies with the UK and European Commission-approved standard contractual clauses (“SCCs”) for the transfer of Personal Data from the EU/EEA to the United States or other countries that do not have equivalent privacy and data protection laws. We are responsible for processing such Personal Data we receive under the SCCs and for any subsequent onward transfer to a third-party who provides services to us and is acting as a representative on our behalf. 

We will retain your personal data only for as long as is necessary. 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. If you have an association with us, we will only keep the data while your association is active or for as long as needed to provide services to you and, as further needed for us to comply with our legal and contractual obligations.  

If you have elected to receive marketing communications from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest or received our content or services. We would also retain information derived from cookies and other tracking technologies for a reasonable period from the date such information was created/received. When the personal data that has been collected is no longer required, SmartDocs shall destroy or delete it in a secure manner in accordance with our information security policies and/or as per the official contract made with the other party. 

Compelled Disclosure – SmartDocs reserves the right to use or disclose the Personal Data we collect if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, employees, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process. 

SmartDocs respects data privacy and adopts best practice in compliance with applicable privacy law and regulations, including the UK DPA 2018 and EU General Data Protection Regulation (“GDPR”) and the California Consumer Privacy Act (“CCPA”). A cookie is a packet of information sent by a server to a World Wide Web browser and then sent back by the browser each time it accesses that server (source: Wikipedia). Cookies are text files containing small amounts of information which are downloaded to your computer or mobile device when you visit any website and allow the website to recognize your device. Cookies are used for authentication, tracking, and maintaining user-specific information and often contain a unique and anonymous identifier. Most web browsers automatically accept cookies, but you can change the settings in your browser to allow you to accept or decline cookies depending upon your preferences. 

We analyze your IP and browser information to determine what is most effective about our website, to help us identify ways to improve it and make it more effective. SmartDocs website does not usually refer to any other external website. In case where there is a reference to other website(s), SmartDocs privacy policy does not apply to those websites. You are requested to read the privacy policy of these websites to gain more information.   

By using our website, you agree that we can place cookies and other similar technologies on your device (including mobile devices) as explained in this Cookies policy. By continuing to use your mobile device to access this website, you agree that the following information may be collected: your unique device identifier, mobile device IP address, information about your device’s operating system, mobile carrier details and your location related information (to the extent permissible under applicable law). 

Why do we use cookies? – To ensure a better experience. Cookies do a lot of different things, such as navigating between different pages efficiently, remembering user preferences and helping us to ensure that content that is seen is more relevant to you and your interests.  

How do we use cookies – We use a Customer Relationship Management (CRM) platform to manage and track or ‘do not track’ cookies. 

Do we use cookies for marketing and analytics? – Yes. SmartDocs, based on the requirement, may use information collected from our cookies to identify user behavior and to serve content and offers based on your profile, and for the other related purposes. Some of the cookies we use don't collect information that identifies a visitor. For example - Performance cookies (refer below) and Targeting cookies (refer below) where you are not a registered user. In other cases, we can associate cookie information with an identifiable individual. For example – If we send you a targeted email which includes web beacons, cookies or similar technologies we will know whether you open, read, or delete the message; and when you click a link in a marketing e-mail you receive from us, we will also use a cookie to log what pages you view and what content you download from our websites, even if you are not registered at or signed into our site.  

• Type of cookies used –  

SmartDocs also uses “Session” cookies which are temporary and once you close the browser window, they are deleted from your device.  

Along with this SmartDocs also uses “Persistent” cookies which remain on your device for a longer period and are used by the website to recognize your device when you return. 

Strictly Necessary cookies – These cookies are essential in order to enable you to navigate around the site and use its features. Without these, services you have asked for cannot be provided and may result into a meagre user experience.  

Functionality cookies – These cookies allow a site to remember choices you make (such as your username or the region you are in) and provide more enhanced, personal features. These cookies cannot track your browsing activity on other websites. They don’t gather any information about you that could be used for advertising or remembering where you’ve been on the Internet outside our site. 

Performance cookies – These cookies collect information about your visit and use of this website, for instance which pages you visit the most often, and if you get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is anonymous and is only used to improve how this website works. 

Targeting cookies – These cookies are used to deliver content more relevant to you and your interests; and limit the number of times you see the same content; and also, to help measure the effectiveness of the advertising campaign, if any; and understand users’ behavior. They are usually placed on behalf of advertising networks with the site operator’s permission. They remember that you have visited a site and quite often they will be linked to site functionality provided by the other organization. SmartDocs does not use third-party advertising on our site, so we do not use these Targeting cookies for advertising but we use them for gathering analytics and intelligence about the site. 

Do we analyze personal data? – We SmartDocs, based on the requirement and as part of Social Engineering, may combine data from publicly available sources, and from our e-mail, website, and personal interactions with you (this includes information collected across our different sources). We combine this data to better assess your experience, to better offer and sell relevant goods and/or services and to perform the other activities described throughout our privacy policy. The legal basis for this processing and analysis is our legitimate interest for the proper administration and business growth.  

Do we use cookies from any third parties? – Some cookies we use are from third-party companies, such as Google Analytics, LinkedIn Analytics and through the Customer Relationship Management (CRM) tool to provide us with web analytics and intelligence about our sites. These companies use programming code to collect information about your interaction with our sites, such as the pages you visit, the links you click on and how long you are on our sites. This code is only active while you are active on our website. For more information on how these companies collect and use information on our behalf, please refer to their respective privacy policies. SmartDocs may use non-tracking cookie technologies such as web beacons (including conversion pixels) or other technologies for similar purposes as above and we may include these on our sites, in marketing e-mail messages or our newsletter, to determine whether messages have been opened and links clicked on. Web beacons do not place information on your device, but they may work in conjunction with cookies to monitor website activity. From time to time, we may receive Personal Data about you from third-party sources including partners with which we engage in joint marketing activities. 

Do we allow not to use cookies? – Possible to an extent. By using SmartDocs website you agree that we can place cookies on your device including mobile device. If you want to remove existing cookies from your device you can do this using your browser options. If you want to block future cookies being placed on your device you can change your browser settings to do this.  Please bear in mind that deleting and blocking cookies will have an impact on your user experience as parts of the site may no longer work or take more time than usual to load the required contents. Unless you have adjusted your browser settings to block cookies, our system will issue cookies as soon as you visit our site or click on a link in a targeted email that we have sent you, even if you have previously deleted our cookies. 

GDPR and Your EU Privacy Rights – The General Data Protection Regulation (“GDPR”), (Regulation (EU) 2016/679) created a few new rights for European Union residents and strengthened some existing data protection rights. To the extent that any cookie placed by SmartDocs or a third-party, as described above, can uniquely identify a device, or the person using that device, under GDPR, this falls under Personal Data.  Hence, the Privacy Policy and the ‘Visitors from the EU/EEA’ section may also apply to any such Personal Data collected from its Users. 

CCPA and Your California Privacy Rights – Similarly, the California Consumer Privacy Act (“CCPA”) created a few new rights for California consumers with for additional data protection. To the extent that any cookie placed by SmartDocs or a third-party, as described above, can uniquely identify a device, or the person using that device, under CCPA, this may be considered Personal Data. Hence, the Privacy Policy and the ‘Privacy statement for California residents’ section may also apply to any such Personal Data collected from its Users. 

Changes to Cookie Policy – SmartDocs reserves the right to amend/update this Cookie Policy from time to time, as need be. We will notify about such changes on the website, but you are also required to check the website periodically to review the current policy. 

We are not directly in the business of selling personal information, but there may be limited circumstances where we share personal information in a manner that may be a “sale” as defined under California law. The following definition are referred as per CCPA 1798.140 –  

 (o) (1) “Personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. Personal information includes, but is not limited to, the following if it identifies, relates to, describes, is reasonably capable of being associated with, or could be reasonably linked, directly or indirectly, with a particular consumer or household. 

(o) (2) “Personal information” does not include publicly available information. For purposes of this paragraph, “publicly available” means information that is lawfully made available from federal, state, or local government records. “Publicly available” does not mean biometric information collected by a business about a consumer without the consumer’s knowledge. 

(o) (3) “Personal information” does not include consumer information that is deidentified or aggregate consumer information.  

(t) (1) “Sell,” “selling,” “sale,” or “sold,” means selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, a consumer’s personal information by the business to another business or a third-party for monetary or other valuable consideration. 

This privacy notice enables you to request us to refrain from selling your personal information in accordance with California law. As a California resident, you have specific privacy rights under the California Consumer Privacy Act (CCPA). You may opt-out from any selling (as defined in “CCPA”) of your personal information by contacting us for ‘Do Not Sell My Personal Information (CCPA)’ via an email to [email protected]. Please note that this right is limited to only California residents and is not absolute. We reserve the necessary rights to question, ask to prove the identity and deny the request in the event of any suspicious or fraudulent opt-out requests.    

Note about the California Privacy Rights Act (CPRA) - In November 2020, California voters approved Proposition 24, the California Privacy Rights Act (CPRA), which sought to amend the CCPA. Some of the Attorney General’s responsibilities under the CCPA will transition over to the California Privacy Protection Agency created under CPRA. However, the Attorney General will retain the authority to go to court to enforce CPRA. Enforcement of CPRA will begin in 2023. A copy of the approved regulations can be found here. 

Visitors to our website(s) from the EU/EEA have additional rights under the General Data Protection Regulation (GDPR). 

Legal basis for processing Personal Data (EU/EEA visitors only) - If you are a visitor to our website(s) and are located in the European Union (“EU”)/European Economic Area (“EEA”), SmartDocs legal basis for collecting and using the Personal Data described in this policy will depend on the Personal Data concerned and the specific context in which we collect it. However, we will normally collect Personal Data from you only where we have your consent to do so (example – contact us form on the website), where we need the Personal Data to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. 

International Transfer of Personal Data – SmartDocs complies with the European Commission-approved standard contractual clauses (“SCCs”) for the transfer of Personal Data from the EU/EEA to the United States or other countries that do not have equivalent privacy and data protection laws. We are responsible for processing such Personal Data we receive under the SCCs and for any subsequent onward transfer to a third-party who provides services to us and is acting as a representative on our behalf. 

Updates to your Personal Data – You can request access, correction, updates, or deletion of your Personal Data. You can object to processing of your personal data, ask us to restrict processing of your personal data or request portability of your Personal data. If we have collected and process your Personal Data with consent, then you may withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Data conducted in reliance on lawful processing grounds other than consent.  

Contact us [email protected] if you wish to update your personal information.   

In case you have previously subscribed or agreed to us for sharing your personal information for direct marketing purposes, you may opt out the same anytime by writing an email to [email protected] 

To exercise any rights, for questions, concerns, or complaints or if you wish to contact our Data Protection Officer (DPO), you may also write to [email protected].  

SmartDocs may change this policy from time to time and the latest copy shall be made available at https://www.smartdocs.ai/privacy-policy.  Users of the policy are requested to occasionally visit the link provided for latest updates to ensure that they make themselves aware of any changes. You continue to agree with the updated privacy policy till you explicitly convey us about your disagreement.   

This policy was last updated on <>-Dec-2024.