Smartbooks AI B.V. ("Smartbooks", "we", "us" or "our") wants to inform you about the way we process your personal data. In this Privacy & Cookie Notice we explain which personal data we collect, use and share.
Personal data means any information relating to a person who can be directly or indirectly identified on the basis of that information. This may include information such as names, contact details, (online) identifiers or other characteristics specific to that person.
This Privacy & Cookie Notice applies when you visit our websites or events, or use our solutions and other services that refer or link to this notice ("Services"). This Privacy & Cookie Notice may be supplemented or replaced by additional privacy statements or terms provided to you from time to time.
Who we are
Personal data provided to Smartbooks or collected by Smartbooks via our website is controlled by Smartbooks AI B.V., a company incorporated under Dutch law, with its registered office at Haarlemmerweg 331A, 1051 LH Amsterdam, the Netherlands, registered with the Dutch Chamber of Commerce under number 89636171.
For questions about your personal data, please refer to the section "How to contact us" below.
What personal data do we collect?
The type of personal data we collect depends on your relationship with us and the Services we provide to you. We may collect the following personal data about you:
- Name and contact details, such as first and last name, email address, postal address, telephone number;
- Work-related information, such as job title and other information about work or education;
- Account details, such as passwords and other security information for authentication and access;
- Financial information, such as bank account, credit and debit card numbers for processing payments;
- Usage information, such as behavioural information about how you navigate our Services;
- Computer, device and connection information, such as IP address, browser type and version, and location;
- Audio and visual information, such as your voice and image as captured in photos, video or audio recordings;
- Any other information shared by you via our websites, apps, webshops and other products and services.
How we collect personal data
- Direct interactions, such as when you register for our Services or make a purchase;
- Third-party data, such as information from third-party websites or other information you have made public;
- Automated tracking technologies, such as information automatically collected about your interaction with our Services through cookies, web logs, beacons and internet tags.
How we use your personal data
Personal data is used for the purposes for which it was collected and may only be further used for legal or other legitimate purposes. We process personal data when necessary for the performance of a contract, for our legitimate interests, to comply with a legal obligation, or with your given consent.
Our processing purposes include:
- Registering users in Smartbooks;
- Responding to data requests;
- Managing licences, invoicing and reminders;
- Answering user questions through our support platform;
- Informing users about changes to our products and services;
- Inviting users to events and trainings;
- Other general business support purposes, including HR, procurement, financial and tax management, risk and compliance management, and external reporting.
Sharing your personal data
To provide you with the best possible Services, we may share certain information internally or with selected third parties. Parties with whom we may share data include:
- our service providers, e.g. for managing or hosting services;
- organisations involved in business transfers;
- other parties, e.g. for external audits, compliance and risk management;
- governments and regulators, as required under applicable law.
Smartbooks' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not share user data with third-party tools, including AI models.
How long do we retain your personal data?
Your personal data is processed to the extent necessary for the performance of our obligations, and for the time necessary to achieve the purposes for which the information was collected, in accordance with our data retention policy and applicable data protection legislation.
How we protect your personal data
To ensure an appropriate level of security, we have implemented advanced technical and organisational security measures. In particular, we limit access to personal data on a need-to-know basis.
What are your rights?
- Right of access: the right to obtain an overview of your personal data we process.
- Right to rectification: the right to ask us to correct inaccurate or incomplete data.
- Right to erasure: the right to request that we delete your personal data to the extent permitted by law.
- Right to data portability: the right to ask us to transfer your personal data directly to you.
- Right to restriction of processing: the right to request that we restrict or stop processing your personal data.
- Right to object: the right to object to the processing of your personal data.
- Withdrawal of consent: the right to withdraw your consent for processing at any time.
The use of cookies
We use cookies to optimise our websites and to analyse website traffic. Sometimes, after your explicit consent, we use third-party cookies for marketing and social media purposes.
See our Cookie Policy for more details.
Links to other websites
Our websites may contain links to other Smartbooks or third-party websites, which may have privacy and cookie statements that differ from ours. We are not responsible for the collection, processing or disclosure of personal data via such websites.
How to contact us
For questions about the processing of your personal data or to exercise any of your rights, you can contact us at info@smartbooks.ai or +31 85 303 9670.
If you believe we are not responding adequately or you disagree with our privacy practices, you have the right to lodge a complaint with the Dutch Data Protection Authority.
Changes to this notice
From time to time we may update this Privacy & Cookie Notice. When changes are made, we will add a new date to this statement.
© Smartbooks AI B.V., version 1.5, November 2023.