Privacybeleid - Smartbooks.ai

Smartbooks AI B.V. (“Smartbooks ”, “we”, “us” or “our”) wants to inform you about the ways we process your personal data. In this Privacy & Cookie Notice we explain what personal data we collect, use and disclose.

Personal data means any data relating to an individual who can be identified, directly or indirectly, based on that information. This may include information such as names, contact details, (online) identification data, online identifiers or other characteristics specific to that individual.

This Privacy & Cookie Notice applies when you visit our websites or events, or use our solutions and other services, that refer or display a 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, or collected by, Smartbooks via our webpage is controlled by Smartbooks AI B.V. a company incorporated under the laws of the Netherlands, with its registered address at Joop Geesinkweg 901 – 999, 1114 AB Amsterdam-Duivendrecht, the Netherlands, registered with the Chamber of Commerce under number 89636171.

If you wish to contact us in relation to questions regarding your personal data, we refer you to the ‘HOW YOU CAN CONTACT US’ section below.

What personal data do we collect?

The type of personal data we collect depends on your relationship with us and the Services we deliver to you. To that end, 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 employment or education information;
Account Credentials, such as, passwords and other security information for authentication and access;
Financial Information, such as, bank account, credit and debit card numbers for processing of payments;
Usage information, such as, behavioural information about how you navigate within our Services and which elements of our Services you use the most and information regarding the products and/or services you wish to order, wish list, preferences, interest, etc.;
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 photographs, video, or audio recordings if you attend our events or leave us a message;
Any other information shared by you through our websites, apps, web shops and other products and services.

How we collect personal data

We may collect personal data from the following sources:

Direct interactions, such as when you register for our Services or make a purchase;
Data from third parties, such as information on third-party websites or other information you may have made publicly available, or information provided by third party sources, including but not limited to government entities and data resellers;
Automated tracking technologies, such as information automatically collected about your interaction with our Services and websites using various technologies such as cookies, web logs, beacons and internet tags.

How we use your personal data

The personal data is used for the purposes for which it has been collected and might be further used for statutory or other legitimate purposes only. As an example, if you make use of our service contact form on our website, we will use the information you provided in the first place to respond to your service request. We might further use that information to improve the quality of our customer service process.

Lawfulness of the processing is one of the main principles relating to the processing of your personal data. We process personal data if necessary for the performance of a contract, or in order to take steps prior to entering into a contract, for purposes of our legitimate interests, if processing is necessary for compliance with a legal obligation or with your given consent.

Our processing purposes include:

Registering users in Smartbooks;
Answering data requests;
Administering licences, invoicing and reminders;
Answering user questions via our support platform;
Notifying users of changes to our products and services;
Inviting users to events and training related to our products and services;
Other general business support purposes, including but not limited to human resource management, procurement, financial and fiscal management, risk and compliance management, and external reporting.

Sharing Your Personal data

To be able to provide you the best possible Services and further our business operations, we may share certain information internally or with selected third parties. There might also be a certain statutory or legal obligation that we believe in good faith requires us to disclose your personal data externally. Parties we might share data with include:

our service providers, e.g. for managing or hosting services and/or underpinning technology for the Services we are providing;
organisations involved in business transfers, e.g. to a purchaser or successor entity in the event of a sale or any other corporate transaction involving some or all of our business;
other parties, e.g. as needed for external audits, compliance, risk management, corporate development and/or corporate governance related matters; or
governmental authorities and regulators, as required under the applicable law.

Whenever we share personal data internally or with third parties, including international transfers, we have appropriate safeguards in place in accordance with the applicable data protection laws, including applicable EU Model clauses. As required under the applicable law, third parties are required to use appropriate safeguards to protect personal data, and they can only access the personal data that is necessary for performing their specific tasks.

Smartbooks’ use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements.

We do not share any user data with third-party tools, including AI models.

How long do we keep your personal data?

Your personal data will be processed to the extent necessary for the performance of our obligations, and for the time necessary to achieve the purposes for which the information is collected, in accordance with our data retention policies and the applicable data protection laws. When we no longer need your personal data, we will take all reasonable steps to remove it from our systems and records or take steps to properly anonymize it so that you can no longer be identified from it.

How we protect your personal data

To ensure an appropriate level of security, we have implemented state of the art technical and organizational security measures, taking into account the costs, nature, scope, context and purposes of processing as well as the privacy risks. In particular, we limit access to personal data by our employees, business partners, service providers and third-party service providers to a ‘need-to-know’ basis.

What are your rights?

As a global organization, we operate in different jurisdictions with varying obligations and which grant individuals differing levels of protection in relation to the processing of personal data. We will honour your rights under the applicable law. To the extent provided under your local data protection laws, including the European data protection laws as applicable, your rights may include the following:

Right of access: the right to get an overview of your personal data that we process.
Right to rectification: if your personal data is inaccurate or incomplete, the right to ask us to rectify or complete your personal data.
Right to erasure: the right to request that we delete your personal data to the extent permitted by the applicable law. In certain circumstances, it may not be possible for us to accept your request; for example, when the processing is necessary to comply with a legal obligation, or if the processing is necessary for the performance of a contract. In some cases, your personal data is necessary in order to provide the Services and if you do not provide such information to us then you may be precluded from accessing and using the Services or using certain Services features.
Right to data portability: the right to ask us to transfer your personal data directly to you. This applies to certain personal data if processed by automated means and with your consent, or based on a contract you have with us. On your request, and where technically feasible, we will transfer your personal data to another party of your choice.
Right to restrict processing: the right to request that we restrict or stop the processing of your personal data held by us for a certain period of time, or for an indefinite period. In certain circumstances, it may not be possible for us to accept your request; for example, when the processing is necessary to comply with a legal obligation, or if we can demonstrate compelling legitimate grounds otherwise.
Right to object: the right to object to the processing of your personal data. The reasons for an objection should relate to your particular situation, and be related to processing based on the legitimate interest condition. We will then no longer process the personal data, unless we can demonstrate compelling reasons otherwise. In certain circumstances, you have the unconditional right to object; for instance, in the context of direct marketing activities.
Withdrawal of consent: the right to withdraw your consent to the processing of your personal data at any time; for instance, after you consented to us keeping you informed about our Services, you have the right to withdraw this consent at any time. Withdrawal of your consent will not affect the lawfulness of the processing of your personal data prior to the withdrawal.

To exercise your rights (if applicable) and/or for any other questions about the handling of your personal data, we refer you to the ‘HOW YOU CAN CONTACT US‘ section below. If you feel we are unresponsive or disagree with our data privacy practices, you can also file a complaint with your local Data Protection Authority (link).

The use of Cookies

We use Cookies to optimize our websites and analyse website traffic. On occasion, if we have obtained your informed consent in advance, we may use third party cookies, notably social media plugins, to enable you to share ideas and information related to us instantly and for our own marketing purposes.

Cookies or similar techniques (referred to collectively as “Cookies”) are small text files or pixels, which might be stored on your computer or mobile device. Cookies may be necessary to facilitate website browsing and making it more user-friendly. Cookies may also collect information to analyse personal browsing behaviour.

We may use Cookies belonging to one of the four categories listed below. Our website cookie banner facilitates you to manage your preferences for the non-mandatory cookie categories. The banner will also provide an overview of all cookies used under the categories.

Necessary Cookies – these mandatory Cookies are needed for our websites to function properly.

Functional Cookies – these Cookies add additional functionality to our websites.

Performance Cookies – these Cookies support analytic services that help us to improve our website’s functionality and user experience.

Interest Cookies – these Cookies can be applied to collect insights, to issue personalized content and advertising on our own and other websites.

Links To Other Websites

Our websites may contain links to other Smartbooks or third-party websites, which may have privacy & cookie notices that differ from ours. We are not responsible for the collection, processing or disclosure of personal data collected through such other websites.

We are also not responsible for any information or content contained on such websites. Links to other websites are provided solely for convenience. Your usage and browsing on any such website is subject to that website’s own policies. Please review the privacy notices posted on other websites that you may access through our websites.

Smartbooks may provide you with additional or different privacy notices, in specific instances, on how your personal data is collected and used for a specific Service.

How You Can Contact Us

If you have any questions about how we process your personal data or if you want to exercise one of your rights, you can us by info@smartbooks.ai and/or +31 85 401 22 87.

If you feel we are unresponsive or disagree with our data privacy practices, you also have a right, depending on applicable law, to file a complaint with your local Data Protection Authority (link).

In response to a request, we might ask you to verify your identity if needed, and to provide information that helps us to understand your request better. If we do not grant your request, whether in whole or in part, we will explain why.

UPDATES TO THIS NOTICE

From time to time we may update this Privacy & Cookie Notice or any other specific privacy statement. When making changes to this Privacy & Cookie Notice, we will add a new date to this Privacy Statement. This version is effective per November 27, 2023.