This Privacy Policy explains what Smartoire Solutions Inc. (“Smartoire”, “we”, “us”) collects, why, who can see it, and how you can use your rights. It applies to smartoire.com, our consulting, implementation, managed and training services (including Cloudoire Academy), our store, and any integrations we operate with third-party platforms such as Meta (Facebook, Instagram, WhatsApp, and Messenger).
1. Information We Collect
Information you give us. When you contact us, request a consultation, enroll in training, place an order, or create an account, we collect details such as your name, email address, phone number, company name, job title, billing address, and the content of your messages and project requirements.
Payment information. Payment card data is processed directly by our payment processors and is never stored on our servers. We keep transaction records such as order details, amounts, and payment method identifiers.
Technical and usage data. We collect device information, IP address, browser type, pages visited, and interaction logs to operate, secure, and improve our website and services.
Information from Meta platforms. If you interact with us through Facebook, Instagram, WhatsApp, or Messenger, or sign in to one of our services with a Meta account, we may receive the information you choose to share and that Meta makes available to us with your permission. This can include your name, public profile information, profile picture, email address, page or account identifiers, and the messages you send us. We only request the permissions needed for the feature you use.
2. How We Use Your Information
We use your information to:
- Provide our cloud consulting, implementation, managed services, and training programs
- Respond to inquiries, schedule consultations, and provide customer support
- Process orders, payments, receipts, and service notifications
- Operate integrations you authorize, such as replying to messages you send us on Meta platforms
- Monitor and improve the performance and security of our services and troubleshoot issues
- Communicate about service updates and, where permitted, marketing you can opt out of
- Comply with legal, accounting, and regulatory obligations
Aggregated and de-identified data may be used for analytics and service improvement.
Data received from Meta is used only to provide the feature you authorized. We do not sell it, we do not use it for advertising or profiling, and we do not share it with data brokers. Our use complies with the Meta Platform Terms and Developer Policies.
3. Cookies and Tracking Technologies
We use essential cookies needed for the website to function (for example, to maintain your session and remember preferences) and analytics cookies to measure traffic and improve the user experience. You can control or disable cookies in your browser settings, though some features may not work properly without them.
4. Information Sharing and Disclosure
We do not sell your personal information. We share it only as follows:
- Service providers that host, secure, or operate our services on our behalf, such as cloud hosting and content delivery, email delivery, scheduling (Calendly), and payment processing. They may use the data only to provide services to us.
- Technology vendors and partners (such as Microsoft, Google Cloud, AWS, Apple, and Anthropic) when needed to deliver services, licenses, or support you requested.
- Certification bodies when needed to issue training certifications you enrolled in.
- Legal requirements: when required by law, court order, or government regulation, or when we believe in good faith that disclosure is necessary to protect the rights, safety, or property of our users or the public.
- With your consent for any other purpose.
5. Data Storage, Security, and International Transfers
We use encryption in transit (TLS/SSL) and at rest, and role-based access controls. Access to personal information is limited to authorized Smartoire personnel and service providers who need it for their work. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Smartoire is based in Canada. Our service providers may process data in Canada, the United States, and other countries. Where data is transferred internationally, we use appropriate safeguards as required by applicable law.
6. Data Retention
We keep personal information for as long as needed to provide our services or as long as your account is active. Transaction and financial records are kept for the period required for legal, accounting, and tax purposes, typically up to seven years. Data received from Meta platforms is kept only as long as needed for the feature you authorized, and is deleted when you disconnect the integration or request deletion. When data is no longer needed, we delete or anonymize it within a reasonable period, unless we must keep it for legal reasons.
7. Your Privacy Rights
Depending on where you live, you may have the right to access, correct, delete, or receive a portable copy of your personal information, to object to or restrict certain processing, to withdraw consent, and to opt out of marketing at any time.
Residents of Canada have rights under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. Residents of the European Union and United Kingdom have rights under the GDPR. Residents of certain US states have rights under applicable state laws.
To exercise these rights, email [email protected]. We will respond within the timeframe required by applicable law. We may need to verify your identity before responding. You may use an authorized agent, and we may ask for proof of their authority. We will not discriminate against you for exercising your privacy rights.
8. Data Deletion Instructions
You can ask us to delete your personal information at any time, including any data we received through Facebook, Instagram, WhatsApp, Messenger, or Meta login.
To request deletion:
- Email [email protected] with the subject line “Data Deletion Request”.
- Include the name and email address, phone number, or Meta account/page name associated with your data, so we can locate it.
- We will confirm receipt, verify the request, and delete your data within 30 days. We will email you once deletion is complete.
To remove our app’s access on Facebook: go to your Facebook Settings & privacy > Settings > Apps and Websites, select the Smartoire app, and choose Remove. You can also send us a deletion request as described above to remove data we already received.
Some records may be kept where the law requires it (for example, invoices for tax purposes). Those records are kept only for the required period and are not used for any other purpose.
9. Data Controller and Processor Roles
Smartoire acts as a data controller for personal data it collects directly from you to operate its website and services. When we process personal data on behalf of a client (for example, inside a client’s cloud environment during an implementation project), we act as a data processor and the client is the data controller. In that case, access is limited to what is necessary for the engagement and governed by our agreement with the client.
10. Data Breach Notification
We maintain an incident response plan. If a breach poses a risk to your rights, we will take reasonable steps to contain and investigate it, and notify the appropriate authorities and affected individuals where required by law, including under PIPEDA (as soon as feasible after determining a real risk of significant harm) and the GDPR (within 72 hours of becoming aware of a breach).
11. Business Transitions
If Smartoire is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction. We will notify you before your information is transferred to a new controller, and you may request deletion of your data before the transfer.
12. Email Communications and Marketing
We send transactional emails, such as order confirmations, receipts, and service notices, which you cannot opt out of while you use our services. You can opt out of marketing emails at any time with the unsubscribe link in each email or by contacting [email protected]. We do not share your email address with third parties for their own marketing.
13. Children’s Privacy
Our services are intended for businesses and professionals. They are not directed at children under 13 (or the minimum age in your jurisdiction), and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date and, where appropriate, notify you by email or a notice on our website before the change takes effect.
15. Contact Us
If you have questions, concerns, or requests about this Privacy Policy or your personal information, contact:
Smartoire Solutions Inc. Email: [email protected] Website: smartoire.com/contact
Trademarks
Facebook, Instagram, WhatsApp, Messenger, and Meta are trademarks of Meta Platforms, Inc. Other product names and brands are the property of their respective owners. Use of these names does not imply endorsement.