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Privacy Policy

(Last updated: July 19th, 2024) According to Canadian legislation, updated 2018-01-09, SmartOne.ai follows the 10 principles set out by the Personal Information Policy and Electronic Documents Act (PIPEDA, http://priv.gc.ca as well as laws set out by The Ministere du Travail, de l’emploi et de la solidarité sociale, LegisQuebec P39.1 Act Respecting the Protection of personal information in the private sector (https://www.legisquebec.gouv.qc.ca/en/document/cs/P-39.1):

The Guiding Principles of the SmartOne.ai Privacy Policy

    • Accountability
    • Purpose
    • Consent
    • Limiting collection
    • Limiting use, disclosure & retention
    • Accuracy
    • Safeguards
    • Openness
    • Individual access

Challenging complianceIf you have any questions or concerns about our Privacy Policy, or our collection, use and/or disclosure of your Personal Information, please contact Stephanie Quinn, SVP Marketing & Communications at: privacy@smartone.ai.

Accountability

SmartOne.ai™ Inc. complies with the 10 principles set out by the Personal Information Policy and Electronic Documents Act and the laws set out by the LegisQuebec P39.1 Act respecting the protection of personal information in the private sector.

SmartOne.ai protects all personal information held by the organization through its procedures & policies and security infrastructure. Personal client information is never transferred to a third party without specific consent of the client/partner/prospect.
SmartOne.ai is accountable to all stipulations included in its corporate privacy policy.

Purpose

To provide pricing/quote/statement of work (the client/partner/prospect) the following information is collected:
Contact name(s), company name, address, telephone, mobile, e-mail, web site, the contact(s) type of business (vertical/industry, use case that requires support), etc.
This information is used to ensure the proper processing of the quote(s)/pricing/SOW which leads to orders and efficient delivery of service(s) /solution(s) product(s) / technologie(s).
All information collected is transferred into SmartOne.ai corporate CRM/ERP system(s), whereby Sales/Marketing/Administration/Executive Management employees may view given information. Only admin users of the CRM/ERP and owners of the relationship are granted permissions to change client/partner/prospect information.

For marketing and sales purposes:
The marketing department regularly sends services / solutions / technology / product information, press releases, blogs, promotions, and other communications via email to clients/partners/prospects so that they are aware of events, promotions, services/solutions/technology/product or industry information that may be of benefit and/or interest.

SmartOne.ai always provides a means of “opting out” of the given marketing/media/content effort(s) from initial communication with the client/partner/prospect.

Client/partner/prospect are added to the SmartOne.ai list:

    • As soon as they request pricing/quote/statement of work
    • If they provide their information to SmartOne.ai through a trade show or event, in person or virtually (ex. Webinar)
    • If they have contacted us through www.smartone.ai via online form, email, or other
    • If they have been contacted or contact someone within the SmartOne.ai sales or marketing teams

As soon as client/partner/prospects are: provided with pricing/quoted/SOW, participate in an event or trade show, and/or submit a request online, they are made aware of their inclusion on the SmartOne.ai list.

Client/partner/prospect may register themselves into the SmartOne.ai data-base via various online resources, ex. SmartOne.ai online: forms, contact email, other. It is understood that upon submission of the request, the client/partner/prospect is choosing to opt-in to the SmartOne.ai database.

From this point on, all contact(s) made with the client/partner/prospect will have set-out methods of opting-out, providing feedback and access to the SmartOne.ai detailed privacy policy.

For Marketing purpose:
To inform client/partner/prospects, through various forms of marketing and communications, of new/existing services/solutions/technologies/products, brands, news, promotions and events in the AI and big data industries. The marketing department will only use personal information, provided by an individual to SmartOne.ai, for the purpose of receiving marketing literature/promotions/other, unless the client suggests otherwise and therefore provides consent. All personal information will be collected through email, Internet, telephone, mail.

Each SmartOne.ai Internet/email marketing campaign will contain:

    • SmartOne.ai privacy policy, and who to contact with questions
    • A way to opt-out of the marketing initiative
    • A way to correct personal information
    • A way to provide feedback

In signing quote(s)/SOW(s) the client/partner confirms his/her knowledge of our privacy policy and agrees to inclusion into our database. However after an initial email/other marketing communication, the client/partner can decide/choose to opt-out of the SmartOne.ai database.

Client/partner/prospect can opt-out of the marketing database at any time by contacting SmartOne.ai via email (privacy@smartone.ai).

Cookies and similar tracking technology
Both we and certain third parties may use cookies and similar technology to track your device’s browsing activity on our Sites. In this context, a “device” means a computer, phone, tablet, or similar device that you use to access the Internet.

Cookies are small data files that we or third parties may place on your device when you visit our Site to indicate that you have visited them. Cookies and similar tracking technology, such as pixels or web beacons (which also use cookie technology), may be used to enhance and personalize your browsing experience on our Site. For example, they allow us and third parties to track your device’s browsing activity on the Sites over the course of several sessions, including the websites your device accesses immediately before and after visiting our Sites, the average time spent on our Sites, the pages viewed on our Site, and other statistics about the use of our Sites. Through this technology, the Site can remember preferences associated with your device (for example, language settings) and facilitate your access to and use of the Site (for example, keeping your session active on our Sites). We may also use the information collected through this technology to monitor the performance of the Site, for systems administration purposes, and to report visitor browsing patterns to our consultants and other third parties in aggregated form (a form that does not enable any specific individual to be identified, and is thus not considered to be Personal Information). Cookies and similar tracking technology may also be used to propose advertisements on our Sites and on third-party sites that better match your interests and preferences, based on the record of your device’s browsing activity.

Consent

Consent occurs in the signing of the quote/SOW (filed by SmartOne.ai for proof of signature – Finance dept. & Sales Department included in the corporate CRM) in the case of new/existing clients/partners.

In the case of prospects, consent is obtained either online (in the case of press room sign up, completion of online forms, requests, outreach through any online form to the company from any of our client-facing emails/alias, etc.) or via telephone. In these instances, consent is tracked by SmartOne.ai’s Marketing dept.

In the event that a client/partner/prospect chooses to remove their name from the SmartOne.ai database (consent is withdrawn). At this point, the client.partner/prospect takes on the responsibility of not being made aware of promotions, new brand releases, new services/solutions/technologies, current/upcoming events, other promotions/communications that SmartOne.ai may be offering at any given time. It should be understood that in opting-out of the SmartOne.ai’s database, no marketing materials or campaigns will be communicated to the client/partner/prospect unless otherwise specified.

Limiting collection

SmartOne.ai will only collect information pertinent to the processing, delivery and support of their services/solutions/technologies/products. In the case of marketing materials, only information pertinent to the delivery and tracking of the marketing materials/campaign will be collected (as little as: name, company name, and email – as much as: name, company name, address, tel., email).

Limiting use, disclosure and retention

Personal information, pertaining to the client/partner/prospect will only be used in the following circumstances:

    • Proper delivery of service/solution/technology/product pricing, order processing and delivery.
    • Effective communication of events, promotions, promotional materials, catalogs/brochures/sale collateral, press releases, ads, other marketing content and or campaigns, etc.
    • To facilitate any other communication request to SmartOne.ai from the client/partner/prospect.

Disclosure of your information for legal reasons
In certain circumstances, it may be necessary for us to disclose your Personal Information to comply with legal obligations or to assert rights, as defined below. In all cases, we will limit disclosure to the extent reasonably necessary to satisfy the obligation or to assert the right. For example, we may be required to disclose your Personal Information to a government, regulatory, law enforcement or judicial body pursuant to a court order, warrant, subpoena or similar process. We may also disclose your Personal Information to an appropriate authority if we or such authority suspect that criminal conduct or potential criminal activity has occurred. This could be the case, for instance, if we suspect that fraud or a cyber crime has been committed, or if we or a third party have received threatening or malicious messages. We will generally only need to disclose your Personal Information for these purposes if you are involved in or affected by such an incident.

We may disclose your Personal Information in connection with the exercise of our legal rights, including, for example, sharing information with debt collection agencies if you fail to pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as statutory rights that we have under copyright law or tort law).

We may be required to disclose your Personal Information if we are involved in a dispute with you or a third party. For example, it may be necessary to disclose your Personal Information to resolve a dispute or in connection with any action related to compensation, mediation, arbitration or court resolution, or similar process.

Disclosure of your information as part of a major business transaction
We may share your information with an existing or prospective buyer or seller in connection with an actual or potential sale or acquisition of a business or assets by us, a merger or a similar event, all as required by law.

Cross-border transfers
Your Personal Information may be shared within SmartOne.ai or with our service providers, who may be located outside of your jurisdiction. As such, your Personal Information may be processed and stored in a jurisdiction other than your own and may be subject to access by or disclosure to foreign authorities under the laws of those jurisdictions.

How long do we retain your information?
We retain Personal Information only for as long as necessary to fulfill the purpose for which it was submitted, unless a longer retention period is required or permitted by law.

Accuracy

Client/partner/prospect information can be modified/updated at any time. Client/partner/prospect may request their own personal contact information to be revised/updated, as they would choose. If SmartOne.ai is contacted with a request to modify and/or change a client/partner/prospect personal/company information, all changes will be made within 2 business days of receipt of request.

In order for a client/partner/prospect to receive the listing of the information being held by SmartOne.ai, client/partner/prospect should contact SmartOne.ai via e-mail (privacy@smartone.ai) and SmartOne.ai will send the appropriate information as requested via email.

Safeguards

Within SmartOne.ai, client information is protected through various means:
Limited access to those who directly deal with client/partner/prospect accounts/projects.
The SmartOne.ai network infrastructure including firewalls, etc.

These two precautions will ensure that information is appropriately used and dispersed within the organization (SmartOne.ai) allowing for the efficient processing of orders, delivery of services/solutions/technologies/products and transfer of information.

Openness

At any time the client/partner/prospect may request a copy of the SmartOne.ai privacy policy. It is accessible on the SmartOne.ai website (www.smartone.ai) and can be shared with client/partner/prospect through any SmartOne.ai employee.

Client/partner/prospect will be made aware of the SmartOne privacy policy, as it is accessible through the corporate web site as well as detailed in all emailed communications.

Individual access

At any time, client/partner/prospects may request a copy of their personal information. Those individuals may only request their specified personal information kept on file by SmartOne.ai. Individuals, other than the individual who granted consent to be placed in the SmartOne.ai database, may not access the information of any other member of the database.

Challenging compliance

If, at any point, an individual feels SmartOne.ai has not fulfilled its responsibility in terms of personal privacy, formal complaints may be launched if required.

Your opinion matters
In order to continuously monitor and strengthen our privacy procedure, we have a Privacy Officer, who can be contacted at privacy@smartone.ai.
We welcome any suggestions regarding our Privacy Policy by email at privacy@smartone.ai or by post to: SmartOne.ai – 666 Saint Urban, Montreal, QC, Canada, H2S 3H1

Please make any communications as complete and descriptive as possible, and we will attempt to respond promptly to your concerns.

SmartOne.ai reserves the right to modify or supplement this Privacy Policy at any time. If we make material changes to this Privacy Policy, we will post a notice on our home page with a link to the updated Privacy Policy. Please read any such notice and the new policy statement.

Your continued use of the Sites following the posting of this notice will constitute your acceptance of the new terms. However, we will seek your consent if we want to use your Personal Information for purposes other than those previously agreed upon.