PRIVACY POLICY

Last Updated: February 16, 2024

Thank you for visiting www.smartsignage.com (the “Site”)!

Are you thinking about data security and privacy?

For SmartSignage, it is important that you have confidence in allowing us to handle and store data about you, and that you are aware that we comply with data protection laws, including GDPR (the EU data protection regulation), which means that we respect your privacy and your right to control your personal data.

This Privacy Policy is designed to help you understand how SmartSignage collects, stores, uses, shares, and safeguards your personal information. We are also describing on what legal ground on which the processing is based and how long your data is kept.

We also describe how you can influence the processing by exercising your rights and provide you information about who you can talk to if you have questions about personal data processing and where you can turn if you are not satisfied with our processing.

SmartSignage is the data controller, and we are responsible for processing this data in compliance with applicable law. You must read and understand the privacy policy.

Please contact us if you have any questions. Contact details can be found at the end of this privacy policy.

By accessing or using the Site, you agree to the terms of this Privacy Policy.

Information Collection

1.1 What is personal data?

Personal data is data through which we can directly or indirectly identify you, We may collect personal information that you provide to us, such as your name, email address, phone number, and any other information you choose to share when contacting us through e-mail, calling, or filling in the support form.

1.2 What personal data do we process?

To facilitate the understanding of the personal data processed for the purposes set out below, we have divided them into descriptive categories. The categories are illustrative and may include more types of personal data than those mentioned below.

• Contact details, such as your name, address, email address, and telephone number.

• Contract and service data, such as information on which of our products and services you use, contract duration, cancellation period, and other contractual information.

• Payment and billing data, such as your billing address, payment terms, bank account details, and accounting information.

• Incident data, such as information about your contacts with our support in the form of e.g. emails, calls or filling in the support form on support issues, complaints and the like.

• Behavioral data, such as how you respond to our products and services and how you use our products, services, and websites.

• Device data, such as data about your computer, tablet, or phone, e.g. IP number, language and browser settings, time zone, operating system, platform, screen resolution, access time, and other data from cookies.

• Consent data, such as your attitude towards direct marketing.

• Communication data, such as your responses to market surveys.

2. Use of Information

For us to process your personal data, we must have an explicit and legitimate purpose for the processing. Personal data must not be processed in a way that is incompatible with the original purpose for which it was processed.

In addition, we must have a so-called legal basis for processing your personal data. Depending on the purpose, the processing may rely on different legal grounds.

2.1 Contracts

The processing of your personal data is necessary to enter or fulfill the contract with you, e.g. to collect information about you to identify you as a customer. It can be contact details, payment, and invoicing data.

Lawful basis: Performance of contracts

Time we keep the data: Contact information, contract information, and consent data are stored for as long as they are needed to fulfill the contract with you, but no longer than 24 months after the contract with you has ended. We store invoicing data for as long as required by accounting legislation.

2.2 Invoicing

To be able to invoice you, we process information about which products and services you have purchased. We further process your personal data to send reminders and take debt collection and/or legal action if this is necessary to enforce our right to receive payment. It can be billing details, contact details, and identifying information.

Lawful basis: Performance of contracts, legal obligation, and our legitimate interest. Our legitimate interest is to ensure that we receive payment under the contract with you.

Time we keep the data: We store the above data for as long as required by accounting legislation. Data relating to disputes or complaints are processed until the dispute or complaint is finally resolved.

2.3 Support

When you contact our customer service by filling out the support form, sending an email, or calling, we process personal data about you to help you use your services and to help you troubleshoot or handle your feedback. It can be contact information or for example data about your issue.

Lawful basis: Contract fulfillment and our legitimate interest. Our legitimate interest is in analyzing conversations or specific solved issues to improve our customer communication and our working methods so that we can offer you a better service.

Time we keep the data: History from your contacts with our support is deleted after a maximum of 30 months after we close the case.

2.4 Customer Surveys

To improve our service to you and our other customers, we send out an annual customer satisfaction survey. We may ask you for your view on our partnership, the solutions we have provided to you or similar.

Lawful basis: Our legitimate interest. Our legitimate interest in processing personal data in customer satisfaction surveys is that we need to collect your opinions to improve our services and be the best possible partner to you. It can be by, for example, contact and communication details.

Time we keep the data: We store the above data for a maximum of 12 months.

2.5 Newsletters or marketing messages

To provide you with information about new features on our digital signage platform, new ideas, inspiration or news or updates to our products and services, so that they work as well as possible, we sometimes send you a newsletter or message about this. Information we may collect to do this is contact details and contract details.

Lawful basis: Our legitimate interest. Our legitimate interest in informing you about new possible solutions, updates and inspiration is to keep you informed about our work.

Time we keep the data: We store the above data for a maximum of 12 months.

2.6 Development of products and services

To develop and improve our offers to you and other customers and to develop our business, internal processes, systems, and networks, we analyze data about the products and services you use. For example, we produce statistics on, among other things support issues and incidents. Information collected may be, for example, contact data, contract and service data, and case data.

Legal basis: Our legitimate interest and consent. Our legitimate interest is that we need to work systematically to develop our services, products, internal processes, systems, and networks to meet the long-term development needs of existing customers and the market. Our legitimate interest in processing data for statistical and analysis purposes is to enable us to monitor and develop our business in a good way.

Time we save the data: We save the data for as long as necessary to be able to make analyses or produce statistics for the purposes.

2.7 Cookies

We process the information created by the cookies set when you visit www.smartsignage.com, such as the length of your visit, the number of page views, the choices you make, and how you found it.

Your personal data is processed so that our customers and visitors can use the website in the manner intended by us and so that we can keep statistics. You have given your explicit consent to the processing. You can withdraw your consent at any time by clicking on the CookieBot icon on the Site.

It is important to note that if you withdraw your consent, there is a risk that we cannot continue to provide services to you in the same way as before.

Lawful basis: Legitimate interest. Our legitimate interest in processing your personal data is to give you a good user experience of smartsignage.com and our commercial interest in obtaining information about visitors to the Site. If you do not want to allow the storage of cookies on your computer, you can set this in your browser.

Time we save the data: How long we process your personal data varies depending on the cookie set in your browser. Read more in our Cookie Policy.

Read more about what cookies we are using, why, and for how long we store the data in our Cookie Policy.

3. Sharing of Information

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as described in this Privacy Policy or as required by law.

In some situations, we share your personal data with others. Below we describe when and why we do this. We would like to emphasize that we never disclose your personal data unless this is necessary for us to carry out any of the processing operations listed above, for which we have a legitimate purpose and a legal basis.

3.1 Suppliers and partners

We use suppliers and partners to install, implement, and develop our products and services such as service technicians, electricians, and installers. We also have lead generation partners and customer service providers who help us with sales and customer relations.

When we use suppliers who process personal data on our behalf, we always sign a data processing agreement with the supplier. The data processing agreements state that the supplier (data processor) may only process personal data for purposes that we determine and on specific instructions from us. Our suppliers may not do anything with your personal data that we have not expressly instructed them to do. We also require the supplier’s handling of personal data to be secure and correct.

3.2 Transfer to suppliers in third countries

Sometimes we need to transfer your personal data to suppliers who have all or part of their operations outside the EU/EEA, known as “third countries”. This is followed by where are customers have implemented their solutions and we need to install, implement, or handle issues about their digital signage solution we have provided. Another reason may be that we want to be able to offer you service more hours of the day.

We do not use suppliers in third countries unless the country has an adequate level of protection, or we have taken appropriate safeguards for the transfer in accordance with the requirements of the GDPR. We always ensure that the provider enters a contract with us where they commit to comply with the provisions approved by the European Commission regarding the protection of personal data.

4. Security

We take reasonable measures to protect your personal information from unauthorized access or disclosure. However, no data transmission over the internet or method of electronic storage is completely secure, so we cannot guarantee absolute security.

5. Links to Third-Party Websites

The Site may contain links to third-party websites. Please note that we cannot be held responsible for the privacy policies or content of any third-party websites. We encourage you to review the privacy policies of these sites before providing them with any personal information.

6. Your Rights

You have the right to receive information on how we process your personal data. Such information is provided in this privacy policy. If you have further questions about our processing of personal data, you are welcome to contact us. You can find contact details at the bottom of the policy.

In addition to your right to information, you also have other rights in relation to your personal data. For example, you can influence our processing by requesting an extract, correction, deletion, and restriction. You also have the right to object to certain processing that we carry out and request your personal data or request that it be moved.

You can read more about each right below.

6.1 Right of access

You have the right to receive, free of charge, information about what personal data about you we process (a so-called register extract). Since it is important that we do not disclose your personal data to anyone else, a request for a register extract must be made in writing and signed by you. The request must also be accompanied by a copy of a valid ID document signed by you.

When submitting your request, it is advisable to specifically state which data you are interested in, such as contractual documents, customer service notes, chat history or similar. This way, we can provide you with the information that is most relevant to you.

If you send multiple requests for register extracts, we may charge a fee. The extract will be sent to you within 30 days of receiving your request. If the extract is so extensive that we need more time, or if for some reason we cannot fulfill your request, we will notify you.

To request a register extract, please send us a letter stating the data you are interested in, your name and personal identification number, your address, and a signed copy of a valid ID document. The postal address to send the request is indicated under “Contact” at the bottom of this privacy policy. The register extract will be sent through e-mail.

6.2 Right to rectification

It is our responsibility to ensure that the personal data we process is correct and relevant. We therefore systematically maintain our registers and update address details and similar information about you so that we always have the correct information. If you notice that the information, we have about you is incorrect or if we are missing important information, you have the right to have your data corrected. We are grateful to you for helping us with this.

Contact us on the e-mail at the bottom of this policy if you want to have your data corrected.

6.3 Right to erasure

We save your customer data as long as you are a customer with us. Once the agreement between us has ended, it will be deleted (or anonymized) within 24 months, except where we are required by law to save it for a longer period (e.g. under the Accounting Act).

You have the right to request that we erase personal data in the following situations:

• If the personal data is no longer necessary for the purposes for which it was collected and for which we process it.

• If we process personal data based on your consent and you withdraw it.

• Where we process personal data for direct marketing purposes and you object to the continued processing of your personal data for this purpose.

• If we process personal data based on a balance of interests, there are no legitimate reasons that outweigh your interest.

As we mustn’t delete the wrong person’s data, a deletion request must be made in writing and signed by you. The request must also include your name and personal identification number, your address, and a copy of a valid ID document signed by you. The postal address to which to send the request is indicated under “Contact” at the bottom of this privacy policy.

When we receive your request, we will assess whether there are grounds to erase your personal data and we will notify you of our assessment. If we delete your data at your request, we will inform any suppliers and partners to whom we have disclosed the data that the data has been deleted.

6.4 Right to restriction of processing

In certain cases, you have the right to demand that the processing of your personal data by us be restricted. Restriction means that the personal data will be marked so that in the future they may only be processed for certain limited purposes.

The right to restriction applies, for example, if you believe that the personal data is incorrect and have requested correction. In such cases, you can also request that our processing of your personal data be restricted while the accuracy of the personal data is being investigated.

As we mustn’t restrict the processing of the wrong person’s data, a request for restriction must be made in writing and signed by you. The request must be accompanied by your social security number, your name, and a signed copy of a valid ID document. The postal address for sending the request is indicated under “Contact” at the bottom of this privacy policy.

6.5 Right to object

You have the right to object to the processing of your personal data that we do based on our legitimate interest. In that case, you need to specify in writing which processing you object to. In the event of such an objection, we may only continue processing if we can demonstrate that there are compelling legitimate grounds for processing the personal data that outweigh your interests.

If your personal data is processed for direct marketing purposes, you always have the right to object to the processing at any time.

As we need to know that we are communicating with the right person, we ask you to make your objection in writing and to sign it. The request should be accompanied by your social security number, your name and a signed copy of a valid ID document. The postal address for sending the request is given under “Contact” at the bottom of this privacy policy.

6.6 Right to withdraw consent

In most cases, we do not base the processing of your personal data on your consent. However, to the extent that we process your personal data based on consent, you always have the right to withdraw it at any time. The withdrawal of the consent does not affect the lawfulness of the processing based on the consent before it was withdrawn.

7. Complaints

If you believe that we are processing your personal data in breach of applicable privacy rules, you should notify us as soon as possible.

8. Contact details and data collector

If you have questions, or concerns or wish to contact us to exercise your rights, please post your request according to the respective instructions above to the following address:

Data collector: SmartSignage

E-mail: info@smartsignage.com

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The date of the latest revision will be indicated at the top of the page.

10. Other information

As an employee of SmartSignage, you can read more about how your personal data is processed on our intranet.