Privacy

What this policy covers

 

The Smart PM is committed to protecting the privacy of the personal information of individuals and companies we deal with.

 

This privacy policy is intended to help you understand:

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• What information we collect about you

• How we use information we collect

• How we share information we collect

• How we store and secure information we collect

• How to access and control your information

• How we transfer information we collect internationally

• Other important privacy information

 

 

It does not apply to information collected by:

 

• Us offline or through any other means, including on any other website operated by Clients or any third party (including our affiliates and subsidiaries); or

• any third party (including our affiliates and subsidiaries), including through any application or content (including advertising) that may link to or be accessible from or on the Website.

 

 

When we refer to “TPS” “we,” or “us” in this policy, we mean The Smart PM which controls the information we collect when you use our website and services. The Smart PM offers project management, PMO, and Smartsheet consulting services, resources, and collaboration tools. 

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This Privacy Policy governs our data collection, processing and usage practices and describes your options regarding use, access and the ability to correct your personal information. By using the Website you are consenting to the data practices detailed in this Privacy Policy. 

 

What information we collect about you

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We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as described below.

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Information you provide to us

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We collect information about you that you input or upload to our website or Services or otherwise provide directly to us.

Account and Profile Information. We collect information about you when you sign up for an account, create or modify your profile information, set account preferences, and make purchases through our Services. For example, you provide your contact information and, in many cases, billing information when you sign up for our Services. You also have the option of adding a profile photo, and other contact details to your profile information to be displayed in our Services. We keep track of your preferences when you select these and other settings within our Services.

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Content that you provide through our Services.  We collect and store content that you post, send, receive and share via our Services. This content includes any information about you that you may choose to include. Content also includes any files and links you choose to upload to our Services. 

Content you provide through our websites. As indicated above, our Services also include websites owned or operated by us. We collect content that you choose to submit to these websites, including social media and networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features such as request forms, surveys, contests, promotions, sweepstakes, activities or events.

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Payment Information: We collect certain payment and billing information when you sign up and or subscribe to certain paid Services, such as credit card numbers, billing details, bank information and related personal information necessary to process payments as required by law. We use third party PCI-compliant service providers to process your billing transactions securely and to implement anti-fraud protection measures.

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Information we collect automatically when you use our Services

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We collect information about you when you use our Services, including browsing our websites or using and taking certain actions within our Services.

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Your use of our Services: We keep track of certain information about you when you visit and interact with any of our Services. This information may include the features you use; the type, size and filenames of attachments you upload to our Services frequently used search terms; and volume of support inquiries.

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Device and Connection Information: When you visit our Services, we may automatically collect navigational information about your browser or equipment, as well as browsing actions and usage patterns, including:

 

• Information      about your internet connection and computer, including IP address,      operating system and browser type. We may use your IP address and/or      country preference in order to approximate your location to provide you      with a better experience across our Services.

• Details of your      visits to our Services, including service usage data, internet traffic      data, location data and other navigational data.

 

The type and amount of this information we collect may depend on the type and settings of the device you use to access our Services.

Cookies and Other Tracking Technologies: Technologies we use for this automatic navigational data collection may include:

 

• Cookies. Your      browser may have settings enabling you to refuse to accept cookies. Our      Services will issue cookies when you visit them, unless you have adjusted      your own browser settings. We cannot guarantee our Services will be      fully accessible if you adjust your browser setting to refuse cookies.

• Web Beacons.      Several areas of our Services, including our 3rd party email providers,      may use web beacons (aka clear gifs. pixel tags and single-pixel gifs)      that enable us to track or count users to measure performance).

 

 

Information we receive from other sources

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We receive information about you from other users of our Services, from 3rd party Products, and from our business and channel partners.

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Other users of our Services: Other users of our Services may provide information about you when they submit content through our Services. For example, we receive your email address from other users when they choose to invite you to our Services. Similarly, your contact info might be added by a system administrator, or a team member may upload content about you.

Other Services you link to your account: When you or your administrator enable third-party apps or integrations, your information might be added or shared. For example, if you create an account or log into our Services using Google Apps marketplace, we receive your name and email address as permitted by your Google profile settings in order to authenticate you. Or you may authorize our Services to sync a Google calendar. Or, you or your administrator might integrate our Services with 3rd party Products, such as Adobe or Zapier, which may allow you to access, store, share and edit information from a third-party through our Services. The information we receive or transmit when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by you and that third-party service. It is recommended that you check the privacy policies and notices in any third-party Products you authorize to understand what data may be disclosed to us or shared via our Services.

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The Smart PM Partners: We work with third-party partners or vendors who provide consulting, training or other services around our Services. Some of these partners help us to promote and market our Services and/or resell our Services. Some might be advertising and market research partners who provide us with information about your interest in or engagement with our Services and online advertisements. We may receive information from these partners, such as contact and location data, company name, products you have purchased or may be interested in and any evaluation information you have provided.

 

How we use information we collect

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We collect different information depending on which Services you use, how you choose to use them, and any preferences you have communicated to us about how that information is used. Here are specific purposes in which we use information we collect about you:

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To deliver our Services to you: We use information we collect about you in order to provide our Services to you. This may include using your email address to authenticate you when you sign up and/or log in, to process billing transactions for your account, to deliver customer success, and to operate and maintain our Services. For example, within our platform, we use the name and picture you might provide to identify you to other users of the platform. We may also use your email domain to infer your affiliation with a particular organization or industry to personalize the content and experience on our websites.

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For customer support: We will use your information to resolve requests, to analyze and address technical issues you encounter, and to repair and optimize our Services for you.

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For service improvement, research and development: We always strive to improve our Services and find new ways to make them better for you. We use generalized data to understand how people use our Services, as well as feedback communicated directly to us. This might be in order to identify trends, usage patterns, to troubleshoot issues, and to make improvement of our Services We also test and evaluate Service speed and performance regularly to maintain optimum deliverability, as well as test and analyze new features or Services with some users in beta before delivering changes to all users.

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To communicate with you about our Services: In order to deliver our Services to you, we use your contact information in order to send transactional communications via email and within our Services. This may include in order to confirm a subscription purchase or change, to alert you when a subscription is expiring or being canceled, in order to provide customer support, and to communicate with you about technical updates, releases, administrative messages or security alerts. Depending on your alert or role and user settings, we send you email notifications when you or others interact on our Services. We also send you Services communications to help you onboard and engage with a particular Service in order to help you become more proficient in using that Service. These communications are part of our Services and in most cases, you cannot opt out of them. When an opt out is available, you will find that option (such as an unsubscribe link) within the communication itself or via your account or alerts settings.

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To market, promote, and drive engagement with our Services and Products: We use your contact information and data related to how you use our Services to send promotional communications that may be of specific interest to you, including by email and by displaying The Smart PM ads on other websites, platforms and applications, such as LinkedIn and Google. These communication mechanisms are used to promote engagement and to help you get the most out of our Services, and they may include news about new features, requests for reviews or feedback, survey requests, and informational email newsletters. We may also communicate with you about promotions, offers and contests. You can decide whether you want to receive these communications as described below under “Opt-out of communications.”

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For safety and security: As part of our security protocols, we use information about you and your Services in several different ways. We use information in order to verify your activity and transactions, to identify any violations of our Services terms of use, and to monitor suspicious or fraudulent activity.

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To protect our legitimate business interests and legal rights: Where it is required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, regulatory and audit functions, compliance, and required disclosures related to the sale, acquisition, or merger of a business.

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With your consent: For specific purposes not already listed above, we use information about you when you have given us explicit consent. For example, with your permission, we may publish customer reviews or testimonial videos in order to promote our Services on our websites.

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Legal bases for processing (for EEA users): For individuals located in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws, and depending on our Services you use, as well as how you use them. Therefore, we only collect and use your information:

 

• In order to deliver to you our Services including operating our Services providing      customer support, and to protect the security of our Services;

• In order to satisfy a legitimate interest (which is not overridden by your data      protection interests), such as to protect our legal rights and interests, or for research and development, or to promote and market our Services;

• When we need to process your information in order to comply with legal obligations; or,

• When you give us consent to do so for specific purposes.

 

Where we use your information because we or a third party (such as your employer) have a legitimate interest in order to do so, you have the right to object to such use, however this may mean no longer using our Services. When and if you consent to our use of your information for a specific purpose, you have the right to change your mind at any time, however, this will not impact any processing that has already occurred.

 

How we share information we collect

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We provide project management, PMO and Smartsheet Services. We are not in the business of selling your information to advertisers or other third parties. In order to deliver the best Services to you, we may share information through our Services with certain third parties in the following ways.

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Sharing with other users

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As part of our offering, we share certain information about you with other users.

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For collaboration: In our Services, you can create content in which you might choose to include information about yourself, as well as enable others to see, edit, share, collaborate copy and download, based on settings you or your account administrators have selected. Some of the features of our Services may also display all or some of your profile information to other users. 

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Community Sites: Our websites and social media or social networking sites such as LinkedIn Groups or Twitter, may offer publicly accessible blogs, community threads and forums. We do not have control over any information or content that is posted on those sites, and we refer you to their privacy policies. To request removal of your information from a publicly accessible website that is operated by us, please contact us via the information provided below. In some cases, we may not be able to remove your information, in which case we will let you know if that is the case and why.

 

Sharing with third parties

 

We share information with third parties in order to help us operate, deliver, integrate, improve, augment, customize, support and market our Services to you.

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Service Providers: In order to provide application and website development, hosting, virtual infrastructure, maintenance, backup, storage, payment processing, analytics and other related products and services we work with third party service providers that may require access or use of your information. Third party service providers must receive instruction from us to access your data and abide by the policies and procedures that are designed to protect your information.

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The Smart PM Partners: We may share your information with third parties we employ to provide technical, sales, support and consulting Services in order to implement and deliver customer solutions for our Services. Examples of how your information might be shared include Services that support billing and collections, product customizations and support functions.

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Third-Party apps: When you enable or integrate via Third Party Apps, you or your account administrator or even other Service users may give those apps access to your information, including your contact information, account information and any content you transmit or share via those apps. We do not control third-party app policies and procedures, and this privacy policy does not cover how third-party apps use your information. It is recommended that you review the privacy policies of third parties prior to enabling or using them in conjunction with our Services. If you have an objection as to how your information is being shared with these third parties, please disable or discontinue use of our Services.

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Links to Third-Party Sites: Your use of and any information you submit to any of third-party sites that might be linked to from our Services is governed by their privacy policies, not this one.

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Third-Party Widgets: Your interactions with certain widgets, browser extensions or social media features are governed by the privacy policy of the company providing it, though they may be hosted by the third party or directly on our Services.  An example is a “Like” on Facebook button which may collect your IP address or set cookies.

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With your consent: When you give us written consent to do so, we share information about you with third parties. An example might be to display written testimonials of customers on our website, which may include your name alongside the testimonial.

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In rare circumstances, we may share information about you with a third party if we believe it is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) protect the security or integrity of our Services, ( c ) enforce our policies, agreements and terms of service, (d) protect The Smart PM, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

 

Your California Privacy Rights

 

California Civil Code Section § 1798.83 permits users of our Website that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please message us via  Contact Us.

 

Data Security

 

We have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration and disclosure

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

 

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Website. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Website.

 

How we store and secure information we collect

 

Information storage and security

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We use data hosting service providers in the United States to host the information we collect. We also use technical measures to secure your data and implement safety measures designed to protect your information. However, due to the inherent nature of the Internet, and given that no security system is impenetrable, we cannot guarantee that data while stored on our systems, during transmission through the Internet or otherwise in our care, is absolutely safe from outside intrusion. We will respond to requests about this within a reasonable timeframe.

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How long we keep information

 

How long we keep information we collect about you depends on the type of information, as described in further detail below.

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Account information: We retain your account information until 90 days after you cancel your account, in order to assist customers with retrieving data after cancellation requests, which we process within 24 hours. After 90 days, your data is deleted from our servers. We retain some of your account information as required to comply with our legal obligations, to support business operations, to enforce agreements, to resolve disputes, and to continue to improve our Services. Where we retain information for Service improvement and development, we take steps to anonymize information, and we only use such information to uncover collective usage patterns and data insights about the use of our Services.

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Information you share on our Services: If your user login is deactivated or disabled, some of your information and the content you have provided on our Services will remain in order to allow other account users to make full use of our Services even when you have left. For example, we continue to display comments and content you provided to task discussions or on projects to retain operational integrity to those remaining on the account.

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Marketing information: We retain information delivered from cookies and other tracking technologies for a reasonable period of time from the date that information was created. If you elect to receive marketing emails from us, we retain information about your marketing preferences unless you specifically ask us to delete such information.

 

How to access and control your information

 

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations. We will respond to requests about this within a reasonable timeframe.

 

Your Choices:

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You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests. In many situations, you can exercise some of your choices by logging into our Services and managing your account settings. If some or all of your Services are administered for you by an administrator (see “Notice to End Users” below), you should contact your administrator to facilitate your requests. For all other requests and inquiries, you may contact us as provided in the Contact Us section below.

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Your request and choices may be limited in certain cases: Some limitations for requests may be limited, for example, if fulfilling your request would require revealing information about another person. Another example is if you request to delete information that we or your account administrator have compelling legitimate interests to keep or are permitted by law to have. In instances where you have asked us to share data with third parties, for example, by enabling an integration, you will need to direct your requests to those third-party service providers directly.

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Access and update your information: Our Services enable you to access and update certain information about you. As an example, from within the Service, you can access and update your profile information within your account settings including modifying content that contains information about you through the use the editing tools associated with that setting.

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Request that we stop using your information: In certain cases, you may request that we stop storing, accessing, using or otherwise processing your information where you believe we haven’t obtained the appropriate rights to do so. As an example, if you believe an account to the Service was created without your permission or you are no longer an active user, you can request that we delete your account as noted in this policy. In instances where you provided us with consent to use your information for a limited purpose, you can contact us to withdraw your consent, but this will not impact any processing that has already taken place prior to the withdrawal of consent. As indicated previously, if you have objections to information about how your information is being shared with a third-party app, please disable or discontinue use of the app or contact your administrator to facilitate the request on your behalf.  You also are able to opt-out of our use of your information for marketing purposes by contacting us with the information provided below. When you make any change of consent or information accessibility requests, we may require time to investigate and facilitate such requests. Any delays or disputes regarding our right to continue using your information, providing your account administrator does not object, will initiate a restriction of further use of your information until dispute is resolved or request is honored.

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Opt-out of communications: You may choose to opt out of receiving promotional communications from us by updating your email alerts settings within your Service, using the unsubscribe link within each email newsletter, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. These opt-out options do not apply to emails sent as fulfillment of our Services, as described above, as a result of a purchase or service experience, or other transactions initiated by you in relation to the Service.

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Tracking Technologies (Cookies) and Advertising: See section above on Cookies to learn how you can disable cookies via your web browser settings. Some browsers have incorporated

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Advertising: We may partner with third party ad networks to either display advertising on our Sites and/or to manage our advertising on other sites. Our ad network partners may use cookies and Web beacons to collect Navigational Data about your activities on this and other websites to provide you targeted advertising based upon your interests. If you want to not have this information used to serve you targeted ads, you may opt-out by clicking here: http://preferences.truste.com/ (in the European Union, you can click here: http://www.youronlinechoices.eu/). Please note this does not opt you out of being served advertising in general, and you may continue to receive generic ads. Additionally, you may be able to opt out of receiving personalized advertisements from other companies who are members of the Network Advertising Initiative or who subscribe to the Digital Advertising Alliance’s Self-Regulatory Principles for Online Behavioral Advertising. For more information about this practice and to understand your options, please visit: http://www.aboutads.info, http://optout.networkadvertising.org/ and http://www.youronlinechoices.eu.

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Promotional Offers from The Smart PM: We offer a newsletter where we advertise our Services, along with other general resource content to help you manage your career or grow your Smartsheet capabilities. On occasion, we partner with third party vendors to promote their goods and Products to you. To opt out of these offers, you can unsubscribe from the newsletter by clicking the “Unsubscribe” button at the bottom of the email newsletter.  You can also email us at info@thesmartpm.pro to be removed.

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​How we transfer information we collect internationally

 

International transfers of information we collect

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We take steps to protect your information, whenever we transfer it. For the purpose of providing you our Services we collect information globally and primarily store that information in the United States. Additionally, we transfer, process and store your information outside of your country of residence, to wherever we or our third-party service providers operate.

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International transfers within The Smart PM Companies: In order to facilitate our global Services operations, we transfer information to the United States and allow access to that information from countries in which The Smart PM and other The Smart PM affiliates have operations for the purposes described in this policy. Not all countries have equivalent privacy and data protection law. We make use of standard contractual data protection clauses whenever we share information about you within and among The Smart PM corporate affiliates, which have been approved by the European Commission, and we rely on the EU-U.S. and Swiss-U.S. Privacy Shield Framework to safeguard the transfer of information we collect from the European Economic Area and Switzerland. Please see our Privacy Shield notice below for more information or contact us as provided below.

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International transfers to third parties: Regarding third parties described in this privacy policy, which provide Products to us under contract, many are based in other countries that may not have the same privacy and data protection laws as the country in which you reside. When we share information of customers in the European Economic Area or Switzerland, we make use of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer. Please see our Privacy Shield Notice below.

 

Other important privacy information

 

Notice to End Users

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Our Services are intended both for personal and organizational use. Where Services are made accessible to you via an organization (such as your employer), that organization acts as the administrator of our Services and is as such responsible for the end-users and/or Services that it controls. We are not responsible for the security or privacy practices or policies of an administrator or their organization, which may differ from this policy. As your use of our Services is subject to your organization’s policies, if applicable, please refer any of your data privacy questions to your account administrator.

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It’s important to know that even when these Services are not presently administered to you by an organization, if you use a business email that is provided by an organization or are part of a team administered by an organization and you access our Services, then the administrator or the domain owner associated with your organization’s email address (e.g. your employer) may assert administrative control over your account and use of our Services at a later date, depending on the organization’s policies. You should inquire with your Administrator to understand whether you will be notified when this happens.

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Please contact your account administrator or refer to your organization’s policies for more information.

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Our policy towards children

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The Smart PM Services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children under 18. If we are made aware that a child under the age of 18 has provided us with personal information, we will take immediate action to delete such information. If you are aware that a child under the age of 18 has provided us with personal information, please contact us immediately as directed below, so that we can investigate the matter and take immediate action.

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Changes to our Privacy Policy

 

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on our Services homepages, login screens, or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We encourage you to review our privacy policy whenever you use our Services to stay informed about our information practices and the ways you can help protect your privacy.

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If you disagree with any changes to this privacy policy, you will need to stop using our Services and deactivate your account(s), as outlined above.

 

Contact Us

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Your information is held by The Smart PM. If you have questions or concerns about how your information is handled, please contact us as follows:

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The Smart PM
PO Box 44604
Phoenix, AZ 85064
E-Mail: info@thesmartpm.pro 

Last Modified: July 6, 2023