Privacy policy

Last update: Feb 17, 2024

Introduction and scope

Smart Symbols is the name of the product built by Smart Symbols BV. This Privacy Statement applies to the website www.smartsymbols.com (the "Website"), and product, software and platform (the "Platform"), owned, operated and provided by Smart Symbols BV, with registered office at Stationsstraat 11, 8880 Ledegem, Belgium.

Privacy Officer

Smart Symbols BV has appointed a Privacy Officer who is responsible for overseeing questions in relation to this Privacy Statement. If you have any questions about this Privacy Statement, including any requests to exercise your legal rights, please contact the Privacy Officer via email: [email protected]

Personal Information Collection and Use

Smart Symbols collects and processes personal information about you when you visit the Website, use the Platform, or when you contact us. This information is collected and processed for the purposes of providing you with the services you have requested, and to improve the Website and Platform. The type of information being collected and the purpose is described in the table below.

Website:

Category	Examples	Purpose
Contact information	name, email address, phone number, school name and address	Collected to provide prospects and customers with services
Profession	job title	Collected to provide prospects and customers with services
History and logs	browsing behaviour, link source information, source information, date and time of visiting the Website pages	Collected to ensure the proper functioning of the Website and to facilitate analysis and improvements.
Technical information	IP address, browser type, operating system, device type	Collected to ensure the proper functioning of the Website and to facilitate analysis and improvements.

Platform:

Category	Examples	Purpose
Profile information	name, email address, avatar	Used for identification
History and logs	browsing behaviour, date and time of visiting the Platform pages	Collected to ensure the proper functioning of the Platform and to facilitate analysis and improvements.
Technical information	IP address, browser type, operating system, device type	Collected to ensure the proper functioning of the Platform and to facilitate analysis and improvements.

When you sign in with Google / Microsoft for the first time, you will be asked to share a minimum of personal information from your Google / Microsoft account in order for Smart Symbols to be able to complete your Smart Symbols user profile. This data is used merely for identification purposes. Signing in with Google helps you share data safely.

We do not sell your personal information to third parties.

Cookies & Tracking Technologies

The Smart Symbols Website uses analytics software that tracks website usage of visitors without the use of cookies. We don’t collect personal information about our visitors, and nothing we do collect can be tied to a specific person or be used to track someone across several sites.

The Platform uses analytics software that tracks the use of product features and functionalities, allowing Smart Symbols to further improve the Platform. No personal information is collected by or sent to this analytics software.

Sharing Information with 3rd Parties

We may share your personal information with third parties who provide services to us, such as hosting providers, email service providers, and other service providers who help us operate the Website and Platform. We require these third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

Transferring Personal Data Outside the EEA

Smart Symbols BV is based in Belgium, and we store and process personal information in the European Economic Area (EEA). It is, however, possible that Smart Symbols, through its Processors or Sub-processors, does transfer your personal information outside the EEA with consent; to perform a contract with you; or to fulfill a compelling legitimate interest of Smart Symbols in a manner that does not outweigh your rights and freedoms. In this case, Smart Symbols shall only transfer your Personal Data outside the EEA in accordance with applicable law.

Data Subject Rights

You have the right to request access to your personal information, to request correction of your personal information, to request erasure of your personal information, to object to the processing of your personal information, and to request the restriction of processing of your personal information.

You may exercise these rights by contacting the Privacy Officer.

If and to the extent provided for in the applicable Belgian and European legislation, you have the right to file a complaint with the competent supervisory authority should the Processing of your Personal Data violate the applicable regulations.

Data Storage & Retention

Smart Symbols only retains personal information for as long as necessary to fulfill the customer's business relationship, including for the purposes of satisfying any legal, accounting, reporting, or disaster recovery requirements. To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements. Prospect data is retained until it no longer has business value or until the data subject requests to be forgotten.

Changes to this Policy

Smart Symbols may update this Privacy Statement from time to time, to reflect current practices. We will inform users of any changes by posting the new Privacy Statement on this page. and update the "Last update" date at the top of this Privacy Statement.