Smartos

1. Introduction

At Smartos, we are committed to protecting the security and confidentiality of customer and user information. This Privacy Policy applies to all software, applications, browsers, and services provided by Smartos, including all forms of communication conducted through our services.

When customers register to use services on the Smartos platform, personal information may be collected and processed in accordance with this Privacy Policy. Access to account information is restricted to authorized users and individuals granted permission by the account holder.

This Privacy Policy explains how Smartos collects, uses, stores, and protects personal information. By accessing or using our products and services, including Smartos PMS, Smartos Bespoke Solution, and Smartos On-Demand Booking, customers and users acknowledge and agree to the practices described in this policy. This Privacy Policy should be read in conjunction with our Terms of Service.

2. Definitions

For the purposes of this Privacy Policy:

“Smartos”, “we”, “our”, or “system” refers to Smartos Joint Stock Company and its software and services.
“Customer”, “User”, or “Users” refers to individuals or entities using Smartos services.
“Customer Data” refers to information, data, reports, and other content in electronic form submitted to or stored within the Smartos system by users.
“Personal Data” refers to any information relating to an identified or identifiable individual.
“Admin User” refers to a user with full access rights, including the ability to create, modify, and delete data and manage system features based on the subscribed service package.
“Staff User” refers to a user with limited access rights to specific features within the system.
“Customer Content” refers to any images, videos, audio, or other media uploaded or managed by Customers within the system.
“You” or “Your” refers to Customers or Users of the services.
“We” or “Our” refers to Smartos Joint Stock Company, headquartered in Da Nang, Vietnam.

3. Personal Information We Collect from You

We collect personal information necessary to provide and improve our services. This includes:

Information provided by users:
We may collect information such as full name, company name, business unit, address, email address, phone number, contact details, tax code, bank account information, and other information voluntarily provided. Users may update or modify their account information through the system at any time.

Information provided through Customer Data:
Customers and users may upload or store data within the system. Smartos processes such data on behalf of customers and does not independently determine the content of such data. Customers are responsible for ensuring that they have obtained all necessary consents and provided appropriate notices to individuals whose data is included.

Information collected automatically:
When users access or use our services, certain information may be collected automatically through technologies such as cookies or similar tracking mechanisms, including device and usage data.

4. How We Collect Your Personal Information

We collect personal information through the following sources:

Information provided directly by users during account registration or service use
Information collected automatically through system usage (including cookies and similar technologies)
Information obtained from third parties, such as payment providers or integrated services

We may use personal information for the following purposes:

To provide, operate, and maintain our services
To communicate with users, including service-related notifications and support
To send administrative communications such as contracts, invoices, and service updates
To send marketing communications, subject to applicable laws
To improve and develop our services and user experience
To ensure system security, prevent fraud, and enforce Terms of Service
To resolve disputes and respond to inquiries or complaints
To comply with legal obligations

We may disclose personal information in the following circumstances:

With user consent
To third parties authorized by the user
To service providers and partners supporting the operation of Smartos services
When required by law, regulation, or legal process
To protect the rights, property, or safety of Smartos, users, or others
In connection with business transactions such as partnerships or service integrations

Except as described above, Smartos does not sell, rent, or otherwise disclose personal information to third parties.

5. Cookies & IP Address

When you access the browser page or use our services, we use "cookies" – understood as a piece of data information stored on your hard drive. We use Cookies to personalize and enhance the efficiency of your online time. Cookies allow browser pages or services to recognize your browser while logging in and allow Smartos to process the information you provide. Cookies help us recognize you if you access multiple pages on our website in the same session, so we do not need to ask for your password on each page.

When using cookies, only Smartos can read and use, identify you as a Smartos customer, and make the login process to the Smartos system simpler. After you log out or close the browser, this cookie will expire and have no effect. Most Browsers automatically accept cookies, but you can change the settings to refuse all cookies if you prefer. However, if you choose to refuse cookies, it may hinder and affect some services and features that depend on cookies at Smartos.

6. Location Data

Smartos may collect and process location data where permitted by user settings. Location data is used to support service functionality and enhance user experience.

Users may enable or disable location access through their device settings at any time.

7. Security Information

Smartos implements reasonable technical and organizational measures to protect personal information against unauthorized access, loss, misuse, or alteration. These measures include, but are not limited to, access controls, encryption, and secure system infrastructure.

8. Storage and Transfer of Personal Information

Personal information is stored and processed on secure servers. Access to such information is limited to authorized personnel who require access for business operations.

Customer data may be retained during the term of service and for a limited period after termination, unless a longer retention period is required by applicable law or legal obligations.

While Smartos takes appropriate measures to protect personal information, no method of transmission over the internet or electronic storage is completely secure. Users are responsible for maintaining the confidentiality of their account credentials.

9. Your Rights

Subject to applicable law, users may have the following rights:

To access, update, or correct personal information
To request deletion of personal data
To object to or restrict certain types of processing
To withdraw consent where processing is based on consent

Requests may be submitted via support@smartos.space. Smartos may require identity verification before processing such requests.

10. Third-Party Services

Our browsers and applications, from time to time, may contain links to the browser pages of our partners. If you agree to access these links, please note that those browser pages have their own privacy policies and we do not bear any responsibility or liability for those policies. Please check the policies before you submit any personal information to those browser pages.

11. Children's Policy

The services and applications on this browser page are not intended for or knowingly collect any personal information from children under 13 years old. If you are a parent or guardian aware that your child has provided personal information on Smartos, please contact us so we can take timely action.

12. Amendments to the Privacy Policy

Smartos may update this Privacy Policy from time to time. Updated versions will be made available through our platform. Continued use of the services constitutes acceptance of the revised policy.

Where required, users may be notified of material changes via email or other appropriate means.

13. Contact

For questions or requests related to this Privacy Policy, please contact:
Email: support@smartos.space

Smartos PMS Privacy Policy