We respect your privacy

Privacy policy

Smarp is a web based online content sharing and employee advocacy service owned and operated by Smarp Oy (hereinafter “Smarp”, “we” or “us”) that allows users (hereinafter “you”, “Users” and “User” in singular) to consume and share content created or approved by their employer internally or to their connected social media platforms (hereinafter “Service”). Via the Service, a company (hereinafter ”Company”) purchases and establishes a Smarp account and we provide an online Instance comprising of the authorized Users for the Company (hereinafter ”Company Instance”). Smarp has agreed with your employer additional terms in the agreement we have with your employer (hereinafter ”Corporate Agreement”) that will also apply to your use of the Service and our processing of your personal data.

Under the EU Data Protection Regulation (2016/679) that will apply to Smarp’s processing of your personal data your employer shall be regarded as data controller and Smarp shall be regarded as data processor processing your personal data based on agreement with and instructions from your employer.

Our Privacy Policy is designed to assist you in understanding how we collect, use, and disclose personal information we receive from you through the Service.

If you have any questions relating to our processing of your personal information that are not answered by this privacy policy you should primarily turn to your Company as the data controller. We are obliged to provide your Company with more information according to the Corporate Agreement.

This Privacy Policy may be updated from time to time to reflect changes in the Service, laws and regulations and to reflect descriptions of changes in key functionality for the Services. Your employer will be advised of these updates in accordance with the Corporate Agreement and their approval may be required before such updates take effect on you. We will post any changes via the Service or otherwise provide you with notice of any such changes. You are advised to consult this Privacy Policy regularly for any changes. Unless otherwise defined, capitalized terms used in this Privacy Policy have the same meanings as in our Terms of Use (or Terms).

General Structure

When using the Service, you should know that, as further explained in the Terms of Use, your Company Instance is defined by your company’s or organization’s email domain. Only those in your Company Instance can view other member profiles and feeds on the Company Instance. Smarp’s Administrative tools do allow our employees who have a need to do so, to access your information only to perform our obligations under the Corporate Agreement.

Information collection and storage

Smarp collect non-sensitive personal data, such as first name and last name, company email address, connected social media network profile picture URL, cookie ID, and IP address. In addition, we collect Service activity dates and usage statistics such as the number of content reads, content shares, and clicks from connected social media networks. If you choose to post User Content, you should be aware that any personal information you submit through these features can be read, collected, or used by other persons within your Company Instance. Do not include any sensitive personal information in your User Content. The above-mentioned data can be input directly into the platform by the client, or the users, or provided to Smarp by the client.

Smarp is only processing such information as agreed with the Company who is the data controller for the respective User and we are not responsible for monitoring or policing the personal information users choose to disclose on the Company Instance or with the members of the Company Instance.

Site Usage Information

Cookies

The Service uses cookies for i) authenticating/authorizing the User ii) for product analytics iii) for maintaining high availability iv) for identifying correct webapp version to be used v) for checking whether cookie is supported and enabled in browser.

We utilize persistent cookies to save your registration information for future logins to the Service. Second, we utilize session ID cookies to enable certain features of the Service, to better understand how users interact with the Service or user Content, and to monitor aggregate usage by users and web traffic routing on the Service. Unlike persistent cookies, session cookies are deleted from your computer when you log off from the Service and then close your browser. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit. If you do not accept cookies, however, you may not be able to use all portions of, or have access to all functionality of the Service.

Web beacons

We also use “web beacons,” “pixel tags,” “clear GIFs” or similar means (individually or collectively “Web Beacons“) in our Service. A Web Beacon is an electronic image, often a single pixel, embedded on web pages. Web Beacons are ordinarily not visible to users. Web Beacons allow us to count the number of Users who have visited certain pages of the Service or interacted with content shared by Users, to brand the Service, and to generate aggregate statistics about how our Service is used.

Log data and behavioral tracking

When you interact with the Service, it automatically records information that your browser sends whenever you visit a website or perform certain actions (“Log Data“). This Log Data may include information such as your computer’s Internet Protocol address, browser type, the webpage that links to the Service that you used to access the Service (such as your Intranet or Smarp website), your actions, and other statistics. We use this information to monitor and analyze use of the Service and for the Service’s technical Administration, to increase our Service’s functionality and user-friendliness, and to better tailor it to our users’ needs.

Use of smarp.com websites