This is a courtesy translation. In case of divergence, the Portuguese version prevails.
Last updated: [date]
This policy explains what personal data [Full legal name] (“Smartize”, “we”) collects through this website, what we use it for, how long we keep it and what rights you have. If anything is unclear, write to info@smartize.pt.
1. Who controls your data
The data controller is [Full legal name], VAT [VAT number], registered at [Full registered address], reachable at info@smartize.pt.
[If you have appointed a Data Protection Officer, give the contact here. If not — as is the case for most companies of this size — delete this line.]
2. What we collect
Data you give us
- Contact form: name and email, plus company, phone and the message you write.
- Meeting booking: name, email, company, phone (optional), what you want to discuss, and the date and time you pick.
- Direct email or phone: whatever you share in that conversation.
Data collected automatically
- Server logs: IP address, date and time, pages visited, browser type. Any web server generates these; we use them for security and troubleshooting.
- Cookies and similar technologies: see the Cookie Policy. Anything that is not strictly necessary is only used after you accept it.
We do not collect special categories of data (health, beliefs, biometrics) through this website, and we do not ask you to send them. If you are considering a project involving sensitive data, we handle that in a conversation, under a proper contract.
3. Why we use it, and on what basis
| Purpose | Legal basis (Art. 6 GDPR) |
|---|---|
| Answering an enquiry or booking a meeting | Steps prior to a contract, at your request (b) |
| Sending confirmations, reminders and cancellation notices | Steps prior to a contract (b) |
| Delivering and managing a contracted project | Performance of a contract (b) |
| Site security, abuse prevention and technical diagnostics | Legitimate interest (f) |
| Website usage statistics | Consent (a) — given in the cookie banner |
| Meeting legal obligations, in particular tax and accounting | Legal obligation (c) |
We do not use your data for automated decisions with legal effects, nor for profiling.
4. How long we keep it
- Enquiries that did not lead to a project: up to 2 years after the last contact.
- Meeting bookings: up to 2 years after the meeting date.
- Clients: for the duration of the relationship and then for the applicable legal periods — 10 years for tax and accounting records.
- Server logs: up to 12 months.
- Cookie consent: 6 months, after which we ask again.
5. Who we share it with
We do not sell personal data and we do not pass it to third parties for marketing. We do rely on service providers who process data on our behalf, under data processing agreements:
- Website hosting and email — [name the provider, e.g. Hostinger International Ltd.].
- Calendar and video calls — Google Ireland Ltd., when a booking is synced to Google Calendar and Google Meet.
- Transactional email delivery — [name the SMTP provider in use].
- Usage statistics — [name the tool, if and when used].
Some of these providers may process data outside the European Economic Area. Where that happens, the transfer relies on European Commission adequacy decisions or on Standard Contractual Clauses, with any applicable supplementary measures.
We may also disclose data to public authorities where the law requires it.
6. Your rights
At any time you may ask us for:
- access to your data and information about the processing;
- rectification of inaccurate or incomplete data;
- erasure, where the data is no longer needed or you have withdrawn consent;
- restriction of processing;
- portability, in a structured, commonly used format;
- objection to processing based on legitimate interest.
Any consent you give (cookies, communications) can be withdrawn at any time, without affecting the lawfulness of processing carried out beforehand.
To exercise any of these rights, write to info@smartize.pt. We reply within one month. If you believe your data is not being handled properly, you may lodge a complaint with the Portuguese Data Protection Authority, CNPD (www.cnpd.pt), or with the supervisory authority of your country of residence.
7. Security
The site runs over an encrypted connection (HTTPS). Access to submitted data is limited to those who need it to reply or deliver the service. No system is infallible: should a data breach occur with a high risk to you, we will tell you, as Article 34 GDPR requires.
8. Changes to this policy
If this policy changes, we publish the new version here with an updated date. Significant changes will be flagged clearly.
9. Contact
[Full legal name] · [Full registered address] · info@smartize.pt