Privacy Policy Smoothly Oy

Welcome to use the Smoothly service, owned and operated by Smoothly Oy (Finnish business ID 2640746-6, located at Otakaari 5, 02150 Espoo, Finland). This privacy policy explains how we handle the personal information we collect in connection with the Smoothly Web and the services, features, content, or applications we offer (collectively, all these, the ‘Services’). When you use the Services, you consent to the collection, transfer, manipulation, storage, disclosure, and other uses of your information as described in this Privacy Policy.

1 Definitions

By “we,” “our,” or “us,” we refer to Smoothly Oy, its employees, directors, officers, affiliates, and subsidiaries.

By “you” or “your,” we refer to the person or entity registered with us to use the Smoothly Services.

By “Websites,” we mean our websites located at Smoothly.fi, including all subdomains and sites associated with those domains and other websites we operate now and in the future.

By “Services,” we mean our Websites, Application Programming Interfaces (APIs), applications, content, and various third-party services that complement Smoothly.

By “Smoothly,” we mean our Websites and Services collectively.

By “information,” we mean all the different forms of data that you provide us and that we collect from you when you use the Services, your software, and your devices.

2 Information We Collect

We collect the following types of information:

Information you provide directly: When you register or interact with our Services, we collect personal details such as your name, email address, billing and mailing address, and phone number.
Information about your use of our Services: This includes IP address, browser type, operating system, date and time of access, pages visited, and actions taken within the Services.
Information from third-party platforms: When you use integrations or sign in through a third party (e.g., Slack or Google), we may receive information such as your profile name or user ID, depending on the settings of those services.

This information helps us provide, maintain, and improve our Services.

3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies (such as web beacons) to enhance your experience on our website and to collect information about how you use our Services.

Types of Cookies We Use

Essential Cookies: Necessary for the website to function (e.g., to log in or access secure areas). These cannot be switched off.
Analytics Cookies: Help us understand how visitors interact with the website by collecting and reporting information anonymously.
Marketing Cookies: Used to track visitors across websites to display relevant advertising and content.

Legal Basis and Consent

We use essential cookies based on our legitimate interest in ensuring the proper functioning of the site. We rely on your consent for all non-essential cookies (analytics, marketing). You will be asked to provide your consent through a cookie banner when you first visit our website. You may withdraw or update your consent anytime by accessing our cookie settings.

Third-Party Cookies

Some cookies may be set by third-party services that appear on our pages (e.g., Google Analytics and social media widgets). We do not control the use of these cookies. For more information, please refer to their respective privacy policies.

4 How We Use Your Information

We process your personal data only when we have a legal basis to do so under the General Data Protection Regulation (GDPR). These legal bases include:

Performance of a Contract: To provide the Services you have registered for, including creating your account, billing, and customer support.
Consent: For optional features such as sending newsletters or using non-essential cookies, where required. You may withdraw your consent at any time.
Legal Obligation: To comply with laws such as tax, employment, or consumer protection regulations.
Legitimate Interests: For purposes such as improving our Services, detecting and preventing fraud, ensuring security, and communicating with users. We guarantee that our interests do not override your fundamental rights and freedoms.

If we rely on your consent as a legal basis, you will be given a clear choice to provide or refuse consent at the time of data collection.

We use your information:

To create your account and agreements.
To bill you for services.
To provide customer support.
To handle you as a job and Smoothly Network applicant.
To transfer your information in the case of a sale, merger, consolidation, or acquisition.
To better understand your needs and interests.
To target marketing to you, e.g., sending newsletters.
To personalise your experience.
To improve our Services and our products.
To send you updates and alerts, and to contact you about your account.
To respond to subpoenas, court orders, or legal processes, or to establish or exercise our legal rights or defend against legal claims.

If you no longer wish to receive our newsletters, you may unsubscribe by following the link in our emails.

5 How We Share and Disclose Your Personal Information

While we never share your personal information with non-affiliated companies, we may share your personal information in the following ways:

We may share information with service providers who provide necessary services to Smoothly and with strategic partners who help us market Smoothly.
To provide customer support.
When we have your permission to share your information.
When we have given you prior notice that the information will be shared.
When we are required by law or legal process to disclose that information.
When we believe in our discretion, unless otherwise prohibited by law, that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
To enforce our terms and conditions or to protect our operations or users.
If a transfer of your information is required under the terms of a reorganisation, merger, or sale of the company.
When we determine that information is aggregate information or other information that does not identify you.

We share information with our trusted third parties who assist us in operating our Services, conducting our business, or servicing you. These third parties are listed below.

Amazon, Inc.: All user account information and User Content generated and/or necessary to provide Services.
Auth0, Inc.: User account information.
Harvest, Inc.: Workforce’s time entries.
Hubspot, Inc.: Your name, mailing address, email address, phone number, and all information necessary to provide you with the best Services.
Asana, Inc.: Your name, mailing address, email address, phone number, billing information, order details, and all information necessary to provide you with the best Services
Accountor Finago Oy: Your billing information.
Google Workspace: Materials you use together with us.
Slack Technologies, LLC: Conversations with us.
Teamtailor AB: All the information that applicants provide us.
Panda Doc, Inc.: Your name, email address, and all information necessary to process the agreement.

6 Public Information and Third Parties

Third Parties: We are not responsible for, and this Privacy Policy does not cover, your use of any third-party widgets, features, websites, or links to third-party websites or services. We encourage you to carefully read the privacy policy of any third-party site you visit or service you use.

We may publish customers’ logos on our website. To request that your logo be removed, please email us at contact@smoothly.fi.

We may publish content created for customers on our website, which may contain personal information. To request that your personal information be removed from such content, please email us at contact@smoothly.fi.

Social Media Widgets: Our websites include social media features. These features may collect your IP address and the page(s) you are visiting and may set cookies to ensure they function properly. Social media features and widgets are either hosted by a third party or hosted directly on our site. Your interactions with those features are governed by the privacy policies of the companies that provide them.

7 International Data Transfers

Some of the personal data we collect may be processed or stored in countries outside the European Economic Area (EEA), including the United States, where data protection laws may differ from those in your jurisdiction.

When we transfer your personal data outside the EEA, we ensure appropriate safeguards are in place to protect your rights under the GDPR. These safeguards may include:

The use of Standard Contractual Clauses (SCCs) approved by the European Commission,
The recipient country having an adequacy decision from the European Commission or
Other legally recognised transfer mechanisms that ensure an adequate level of data protection.

We work only with trusted third-party service providers who have implemented sufficient data protection measures to comply with the GDPR.

8 Security

We take precautions — including administrative, technical, and physical measures — to safeguard your personal information against loss, theft, and misuse and against unauthorised access, disclosure, alteration, and destruction. We follow generally accepted industry standards to protect your information during transmission and after receiving it. No method of transmission over the Internet or method of electronic storage, however, is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

9 Data Retention

We retain your personal data only for as long as necessary to:

Provide and maintain the Services
Fulfil the purposes for which it was collected
Comply with our legal, tax, and regulatory obligations
Resolve disputes and enforce our agreements.

The length of time we retain your data depends on factors such as:

The nature of the data and the purpose for which it was collected
Whether you have an active account with us
Any legal or contractual requirements to retain the data.

Once your personal data is no longer needed, we will delete or anonymise it so it can no longer be linked to you.

You may request the deletion of your personal data at any time, subject to applicable legal limitations. To do so, please contact us at contact@smoothly.fi.

10 Your Rights Under Data Protection Law

As a data subject under the General Data Protection Regulation (GDPR), you have the following rights in relation to your personal data:

Right of Access – You have the right to request access to the personal data we hold about you.
Right to Rectification – You have the right to request correction of inaccurate or incomplete data.
Right to Erasure (“Right to be Forgotten”) – You can ask us to delete your personal data under certain circumstances.
Right to Restrict Processing – You have the right to request restriction of processing your data in specific situations.
Right to Data Portability – You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.
Right to Object – You have the right to object to our processing of your personal data based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent – If we rely on your consent to process your data, you have the right to withdraw it at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Right to Lodge a Complaint – You have the right to lodge a complaint with your local data protection authority. In Finland, this is the Office of the Data Protection Ombudsman, whose contact details can be found on their official website.

To exercise any of your rights, please contact us at contact@smoothly.fi.

11 Job Applicant Data

If you apply for a role at Smoothly or join Smoothly Network, we collect and process the personal data you provide as part of the application process. This may include your name, contact details, CV, cover letter, portfolio, LinkedIn profile, references, and other information relevant to the application.

We process this data to assess your suitability for current and future roles, to communicate with you about your application, and to manage our recruitment process. Our legal basis for this processing is as follows:

Consent when you voluntarily provide your data
Steps necessary to enter into a contract
Legitimate interest in building and managing a candidate pool

We use Teamtailor AB as our applicant tracking system and may share your data with internal decision-makers and hiring teams.

Applicant data is retained only for as long as necessary to fulfil these purposes or as required by law. You may request access to, correction, or deletion of your applicant data at any time by emailing networksuccess@smoothly.fi.

12 Updates to this Privacy Policy

We reserve the right to modify this Privacy Statement anytime, so please review it regularly. We will notify you if we make material changes to this policy.

13 Questions

If you have any questions or concerns about privacy when using the Services, please email us at contact@smoothly.fi. We will make every effort to resolve your concerns.

Last updated: April 24, 2025