Privacy policy

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, www.smoothly.fi, and the services, features, content, or applications we
offer (collectively all these, the ‘Services’). When you use the Services, you are consenting
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’re referring to Smoothly Oy, our 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 that we operate now and in the
future.

By “Services,” we mean our Websites, Application Programming Interfaces (APIs),
applications, our content, and various third-party services that make up 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 from your use of the Services, your software, and your devices.

2 Information We Collect

Information you provide to us: When you register for and use Smoothly, you are
providing us with information, which we collect. This information may include your name,
billing and mailing address, email address, and phone number.

Information from your use of Services: This information may include IP Address,
location information, date and time, browser type, and any other action you might have
taken to use and while using the Services.

Cookies: When you use Smoothly, we store “cookies,” which are strings of code, on your
computer. We use those cookies to collect information about when you visit our Website,
when you use the Services, your browser, your operating system, and other similar
information. Most browsers allow you to block and delete cookies. However, if you block
our cookies, our Services may not work properly.

Third-Party Cookies: The use of cookies by third parties is not covered by our Privacy
Policy. We do not have access or control over these cookies. Third parties use session ID
cookies to make it easier for you to navigate our Websites. We use third-party services to
provide the necessary hardware, software, networking, storage, and related technology
required to run and improve our Services.

Web Beacons: Our third-party partners may employ web beacons to track online user
movement to help us better understand what content is effective. Web beacons are tiny
graphics with a unique identifier that are embedded in websites and newsletter emails.
With web beacons, our third-party partners may collect information about you, such as
your IP address, your browser or email client type, and other similar details. We use the
data from our third-party partners to improve our services.

3 How 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 network applicant.
● To transfer your information in the case of a sale, merger, consolidation, or
acquisition.
● To better understand your needs and interests.
● To send newsletters.
● To personalize 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
located within our emails.

4 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 to 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 reorganization,
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 the provision of 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.
● Recruitee: All information applicants provide us.
● Panda Doc, Inc: Your name, email address, and all information necessary to
process the agreed agreement.

5 Public Information and Third Parties

Third Parties: We are not responsible, 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 read the privacy policy of any third-party site you visit or service you use
carefully.

We publish customer testimonials on our website, which may contain personal information.
We obtain consent to post the customer’s name along with their testimonial. To request
the removal of your personal information from a testimonial, please email us at
contact@smoothly.fi.

We may publish customers´ logos on our website. To request the removal of your logo,
please email us at contact@smoothly.fi.

We may publish content created for customers on our website, which may contain
personal information. To request the removal of your personal information from the 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 which page(s) you are visiting and may set cookies to make
sure 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 policy of the companies providing them.

6 Security

We take precautions — including administrative, technical, and physical measures — to
safeguard your personal information against loss, theft, and misuse, as well as against
unauthorized access, disclosure, alteration, and destruction. We follow generally accepted
industry standards to protect your information, both during transmission and once we
receive 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.

7 Correcting and Updating Information

If you are our customer and would like to access or delete the information that you
provided, you may do this by signing in to Smoothly and making the change or by emailing
us at contact@smoothly.fi. We may decline to process unreasonable requests or requests
that are not otherwise required by local law.

We retain your information and data that we process on your behalf as long as your
account is active, as needed to provide our Services, and as necessary to comply with our
legal obligations and resolve disputes. We have no direct relationship with third parties
with whom our users may interact using the Services. Any such party who would like to
amend or delete data that may be stored in the Services should direct his or her request to
the applicable Smoothly user acting as the “data controller” for such information. Any such
party who no longer wishes to be contacted by a Smoothly user should contact that
Smoothly user directly.

8 Updates to this Privacy Policy

We reserve the right to modify this privacy statement at any time, so please review it
frequently. If we make material changes to this policy, we will notify you.

9 Questions

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

Last updated: June 1, 2022