Privacy Policy

1. Scope

This Privacy Policy applies to SmartBill's website, hosted point-of-sale software, related mobile or desktop tools, billing workflows, reporting, onboarding, and support services. It covers personal information we collect directly from you, information collected automatically when you use the service, and business data submitted to SmartBill by merchant customers and their authorized users.

SmartBill is built for business use. When a merchant uses SmartBill to manage customer, supplier, or employee information, that merchant remains responsible for deciding what data is collected and for complying with the laws that apply to its own business operations.

2. Information We Collect

We may collect the following categories of information:

Account and contact data, such as names, business names, branch names, phone numbers, email addresses, billing addresses, and user roles.
Subscription and billing data, such as selected plans, invoices, payment status, tax details, and records supplied by payment processors. SmartBill does not typically store full payment card numbers unless explicitly stated for an integrated payment workflow.
POS and operations data, such as product catalogs, inventory levels, stock movements, transaction history, returns, discounts, cashier actions, loyalty details, supplier records, and branch performance reports.
Customer and staff records, such as names, contact details, purchase history, notes, employee permissions, attendance, and activity logs, where merchants choose to store that information in SmartBill.
Device and usage data, such as IP address, browser type, operating system, device identifiers, login events, session timestamps, crash diagnostics, and feature usage data.
Support and communication data, such as messages, emails, call notes, remote assistance records, demo requests, and other information you provide when speaking with SmartBill.

We collect this information when you submit forms, contact us, create an account, start a trial, add team members, connect integrations, or use the service.

3. How We Use Information

We use information to operate and improve SmartBill, including to:

create and manage merchant accounts, branches, devices, and staff access;
process subscriptions, invoices, renewals, payments, and account notices;
host, sync, back up, analyze, and display transaction and inventory data;
provide onboarding, implementation, troubleshooting, and customer support;
monitor performance, prevent misuse, investigate incidents, and secure the platform;
understand product usage trends and improve features, reports, and integrations;
comply with legal obligations, enforce our contracts, and protect rights and safety.

Depending on the context, our legal basis for processing may include your consent, the need to perform a contract, our legitimate interests in running a secure business platform, and compliance with legal obligations.

We may share information in the following situations:

With infrastructure, hosting, backup, analytics, messaging, security, and support providers that help us operate SmartBill.
With payment processors, banks, tax or accounting tools, and other integrations that a merchant enables or requests.
With professional advisers, auditors, insurers, or consultants where reasonably necessary for business operations or compliance.
With authorities, regulators, or law enforcement where required by law or where necessary to investigate fraud, abuse, or security incidents.
With a purchaser, successor, or affiliate in connection with a merger, financing, acquisition, reorganization, or sale of assets.

We do not sell personal information to third parties for their own advertising or marketing purposes.

5. Cookies and Analytics

SmartBill uses cookies, local storage, and similar technologies to keep users signed in, remember preferences, secure sessions, understand how visitors use the website, and measure product performance.

You can control some cookies through your browser settings, but certain site and account features may not function correctly if essential cookies are disabled.

6. Retention

We retain information for as long as reasonably necessary to provide the service, maintain our records, resolve disputes, enforce agreements, and comply with legal, tax, and accounting obligations.

For active subscriptions, merchant account data is generally retained for the duration of the relationship. If an account is canceled, we may keep a limited archived copy for up to 90 days to allow export, recovery, or reactivation, unless a longer period is required by law or a shorter period is contractually agreed.

Logs, analytics records, and support materials may be kept for shorter or longer periods depending on their purpose and legal requirements.

7. Security

We use reasonable administrative, technical, and organizational measures designed to protect data against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include role-based access controls, encryption in transit, secure hosting practices, backups, monitoring, and restricted access for support personnel.

No online service can guarantee absolute security. You are responsible for maintaining secure passwords, limiting access to authorized staff, and protecting devices used to access SmartBill.

8. Rights and Choices

Depending on applicable law, you may have the right to:

request access to the personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of certain information;
object to or restrict certain processing activities;
request portability of certain information where available;
withdraw consent where processing depends on consent.

We may need to verify identity and authority before acting on a request. If the request relates to data controlled by a merchant customer, we may direct you to that merchant first.

9. Merchant Responsibilities

If you use SmartBill to collect or manage information about your own customers, employees, or suppliers, you are responsible for providing any notices required by law, obtaining any necessary consents, and configuring user access in a lawful and proportionate way.

You should not store unlawful content or data that you are not authorized to process. If you handle sensitive categories of personal information, you are responsible for making sure that use is necessary and legally permitted.

10. Cross-Border Processing

SmartBill and its service providers may process or store information in countries other than the country where the merchant or end user is located. Where cross-border processing occurs, we take reasonable steps to protect data in line with this Privacy Policy and applicable law.

11. Children's Privacy

SmartBill is intended for business users and is not directed to children. We do not knowingly collect personal information directly from children through our services.

12. Policy Changes

We may update this Privacy Policy from time to time to reflect changes in our service, legal requirements, or internal practices. When we do, we will update the date at the top of this page and may provide additional notice where appropriate.

13. Contact

For privacy questions, requests, or complaints, contact hello@smartbillpos.com, visit our contact page, or message us on WhatsApp at +94 76 303 7991.