PRIVACY POLICY
Last updated October 6, 2025
This Privacy Notice for Smartly Digital Solutions Inc. (“Smartly Digital Solutions,” “we,” “us,” or “our”) describes how and why we collect, use, disclose, and safeguard personal information when you interact with us, visit our websites, or use our products and services (“Services”).
This policy applies to all websites and digital platforms operated by Smartly Digital Solutions, including AI-powered tools, communications, and scheduling systems.
If you have any questions or concerns, please contact us at support@smartlydigitalsolutions.com.
SUMMARY OF KEY POINTS
- We collect personal information that you provide directly to us (e.g., when you contact us, sign up, or engage with our AI chat or voice systems).
- We use AI to communicate with users by text, chat, or voice — for inquiries, follow-ups, and appointment scheduling.
- We do not sell personal information.
- We protect your data using technical and organizational safeguards.
- You can opt out of AI-based communications or request deletion of your data at any time.
TABLE OF CONTENTS
- WHAT INFORMATION DO WE COLLECT?
- HOW DO WE USE YOUR INFORMATION?
- WHAT LEGAL BASES DO WE RELY ON?
- WHEN AND WITH WHOM DO WE SHARE YOUR INFORMATION?
- COOKIES AND TRACKING TECHNOLOGIES
- USE OF ARTIFICIAL INTELLIGENCE (AI) SYSTEMS
- HOW LONG DO WE KEEP YOUR INFORMATION?
- HOW DO WE KEEP YOUR INFORMATION SAFE?
- DO WE COLLECT INFORMATION FROM MINORS?
- YOUR PRIVACY RIGHTS
- CONTROLS FOR DO-NOT-TRACK FEATURES
- UPDATES TO THIS NOTICE
- CONTACT INFORMATION
1. WHAT INFORMATION DO WE COLLECT?
We collect personal information in the following ways:
Information you provide directly:
- Name, phone number, and email address
- Company name and professional title (if applicable)
- Communication preferences and service interests
- Any information you voluntarily provide during chats, calls, or contact forms
Information automatically collected:
When you visit our sites, we may automatically collect:
- IP address, browser type, operating system
- Device information and usage statistics
- Referring URLs and pages viewed
- Log data and session activity
This information helps us maintain the security and functionality of our Services and improve user experience.
2. HOW DO WE USE YOUR INFORMATION?
We use personal information to:
- Provide, manage, and improve our Services
- Communicate with you about inquiries, services, and updates
- Schedule, confirm, and manage appointments
- Follow up through automated AI-driven voice or text systems
- Send administrative or marketing information (with your consent)
- Analyze and enhance user experience and service quality
- Detect and prevent fraud, abuse, or technical issues
- Comply with applicable legal obligations
All AI interactions are subject to human oversight and quality review.
3. WHAT LEGAL BASES DO WE RELY ON?
We process your information when one or more of the following apply:
- Consent: You provide consent for us to use your data (e.g., by submitting a contact form or replying to an AI-initiated text).
- Contractual necessity: To perform services or deliver quotes you request.
- Legitimate interest: To operate, maintain, and improve our business processes and communication systems.
- Legal obligation: To comply with legal or regulatory requirements.
You may withdraw your consent at any time by contacting privacy@smartlydigitalsolutions.com.
4. WHEN AND WITH WHOM DO WE SHARE YOUR INFORMATION?
We may share personal information in the following cases:
- Service Providers: Trusted third parties who host, maintain, or support our systems (including AI platforms and scheduling software).
- Affiliates and Partners: Companies under common ownership or partnership with Smartly Digital Solutions, to deliver integrated services.
- Legal Compliance: When disclosure is required by law, subpoena, or court order.
- Business Transfers: If we merge, sell, or reorganize our business assets.
We do not sell, rent, or trade your personal data.
5. COOKIES AND TRACKING TECHNOLOGIES
We use cookies, analytics tools, and similar tracking technologies to:
- Improve website functionality and performance
- Remember preferences and login states
- Measure and optimize advertising effectiveness
You can manage or disable cookies in your browser settings. For more details, see our Cookie Notice (available on our website).
6. USE OF ARTIFICIAL INTELLIGENCE (AI) SYSTEMS
In Short: We use AI technology to streamline communication and enhance client service.
Smartly Digital Solutions uses AI-powered text and voice systems to:
- Respond to inquiries automatically
- Follow up with potential clients after a quote or consultation request
- Book, confirm, or reschedule appointments with licensed or certified advisors
- Send reminders, updates, and confirmations
These AI systems are monitored by human representatives. They do not make independent legal, financial, or eligibility decisions.
All AI communications (calls, chats, or texts) may be recorded or logged for:
- Appointment management
- Training and quality assurance
- Legal and regulatory compliance
You may
opt out of AI-based communications at any time by emailing
privacy@smartlydigitalsolutions.com or replying “STOP” to an AI message.
We comply with
Canada’s PIPEDA, applicable anti-spam laws (CASL), and similar international privacy regulations.
7. HOW LONG DO WE KEEP YOUR INFORMATION?
We retain personal data only as long as necessary to fulfill the purposes described in this policy, or as required by law.
- AI chat logs and call recordings are kept for no longer than 24 months.
- Contact and account information are retained up to 48 months after inactivity.
Data is securely deleted or anonymized when no longer required.
8. HOW DO WE KEEP YOUR INFORMATION SAFE?
We employ technical and organizational safeguards, including:
- Encryption in transit and at rest
- Secure access control and authentication
- Regular audits and penetration testing
- Human oversight for AI systems
While we strive to protect your information, no system is completely secure. You share data at your own discretion.
9. DO WE COLLECT INFORMATION FROM MINORS?
We do not knowingly collect personal data from individuals under 18 years of age. If we discover such information, it will be promptly deleted.
10. YOUR PRIVACY RIGHTS
Depending on your jurisdiction, you may have rights to:
- Access or request a copy of your data
- Correct inaccurate information
- Request deletion of your data
- Withdraw consent for AI or marketing communications
- Lodge a complaint with a privacy regulator
To exercise these rights, contact us at privacy@smartlydigitalsolutions.com.
11. CONTROLS FOR DO-NOT-TRACK FEATURES
Our websites currently do not respond to browser “Do-Not-Track” signals. If this standard changes, we will update our practices accordingly.
12. UPDATES TO THIS NOTICE
We may update this Privacy Policy periodically to reflect changes in laws, technologies (including AI), or our practices. The revised version will be posted on our website with an updated “Last Updated” date.
13. CONTACT INFORMATION
If you have questions, concerns, or requests about this Privacy Policy, please contact us at:
Smartly Digital Solutions Inc.
Attn: Data Protection Officer
5343 Dundas St W, Suite 601 #103
Etobicoke, Ontario M9B 6H8
Canada
📧
support@smartlydigitalsolutions.com
📞 +1 (416) 555-9823
