Privacy Policy for SmartCards CRM

Effective Date: 02-05-2026

1. Introduction

Welcome to SmartCards CRM (“we”, “our”, or “us”). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our SmartCards CRM platform, including the website, mobile application, NFC cards, QR codes, and related services (collectively, the “Service”).

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Service.

2. Information We Collect

2.1 Personal Information You Provide to Us

We collect personal information that you voluntarily provide to us when you:

  • Register for an account

  • Create or update your digital business card

  • Exchange contact information with other users

  • Fill out contact forms

  • Contact customer support

The personal information we collect may include:

  • Full name

  • Email address

  • Phone number (mobile and work)

  • Job title and company name

  • Website URL

  • Physical address

  • Profile picture

  • Company logo

  • Social media profiles

  • Any other information you choose to add to your digital card

2.2 Information Collected Automatically

When you use our Service, we automatically collect certain information, including:

  • Usage Data: Information about how you interact with our Service (taps, scans, contact exchanges)

  • Device Information: IP address, browser type, operating system, device identifiers

  • Location Data: Approximate location based on IP address

  • NFC/QR Scan Data: When someone scans your NFC card or QR code

2.3 Information Collected from Other Users

When other users exchange contact information with you through our Service, we collect:

  • Their name, email, phone number, and company information

  • Date and time of the exchange

  • Source of the exchange (NFC, QR, shared link)

3. How We Use Your Information

We use the information we collect for various purposes, including:

  • To provide and maintain our Service – Create and manage your digital business card

  • To facilitate contact exchanges – Enable sharing of contact information between users

  • To improve our Service – Analyze usage patterns and optimize user experience

  • To communicate with you – Send service updates, security alerts, and support messages

  • To provide analytics – Show you statistics about how many people have viewed your card

  • To detect and prevent fraud – Protect the security and integrity of our Service

  • To comply with legal obligations – Fulfill our legal and regulatory requirements

4. How We Share Your Information

4.1 Sharing with Other Users

When you use our Service, your digital business card information is shared with:

  • People who scan your NFC card or QR code

  • People you choose to exchange contact information with

  • People who visit your public card landing page

4.2 How Recipients Can Use Your Information

When you share your contact information through SmartCards CRM:

  • The recipient receives your information directly (via VCF download or contact exchange form)

  • SmartCards CRM does NOT control how recipients use your information after it is shared

  • Recipients may save your information to their device, contact you directly, or share it further

  • We encourage you to only share your information with trusted individuals and businesses

4.3 Your Responsibility

By using SmartCards CRM and sharing your contact information:

  • You acknowledge that once information is shared, you lose control over how the recipient uses it

  • You agree that SmartCards CRM is not responsible for any misuse of your information by recipients

  • You should exercise caution and only share your information with parties you trust

4.4 Other Disclosures

We may also share your information:

  • With service providers – Third-party vendors who help us operate our Service (hosting, email, analytics)

  • For legal reasons – To comply with applicable laws, regulations, or legal processes

  • Business transfers – In connection with a merger, acquisition, or sale of assets

5. Your Information and Data Sharing Notice

IMPORTANT NOTE: SmartCards CRM is a contact exchange platform. By using our Service:

  1. You are voluntarily sharing your contact information with other users who scan your card or request an exchange

  2. Recipients may retain your information even after you delete your account or modify your card

  3. We cannot retrieve or delete your information from devices or systems controlled by recipients

  4. You should only share information that you are comfortable making available to others

  5. Business information (company name, job title, work phone) is considered professional contact information

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our Service. We will also retain and use your information as necessary to:

  • Comply with legal obligations

  • Resolve disputes

  • Enforce our agreements

When you delete your account, we will remove your personal information from our active databases, but information previously shared with other users will remain in their possession.

7. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

  • Encryption of data in transit (SSL/TLS)

  • Secure storage of user credentials

  • Regular security assessments

  • Access controls and authentication

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

  • Access – Request a copy of your personal information

  • Correction – Update or correct inaccurate information

  • Deletion – Request deletion of your account and personal information

  • Opt-out – Opt-out of marketing communications

  • Data portability – Receive your information in a structured format

To exercise these rights, please contact us at: [Your Email Address]

9. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to:

  • Authenticate users

  • Remember user preferences

  • Analyze Service usage

  • Improve user experience

You can control cookies through your browser settings.

10. Children’s Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information.

12. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices or content of these third-party sites.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

  • Posting the new Privacy Policy on this page

  • Updating the “Effective Date” at the top

  • Sending you an email notification (for significant changes)

We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: [Your Email Address]
Website: [Your Website URL]
Address: [Your Business Address]

GDPR Compliance (For EU Users)

If you are in the European Economic Area (EEA), you have additional rights under the GDPR:

  • Right to access – Obtain confirmation of whether your data is processed

  • Right to rectification – Correct inaccurate data

  • Right to erasure – Request deletion of your data (“right to be forgotten”)

  • Right to restrict processing – Limit how we use your data

  • Right to data portability – Receive your data in a machine-readable format

  • Right to object – Object to processing based on legitimate interests

Legal Basis for Processing: We process your information based on:

  • Your consent (when you create an account)

  • Contractual necessity (to provide our Service)

  • Legitimate interests (to improve and secure our Service)

CCPA Compliance (For California Users)

If you are a California resident, you have the following rights under the CCPA:

  • Right to know – What personal information we collect and how we use it

  • Right to delete – Request deletion of your personal information

  • Right to opt-out – Opt-out of the sale of your personal information (we do not sell your data)

  • Right to non-discrimination – We will not discriminate against you for exercising your rights

To exercise your CCPA rights, please contact us at the email address above.

This Privacy Policy was last updated on: 02-05-2026

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