DRAFT FOR REVIEW. This policy has not been reviewed by counsel. Items in [square brackets] need a decision before this page is published.
This Privacy Policy explains how Smart Storage Software, LLC ("Smart Storage," "we," "us," or "our") collects, uses, and shares information in connection with the Smart Storage Software platform, applications, websites, APIs, and related services (collectively, the "Services").
By using the Services, you agree to this Policy. It should be read alongside our Terms of Service and End User License Agreement.
1. Two Different Roles
We handle information in two distinct ways, and different parts of this Policy apply to each.
- Information we collect for ourselves. When you visit our website, request a demo, contact us, subscribe to our emails, or hold an account with us as a self-storage operator, we decide how that information is used. Sections 2 through 10 apply.
- Information we process for our customers. Self-storage operators use the Services to run their businesses, which means their tenant, unit, and transaction records pass through our systems. We handle that information on the operator's instructions, not our own. Section 11 applies.
2. Information You Give Us
- Contact and demo requests. Name, business name, email address, phone number, number of facilities and units, and anything else you type into a form.
- Email subscriptions. Email address and the topics you subscribed to.
- Account information. Name, business details, billing contact, and login credentials for operators who subscribe.
- Support correspondence. Messages, attachments, and call notes when you contact us for help.
3. Information Collected Automatically
- IP address, browser type, device type, operating system, and language
- Pages viewed, referring pages, and timestamps
- Session and authentication cookies needed to keep you logged in
- Diagnostic and error data used to keep the Services working
4. How We Use Information
- Provide, operate, secure, and improve the Services
- Respond to demo requests, sales enquiries, and support requests
- Send service messages such as billing notices, security alerts, and changes to terms
- Send marketing emails you have asked to receive, which you can stop at any time
- Detect and prevent fraud, abuse, and unauthorized access
- Meet legal, tax, and accounting obligations
5. Cookies and Similar Technologies
We use cookies to keep you signed in, remember preferences, protect forms from automated abuse, and understand how the website is used. Most browsers let you refuse or delete cookies. Blocking essential cookies will stop parts of the Services from working.
[Confirm which analytics or advertising tools are in use before publishing, and list them here.]
6. Payment Information
We do not process, store, or transmit payment card data. Card and bank details are handled by third-party payment processors, and their handling of that information is governed by their own privacy policies.
7. How We Share Information
We do not sell your personal information.
We share information only as follows:
- Service providers who host, secure, email, monitor, or support the Services on our behalf, under contracts limiting their use of the information
- Payment processors, for billing and settlement
- Integration partners, where you have connected the Services to another system, and only the data that integration requires
- Legal and safety, where required by law, subpoena, or court order, or to protect our rights, property, or the safety of others
- Business transfers, in connection with a merger, acquisition, financing, or sale of assets
8. Data Retention
We keep information for as long as needed to provide the Services and for a reasonable period afterwards to meet legal, tax, accounting, and dispute-resolution obligations. Marketing contacts are removed on request.
[Set a specific retention period for closed accounts and for marketing contacts.]
9. Security
We use reasonable administrative, technical, and physical safeguards to protect information. As stated in our Terms of Service, no system is completely secure or error-free, and we cannot guarantee that information will never be accessed, disclosed, altered, or destroyed.
Operators are responsible for keeping their login credentials confidential and for maintaining independent backups of their data.
10. Your Choices and Rights
- Marketing emails. Every marketing email includes an unsubscribe link. Unsubscribing does not stop service messages such as billing or security notices.
- Access, correction, and deletion. You may ask us to access, correct, or delete personal information we hold about you. We will respond as required by applicable law and may need to verify your identity first.
- Account data. Operators can view and edit much of their information directly in the platform.
[Depending on where your customers are located, state privacy laws such as those in California, Colorado, Connecticut, Utah, and Virginia may impose additional rights and disclosures. Confirm which apply and add the required language.]
11. Data We Process for Storage Operators
When a self-storage operator uses the Services, records about their tenants, units, leases, gate access, and payments are stored in our systems. For that information:
- The operator decides what is collected and how it is used. We act on the operator's instructions.
- Tenants of a storage facility should direct privacy questions and requests to the operator of that facility, not to us.
- We do not use operator data to market to their tenants.
- On termination, operator data is handled as described in the operator's agreement with us.
12. Children's Privacy
The Services are business tools and are not directed to children. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.
13. Third-Party Sites and Integrations
The Services link to and integrate with third-party sites and systems that we do not control. Their privacy practices are their own, and we are not responsible for them. Review their policies before sharing information with them.
14. Where Information Is Held
The Services are operated from the United States, and information is stored and processed there. If you access the Services from outside the United States, you are sending information to the United States.
15. Changes to This Policy
We may update this Policy from time to time. The date at the top of this page shows when it was last changed. Continued use of the Services after an update means you accept the revised Policy.
16. Contact Us
Questions about this Policy, or requests about your information, can be sent to:
Smart Storage Software, LLC
901 Lake Mitchell Rd, Unit B
Clanton, AL 35045
[privacy contact email]