Privacy Policy

Effective Date: 1 October 2025
Last Updated: 18 October 2025

1. Introduction
Welcome to SmartBDM ("we", "us", "our"), operated by OLOG N Solutions Technology LLP.
We are committed to protecting your privacy and handling your personal data responsibly and transparently.
This Privacy Policy describes how we collect, use, store, disclose, and safeguard your personal information when you use our website, software, or related services (collectively, the "Services"). By using our Services, you agree to this Policy. If you do not agree, please discontinue using the Services.

2. Who We Are
Legal Entity: OLOG N Solutions Technology LLP
Registered Address: Vaishali Sector 6, Ghaziabad, Uttar Pradesh, India
GST Number: 09AAIFO9740R1Z8
Privacy Contact: privacy@olognlabs.com
Phone: +91 70117 95594
Data Protection Officer (DPO): Aditya Kumar — hello@olognlabs.com
Grievance Officer: Aditya Kumar — hello@olognlabs.com
EU Representative: Aditya Kumar — hello@olognlabs.com
UK Representative: Aditya Kumar — hello@olognlabs.com
Legal Notices: legal@olognlabs.com

3. Scope
This Policy applies to all users of our website, applications, and services, and to any personal data processed by us as a data controller or processor.
Where you upload your customer or contact data into SmartBDM, you remain the controller of that data, and we process it only under your instructions.

4. Information We Collect
We may collect the following categories of information:

a) Information You Provide
  • Name, email, phone number, company, job title.
  • Account credentials such as usernames and passwords.
  • Payment and billing details.
  • Customer data you upload into SmartBDM (leads, contacts, notes, attachments, call recordings, etc.).
  • Support communications and feedback.
b) Information Collected Automatically
  • IP address, browser type, operating system, device identifiers.
  • Website pages visited, timestamps, referring URLs.
  • Service usage metrics, crash data, and performance logs.
  • Cookies and similar technologies (explained below).
c) Information from Third Parties
  • Business contact data from public or legitimate sources.
  • Analytics or payment providers assisting our operations.
  • Partners and integration services that you authorize.

5. How We Use Your Information
We process personal data for the following purposes:

  • To register and manage your account.
  • To deliver, maintain, and improve our Services.
  • To provide customer support and respond to inquiries.
  • To process payments, invoices, and subscriptions.
  • To personalize your experience and improve product quality.
  • To send administrative or service-related communications.
  • To comply with legal obligations and prevent fraud or misuse.

Legal bases (where applicable): performance of contract, legitimate interests (security, improvement, customer engagement), compliance with legal obligations, and consent (for optional communications and cookies).

6. How We Share Your Information
We may share personal data only under these conditions:

  • Service Providers: Vendors that perform functions on our behalf (hosting, email, billing, analytics, telephony, support). All are bound by confidentiality and data-processing obligations.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets.
  • Legal Requirements: Where disclosure is required by law or to protect rights, property, or safety.
  • De-identified Data: We may share anonymized or aggregated data that cannot identify you.

We do not sell or rent your personal data.

7. International Transfers
Your information may be processed or stored outside your country, including in India, the EU, the UK, or the United States.
When transferring data internationally, we apply appropriate safeguards such as contractual protections, encryption, and access controls.

8. Retention of Data
We retain personal data only as long as necessary for the purposes described above or as required by law.

  • Account and billing data: retained as long as your account is active and for audit or legal obligations.
  • System logs and backups: retained for 90 days.

After expiry, data is deleted or irreversibly anonymized.

9. Security
We use industry-standard technical and organizational measures to protect your data, including encryption, access control, logging, monitoring, and regular assessments.
While we take all reasonable precautions, no online service can guarantee absolute security.

10. Your Rights
Depending on your jurisdiction (India, EU, UK, or California), you may have rights to:

  • Access or obtain a copy of your data.
  • Correct inaccurate information.
  • Delete personal data ("right to be forgotten").
  • Restrict or object to processing.
  • Withdraw consent for processing or marketing.
  • Request portability of your data.
  • Lodge a complaint with a supervisory authority.

To exercise any of these rights, please email privacy@olognlabs.com.
We will acknowledge your request within 30 business days and aim to resolve it within 30 days, subject to verification of identity and applicable law.

11. Children's Privacy
Our Services are intended for business users. We do not knowingly collect information from individuals under 16 years of age. If we become aware that such data has been collected, it will be deleted promptly.

12. Customer Data You Upload
When you upload leads, contact lists, or call recordings:

  • You retain ownership of your customer data.
  • We act as a data processor/service provider on your behalf.
  • We process and store it only to provide the CRM functionalities you use.
  • Upon account termination, we delete the data after 90 days, unless otherwise required by law.

13. Cookies and Tracking Technologies
We use cookies and similar technologies to operate and improve our website and Services.
What Cookies We Use

  • Essential Cookies: Required for authentication, session management, and security.
  • Analytics Cookies: Measure performance, usage, and errors to improve the product.
  • Preference Cookies: Remember language or region settings.
  • Marketing Cookies: Used only with your consent to measure campaigns and engagement.

You can control cookies through your browser settings. Disabling cookies may limit functionality of certain features.

14. Marketing Communications and Opt-Out
We may send you product updates, newsletters, or marketing emails if you have expressed interest in our Services.
You may opt out at any time by emailing privacy@olognlabs.com with the subject line "Unsubscribe".
We may continue to send administrative or transactional messages that are necessary for your account.

15. "Do Not Sell or Share My Personal Information" (CCPA/CPRA)
We do not sell personal data for monetary value.
If you are a California resident and wish to opt out of any information sharing that may be considered a "sale" or "sharing" under California law, please email privacy@olognlabs.com with the subject line "Do Not Sell or Share My Information".
We will verify and process your request within the statutory timeframe.

16. Automated Decisions and AI Features
SmartBDM may use limited automation or AI-assisted analytics (for example, lead scoring or call-quality assessment).
These features are designed to support your business users and do not make decisions that produce legal or similarly significant effects without human involvement.
You may contact us to request human review of any automated decision that affects you.

17. India – Digital Personal Data Protection Act 2023 (DPDP Act)
Under the DPDP Act:

  • You have the right to access, correct, delete, or withdraw consent regarding your data.
  • You can file grievances with our Grievance Officer (Aditya Kumar – hello@olognlabs.com).
  • We will acknowledge your complaint within 30 business days and aim to resolve it within 30 days.
  • We will notify you of data breaches as required by Indian law.

18. EU / UK – GDPR and UK GDPR
For users in the EEA and UK:

  • Lawful bases include contract performance, legitimate interests, consent, and legal obligation.
  • You may contact our EU/UK representative (Aditya Kumar – hello@olognlabs.com) for any privacy concerns or to exercise your rights.
  • Data transfers outside the EEA / UK are safeguarded through standard contractual clauses or equivalent measures.

19. California – CCPA / CPRA
California residents have rights to access, delete, correct, and opt out of sale/share of personal information.
Requests may be made by emailing privacy@olognlabs.com.
We will verify your identity and respond within statutory time limits.

20. Security Disclosures and Vulnerability Reporting
If you discover a security vulnerability, please email hello@olognlabs.com.
Do not publicly disclose potential issues until we have reviewed and mitigated them.

21. Changes to This Policy
We may update this Privacy Policy periodically to reflect new features, technologies, or legal requirements.
When we make changes, we will update the Last Updated date at the top of this document.
Continued use of the Services after changes take effect constitutes your acceptance of the updated Policy.

22. Contact Information
For any privacy, legal, or data-protection matters, please contact:
OLOG N Solutions Technology LLP
Vaishali Sector 6, Ghaziabad, Uttar Pradesh, India
Privacy Email: privacy@olognlabs.com
Phone: +91 70117 95594
Legal Notices: legal@olognlabs.com
Grievance / Data Protection Officer: Aditya Kumar — hello@olognlabs.com
This document represents the full Privacy and Cookie Policy for SmartBDM by OLOG N Solutions Technology LLP. It replaces all prior versions.