Privacy Policy

Effective Date: 1 October 2025
Last Updated: 17 October 2026

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@smartbdm.ai
Phone / WhatsApp: +91 91080 11757
Data Protection Officer (DPO): Aditya Kumar — hello@smartbdm.ai
Grievance Officer: Aditya Kumar — hello@smartbdm.ai
Legal Notices: legal@smartbdm.ai

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:

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 is stored in India, on Google Cloud in Mumbai, and may be processed by our service providers in other countries, including the EU, the UK and 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 (for example India, Singapore, the United Arab Emirates, the EU, the 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@smartbdm.ai.
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 voice notes:

• 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 sales platform functionality 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 and usage to improve the product (Google Analytics).
• Preference Cookies: Remember language or region settings.
• Marketing Cookies: Measure our advertising (the Meta Pixel).

Visitors from the UK, the European Economic Area, Switzerland, Thailand and Vietnam see analytics and marketing cookies only after accepting them on our cookie banner. Elsewhere they are set when you visit, and you can reject them on the banner. You can change your choice at any time with “Cookie settings” at the foot of our pages, or block cookies in your browser.

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@smartbdm.ai 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@smartbdm.ai 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@smartbdm.ai).
• 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. Singapore – Personal Data Protection Act 2012 (PDPA)
For individuals in Singapore:

• We collect, use and disclose your personal data only for the purposes in Section 5, with your consent or where the PDPA otherwise permits. You may withdraw your consent at any time by emailing privacy@smartbdm.ai; before we act on it, we will tell you what withdrawing means for the Services.
• You may ask for the personal data we hold about you and how it has been used or disclosed in the past year, and for any error or omission in it to be corrected. We will respond within 30 days, or tell you within that time when we will be able to.
• Your data is stored in India and may be processed by our service providers in other countries (Section 7). We transfer personal data out of Singapore only to recipients bound by legally enforceable obligations, such as contracts, that give it a standard of protection comparable to the PDPA.
• If a data breach is notifiable under the PDPA, we will notify the Personal Data Protection Commission (PDPC) within 3 calendar days of assessing it as notifiable, and notify affected individuals as the PDPA requires.
• For customer data we process on a customer’s behalf (Section 12), we act as a data intermediary: we notify that customer of any breach without undue delay, and the customer answers requests about that data.
• You can reach our Data Protection Officer through the contacts in Section 2. If you are not satisfied with our response, you may complain to the PDPC.

19. United Arab Emirates – Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL)
For individuals in the United Arab Emirates:

• We process your personal data for the purposes in Section 5, with your consent or where the PDPL otherwise permits, such as to perform a contract with you or to meet a legal obligation. You may withdraw your consent at any time.
• You have the right to obtain information about the personal data we hold about you and how we process it; to receive it in a structured, machine-readable form and have it sent to another organisation; to have inaccurate data corrected and data we no longer need erased; to restrict or stop processing in the cases the PDPL sets out; and to object to decisions made solely by automated processing that have legal effects or seriously affect you (Section 16).
• Your data is stored in India and may be processed by our service providers in other countries (Section 7). We transfer personal data out of the United Arab Emirates only as the PDPL permits, including under contracts that require the recipient to protect it to the PDPL’s standard.
• If a breach would prejudice the privacy, confidentiality or security of your personal data, we will notify the UAE Data Office and you as the PDPL requires. For customer data we process on a customer’s behalf (Section 12), we notify that customer.
• To exercise your rights, email privacy@smartbdm.ai. You may also complain to the UAE Data Office.
• Personal data governed by the data-protection laws of the Dubai International Financial Centre (DIFC) or Abu Dhabi Global Market (ADGM) is protected under those laws instead; you can exercise the rights they give you through the same contact.

20. 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 us at privacy@smartbdm.ai for any privacy concerns or to exercise your rights.
• Data transfers outside the EEA / UK are safeguarded through standard contractual clauses or equivalent measures.

21. 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@smartbdm.ai.
We will verify your identity and respond within statutory time limits.

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

23. 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.

24. 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@smartbdm.ai
Phone / WhatsApp: +91 91080 11757
Legal Notices: legal@smartbdm.ai
Grievance / Data Protection Officer: Aditya Kumar — hello@smartbdm.ai
This document represents the full Privacy and Cookie Policy for SmartBDM by OLOG N Solutions Technology LLP. It replaces all prior versions.