Privacy Policy

Last Updated: Jun 10, 2026

This Privacy Policy explains how Softronics Systems Pvt Ltd, operating as SmartTask ("SmartTask", "we", "us", or "our"), collects, uses, discloses, stores, and protects personal information when you visit our website, create an account, use the SmartTask service, contact us, or otherwise interact with us.

This Privacy Policy should be read together with our Terms of Service, Data Processing Addendum, GDPR & Data Protection page, and Subprocessors page.

By using SmartTask, you acknowledge that you have read this Privacy Policy.

1. Scope of this Privacy Policy#

This Privacy Policy applies to personal information that SmartTask processes when we act as a controller or data fiduciary, such as information collected through our website, account registration, billing, marketing, support, analytics, and direct communications with us.

When a customer uses SmartTask to store or process personal information inside its workspace, the customer typically controls that data. In those cases, SmartTask processes such data on behalf of the customer as a processor or service provider, and our Data Processing Addendum applies.

If you are an end user of a SmartTask customer and want to exercise privacy rights in relation to information stored in that customer's workspace, please contact the organization that provided you access to SmartTask.

2. Information We Collect#

We collect personal information in the following ways.

2.1 Account and Profile Information#

When you create an account or use SmartTask, we may collect information such as:

• Name
• Email address
• Phone number
• Password or authentication credentials
• Organization name
• Job title or role
• Profile photo
• User preferences
• Workspace, team, or project membership information

2.2 Customer Data and Content#

Your use of SmartTask may involve uploading, entering, storing, or sharing content through the Service, including:

• Tasks
• Projects
• Comments
• Conversations
• Attachments
• Contacts
• CRM records
• Time entries
• Reports
• Call records or call-related metadata, where enabled
• Files and other workspace content
• And much more

Customer Data is controlled by the customer or organization that owns the workspace. SmartTask processes Customer Data only as needed to provide, secure, maintain, support, and improve the Service, or as otherwise permitted by the Agreement, the Data Processing Addendum, or applicable law.

2.3 Billing and Payment Information#

If you purchase a paid plan or service, we may collect billing-related information such as:

• Billing name
• Billing email
• Company name
• Billing address
• GST or tax identification details
• Invoice details
• Subscription plan
• Payment status
• Transaction metadata

Payments may be processed by third-party payment providers. SmartTask does not store complete payment card numbers unless expressly stated otherwise.

2.4 Usage, Device, and Technical Information#

When you use our website or Service, we may automatically collect certain technical and usage information, including:

• IP address
• Browser type
• Device type
• Operating system
• Referring URL
• Pages visited
• Features used
• Access dates and times
• Log data
• Error reports
• Performance data
• Approximate location based on IP address
• Cookie and similar technology identifiers

2.5 Support and Communications#

When you contact us for support, sales, onboarding, demos, feedback, or other inquiries, we may collect:

• Name
• Email address
• Phone number
• Company details
• Message contents
• Support tickets
• Call or meeting details
• Attachments or screenshots you provide
• Any other information you choose to share with us

2.6 Integrations and Third-Party Services#

If you choose to connect SmartTask with third-party services, we may receive or process information from those services as authorized by you or your organization.

The information shared depends on the integration, your settings, and the permissions granted by you or your organization.

Third-party services are governed by their own terms and privacy policies.

2.7 Marketing and Website Information#

When you subscribe to newsletters, download resources, register for webinars, submit forms, or interact with our marketing communications, we may collect:

• Name
• Email address
• Company name
• Role
• Communication preferences
• Campaign and engagement data

You may unsubscribe from marketing emails at any time by using the unsubscribe link in the email or contacting us.

3. How We Use Personal Information#

We use personal information for the following purposes:

• To provide, operate, maintain, and secure the Service
• To create and manage accounts
• To authenticate users
• To provide customer support
• To process payments and invoices
• To communicate about the Service
• To send administrative messages, product updates, and security notices
• To personalize and improve the user experience
• To analyze usage, performance, and reliability
• To prevent fraud, abuse, security incidents, and unauthorized access
• To troubleshoot issues and improve the Service
• To manage integrations and connected services
• To send marketing communications where permitted
• To comply with legal, tax, accounting, regulatory, and contractual obligations
• To enforce our Terms of Service and other agreements
• To protect the rights, property, and safety of SmartTask, our customers, users, and others

We may use aggregated or de-identified information for analytics, research, product improvement, reporting, and business purposes. Aggregated or de-identified information does not identify you personally.

4. Legal Bases for Processing#

Where applicable data protection law requires a legal basis for processing personal information, we rely on one or more of the following legal bases:

• Performance of a contract, where processing is necessary to provide the Service or fulfill our agreements;
• Legitimate interests, such as securing, improving, and supporting the Service, preventing abuse, and communicating with customers;
• Consent, where we ask for consent for a specific purpose, such as certain marketing communications or optional cookies;
• Legal obligation, where processing is necessary to comply with applicable laws, tax rules, accounting rules, court orders, or regulatory requirements.

Where we rely on consent, you may withdraw consent at any time. Withdrawal of consent does not affect processing that occurred before consent was withdrawn.

5. Cookies and Similar Technologies#

SmartTask uses cookies, local storage, pixels, and similar technologies to operate our website and Service, remember preferences, understand usage, improve performance, and support marketing and analytics.

Cookies may be used for:

• Authentication
• Security
• Session management
• Preferences
• Analytics
• Performance monitoring
• Marketing attribution

You can control cookies through your browser settings. If you disable certain cookies, some parts of the website or Service may not function properly.

Where required by law, we will request consent before using non-essential cookies.

6. Analytics#

We may use analytics providers, such as Google Analytics or similar tools, to understand how visitors and users interact with our website and Service.

Analytics tools may collect information such as IP address, device information, browser information, pages visited, session duration, referral sources, and interactions with the website or Service.

We use this information to improve usability, performance, content, product experience, and marketing effectiveness.

7. How We Share Personal Information#

We do not sell personal information.

We may share personal information in the following circumstances:

7.1 With Service Providers and Subprocessors#

We may share personal information with trusted service providers and subprocessors who help us operate, host, secure, support, analyze, and improve the Service.

These providers may include cloud hosting providers, infrastructure providers, email providers, analytics providers, payment processors, customer support tools, communication tools, and security providers.

Our Subprocessors page lists subprocessors used in connection with the Service.

7.2 With Customer Administrators and Workspace Members#

If you use SmartTask as part of an organization, your information and activity may be visible to administrators, workspace owners, project members, or other users based on workspace settings and permissions.

Customer administrators may be able to access, export, modify, or delete information associated with your use of the workspace.

7.3 With Third-Party Integrations#

If you or your organization enables an integration, SmartTask may share information with the connected third-party service as authorized by you or your organization.

SmartTask is not responsible for how third-party services process information after access is authorized.

7.4 For Legal and Compliance Reasons#

We may disclose personal information if we believe disclosure is necessary to:

• Comply with applicable law, regulation, court order, subpoena, or legal process;
• Respond to lawful requests from public authorities;
• Enforce our Terms of Service or agreements;
• Protect the rights, property, or safety of SmartTask, our customers, users, or others;
• Detect, prevent, or address fraud, abuse, security, or technical issues.

7.5 Business Transfers#

If SmartTask is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, personal information may be transferred as part of that transaction, subject to appropriate confidentiality and data protection safeguards.

8. International Data Transfers#

SmartTask is based in India, US, South-East Asia, and we and our service providers may process personal information in these regions and other countries where we or our service providers operate.

Where required by applicable law, we use appropriate safeguards for international transfers, such as contractual commitments, Standard Contractual Clauses, or other legally recognized transfer mechanisms.

For customer personal data processed under the Data Processing Addendum, international transfer terms are addressed in the DPA.

9. Data Retention#

We retain personal information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, maintain business records, prevent fraud or abuse, and fulfill the purposes described in this Privacy Policy.

Retention periods may vary depending on the type of information, the context in which it was collected, contractual requirements, legal requirements, and operational needs.

Customer Data is retained in accordance with the customer's subscription, workspace settings, the Terms of Service, the Data Processing Addendum, and applicable law.

If an account is deleted or terminated, we may delete or anonymize personal information from active systems within a reasonable period, subject to legal, tax, accounting, security, backup, dispute-resolution, and compliance obligations.

Information may remain in backups for a limited period in accordance with backup and disaster recovery practices.

10. Deletion Requests#

You may request deletion of personal information by contacting us at support@smarttask.io from the email address associated with your SmartTask account.

We may need to verify your identity before processing a deletion request.

Where SmartTask acts as a processor on behalf of a customer, we may refer your request to the relevant customer or process the request based on the customer's instructions.

We may decline or limit a deletion request where retention is required or permitted by law, contractual obligations, security reasons, fraud prevention, backups, dispute resolution, tax requirements, accounting requirements, or legitimate business purposes.

11. Security#

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include encryption in transit, authentication controls, role-based permissions, access controls, logging, monitoring, backups, and personnel confidentiality obligations.

No method of transmission over the internet or method of electronic storage is completely secure. Therefore, we cannot guarantee absolute security.

You are responsible for maintaining the confidentiality of your login credentials and for using the security features available in the Service.

12. Your Privacy Rights#

Depending on where you are located and the law that applies, you may have rights in relation to your personal information, including the right to:

• Access personal information we hold about you;
• Request correction of inaccurate or incomplete personal information;
• Request deletion or erasure of personal information;
• Object to certain processing;
• Request restriction of processing;
• Request portability of personal information;
• Withdraw consent where processing is based on consent;
• Opt out of marketing communications;
• Lodge a complaint with a data protection authority or competent regulator.

To exercise your rights, contact us at support@smarttask.io.

We may need to verify your identity before responding to your request.

If your request relates to personal information controlled by a SmartTask customer, we may direct you to that customer.

13. India Privacy Rights#

If India's Digital Personal Data Protection Act, 2023 applies to the processing of your personal data, you may have rights as a Data Principal, including rights to:

• Access information about your personal data;
• Request correction, completion, updating, or erasure of personal data;
• Raise a grievance;
• Nominate another individual to exercise rights in the event of death or incapacity, where applicable.

You may contact us at support@smarttask.io for privacy requests or grievances.

Where we process personal data on behalf of a customer, we may forward or refer your request to that customer.

14. EEA, UK, and Swiss Privacy Rights#

If you are located in the European Economic Area, United Kingdom, or Switzerland, you may have additional rights under applicable data protection laws, including rights of access, rectification, erasure, restriction, portability, objection, withdrawal of consent, and the right to lodge a complaint with a supervisory authority.

Where SmartTask processes personal data on behalf of a customer, the customer is generally responsible for responding to your request.

15. California Privacy Notice#

If the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies to our processing of your personal information, you may have rights to know, access, correct, delete, and opt out of certain uses or disclosures of personal information, and the right not to be discriminated against for exercising those rights.

SmartTask does not sell personal information.

SmartTask does not knowingly share personal information for cross-context behavioral advertising unless we provide appropriate notice and choice as required by applicable law.

To exercise California privacy rights, contact us at support@smarttask.io.

16. Marketing Communications#

We may send marketing emails, product updates, newsletters, or promotional communications where permitted by law.

You can opt out of marketing emails at any time by using the unsubscribe link in the email or contacting us at support@smarttask.io.

Even if you opt out of marketing communications, we may still send transactional, administrative, billing, security, and service-related messages.

17. Call Recordings and Communications Data#

SmartTask may support call-related features or integrations that allow customers to attach call records, call metadata, or call recordings to tasks, projects, contacts, or other records.

Customers are responsible for ensuring that their use of call recording or communication features complies with applicable laws, including obtaining any required notices or consents from participants.

SmartTask processes such data in accordance with the customer's instructions, the Terms of Service, the Data Processing Addendum, and applicable law.

18. Third-Party Links#

Our website or Service may contain links to third-party websites, applications, or services.

We are not responsible for the privacy practices, content, security, or policies of third-party websites or services.

You should review the privacy policies of any third-party services you use.

19. Children#

The Service is intended for business use and is not directed to children.

We do not knowingly collect personal information from children. If you believe that a child has provided personal information to us, please contact us at support@smarttask.io and we will take appropriate steps to delete such information where required by law.

20. Automated Decision-Making#

SmartTask does not use personal information to make automated decisions that produce legal or similarly significant effects on individuals.

If this changes, we will update this Privacy Policy as required by applicable law.

21. Changes to this Privacy Policy#

We may update this Privacy Policy from time to time.

If we make material changes, we will provide notice by posting the updated Privacy Policy on our website, sending an email, displaying an in-service notice, or using another reasonable method.

The "Last Updated" date at the top of this Privacy Policy indicates when it was last revised.

Your continued use of the Service after the updated Privacy Policy becomes effective means you acknowledge the updated Privacy Policy.

22. Contact Us#

For questions, requests, or grievances related to this Privacy Policy or SmartTask's privacy practices, contact us at:

support@smarttask.io