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Privacy Policy

Last updated: 23 February 2026

This Privacy Policy explains how SmartOn Systems, UAB (“SmartOn”, “we”, “us”) collects, uses, and protects personal data when you use the SmartOn platform, including its optional Gmail integration feature.

SmartOn is a business management system designed for manufacturing and retail (café) operations. Each customer accesses the system through a dedicated secure subdomain (e.g., customer.smarton.app).

1. Information We Collect

When using SmartOn, we may collect:

  • Account information (name, email address, login credentials)

  • Business operational data entered into the system

  • Technical data such as IP address and browser type for security purposes

If a user chooses to connect a Gmail account, SmartOn accesses limited Gmail data under the Gmail read-only permission.

2. Gmail Integration and Data Usage

SmartOn offers an optional Gmail integration feature.

When a user connects their Gmail account:

  • Access is granted via Google OAuth authorization.

  • SmartOn stores the current mailbox history ID at the time of authorization.

  • SmartOn does not import, read, or process past emails.

  • Only new emails received after authorization are checked.

  • The system analyzes only the subject line and limited metadata required to identify business reference identifiers (e.g., “Order#12345”, “Production#6789”).

If a predefined business identifier is detected in the subject line, the message content may be attached to the corresponding business entity (such as an Order, Production, Sale, or Purchase record) within the SmartOn system as a timeline entry.

SmartOn does not:

  • Send emails

  • Modify emails

  • Delete emails

  • Organize, label, or manage Gmail mailboxes

Access is strictly read-only and limited to identifying relevant business-related messages.

Users may disconnect their Gmail account at any time within the SmartOn interface. Upon disconnection, no further Gmail data is accessed.

3. Legal Basis for Processing

We process personal data:

  • To perform a contract (providing SmartOn services)

  • For legitimate interests (system security and service improvement)

  • To comply with legal obligations

  • Based on user consent where required (including Gmail authorization)

Users may revoke Gmail access at any time through Google Account settings or within the SmartOn system.

4. Data Sharing

SmartOn does not sell, rent, or trade personal data.

Gmail data accessed via Google APIs is:

  • Used solely to provide the described user-facing functionality

  • Not used for advertising purposes

  • Not used to determine credit-worthiness

  • Not transferred to data brokers or information resellers

SmartOn’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Data may be processed by trusted service providers (such as hosting providers) solely for infrastructure and security purposes under contractual confidentiality obligations.

5. Data Retention

Gmail-related data stored within SmartOn is retained only as long as necessary to provide the service or until the user deletes the related records or disconnects the Gmail account.

Users may request deletion of their data by contacting us.

6. Security Measures

We implement appropriate technical and organizational measures, including:

  • Encrypted HTTPS connections

  • Secure storage of OAuth tokens

  • Access controls

  • Logging and monitoring

No method of transmission or storage is completely secure. Users should contact us immediately if they suspect unauthorized access.

7. International Transfers

Data may be processed within the European Union and, where necessary, in other jurisdictions where our infrastructure providers operate, subject to appropriate safeguards.

8. Your Rights

Depending on applicable law, users may have the right to:

  • Access their personal data

  • Request correction

  • Request deletion

  • Object to certain processing activities

  • Lodge a complaint with a supervisory authority

Requests may be submitted to the contact information below.

9. Changes to This Policy

We may update this Privacy Policy to reflect changes in legal requirements or system functionality. Updates will be published with a revised “Last updated” date.

10. Contact Information

SmartOn Systems, UAB

Registration code: 306008302

Address: Žygimantų g. 11-7, Vilnius, Lithuania

Email: [email protected]