Privacy Policy

1. Introduction

This Privacy Policy describes how SmartMargin collects, uses, and protects your personal information. By using the SmartMargin platform, you consent to the practices described in this policy.

2. Information We Collect

We collect information such as your name, email address, company details, data used for the platform and business data from invoices or receipts you provide to us. We also collect usage data about how you interact with the Platform. As part of our services, we process business data extracted from your internal systems, such as POS, ERP, back-office platforms, inventory systems, and Excel files. This data may include:

• Sales per product, category, employee, or shift

• Food cost per dish or location

• Supplier costs, payroll, and inventory figures

• Store performance, service speed, loyalty metrics (e.g. NPS, CSAT, CSS)

We also process invoice and receipt data that you submit to us via photo, email, or WhatsApp, in order to deliver structured Excel/CSV reports. This includes:

• Supplier names

• Product names and quantities

• Prices, taxes, and totals

• Invoice numbers and issue dates

All data is processed solely to deliver cost analysis, KPIs, performance reporting, smart alerts, and AI-generated recommendations that help improve your operations and profitability. The data is stored securely and treated as confidential business information. Invoice images are automatically deleted after 90 days, unless otherwise agreed. We act as a data processor under GDPR, and you remain the data controller of your business data. A Data Processing Agreement (DPA) is available upon request.

3. How We Use Your Information

We use your information to provide and improve the Platform, personalize your experience, communicate with you about your account, and comply with legal obligations. We also use your business data to provide performance indicators (KPIs), smart alerts, and AI-driven operational insights tailored to your company.

4. Data Security

We implement reasonable security measures to protect your personal information from unauthorized access, use, or disclosure. Invoice photos are stored in encrypted cloud infrastructure with limited access only to authorized personnel. However, no security system is impenetrable.

5. Data Retention

We retain your information only as long as necessary to fulfill the purposes for which it was collected, or as required by law.

6. Your Rights

You have the right to access, correct, or delete your personal information. Please contact us at support@smartmargin.com to exercise these rights.

7. Third-Party Links

Our Platform may contain links to third-party websites. We are not responsible for the privacy practices of these third-party websites.

8. Changes to Policy

We may update this Privacy Policy from time to time. We will post any changes on the Platform.

9. Cookies Policy

We use cookies to enhance your experience on our Platform. Cookies are small text files that are stored on your device. You can control the use of cookies through your browser settings. However, disabling cookies may affect the functionality of the Platform.

10. Data Transfer

If you are located outside of Greece, please note that your personal information may be transferred to and stored on servers located in EU or US. By using the Platform, you consent to this transfer and storage.

11. Marketing Communications

With your consent, we may send you marketing communications related to our products, services, and offers. You can opt out of receiving marketing emails at any time by clicking the unsubscribe link in our emails or by contacting us directly.

12. Children’s Privacy

The Platform is not intended for children under the age of 13, and we do not knowingly collect personal information from children. If we learn that we have inadvertently collected personal information from children under the age of 13, we will take steps to delete that information.

13. Lawful Basis for Processing Personal Data

We process your personal information based on the following lawful grounds:

• To fulfill contractual obligations (e.g., providing services through the Platform).

• With your consent for specific activities such as marketing communications.

• For compliance with legal obligations.

• Legitimate interests, such as improving our services.

14.  Business Data Processing (POS, ERP, Invoices & Excel)

As part of our services, we process invoice and receipt data that you submit to us via photo, email, or WhatsApp, in order to deliver structured Excel/CSV reports. This includes information such as:

• Supplier names

• Product names and quantities

• Prices, taxes, and totals

• Invoice numbers and issue dates

This data is processed solely for the purpose of cost analysis and reporting on your behalf and is treated as confidential business data.

The invoices are stored securely and are automatically deleted after [30/60/90] days, unless otherwise agreed.

We act as a data processor under GDPR, and you remain the data controller of your business documents. A Data Processing Agreement (DPA) is available upon request.

15. Contact Us

For any questions or concerns regarding this Privacy Policy, please contact us at support@smartmargin.gr.