Privacy Policy

1. Introduction

This Privacy Policy explains how Smartports AB (“Smartports”, “we”, “our”, or “us”) collects, uses, stores, and protects personal data through SmartHub.

SmartHub is a business platform and operational web application developed and operated by Smartports AB. The platform supports internal operations, project management, customer collaboration, subcontractor coordination, reporting, document management, and related business workflows.

SmartHub may be used by:

• • Internal Smartports personnel
• • External partners and stakeholders
• • Subcontractors and operational collaborators
• • Authorized client users
• • Business contacts and project participants

We are committed to protecting personal data and handling information responsibly in accordance with applicable privacy and data protection laws, including the General Data Protection Regulation (GDPR).

2. Scope of This Privacy Policy

This Privacy Policy applies to:

• • SmartHub platform users
• • Client login users
• • External partners and stakeholders
• • Subcontractor users
• • Users authenticated using Google OAuth
• • Business contacts processed through SmartHub
• • Visitors interacting with SmartHub-related services

This policy applies only to SmartHub and related services operated by Smartports AB.

3. Information We Collect

SmartHub may collect and process the following categories of information.

3.1 Account & Identity Information

Depending on platform usage and role, SmartHub may collect:

• • Name
• • Email address
• • Profile image
• • Organization or company association
• • User role and permissions
• • Internal or external account classification

3.2 Authentication Information

SmartHub uses Google OAuth for authentication.

SmartHub may process:

• • Google account identifiers
• • Session identifiers
• • Login timestamps
• • Authentication activity
• • Security and audit logs

SmartHub does not store Google account passwords.

3.3 Operational & Usage Information

SmartHub may collect operational usage data including:

• • Login activity
• • User interactions
• • Workflow activity
• • Project updates
• • Audit trails
• • Notifications and communication activity
• • Access history and permission changes

This information is used for:

• • Security
• • Operational monitoring
• • Troubleshooting
• • Platform improvement
• • Access accountability

3.4 Business & Customer Data

SmartHub may process business-related information including:

• • Customer and company information
• • CRM and sales records
• • Contact details
• • Project information
• • Workflow data
• • Meeting and scheduling information
• • Financial and operational records

3.5 Documents & Uploaded Files

Users may upload:

• • Contracts
• • Reports
• • Images
• • PDFs
• • Financial documents
• • Operational files
• • Project documentation

Uploaded files are stored securely and access is controlled through role-based permissions and organizational access rules.

3.6 Technical & Device Information

SmartHub may collect technical information such as:

• • Browser type
• • Device information
• • IP address
• • Session information
• • Error logs
• • Diagnostic and performance information

4. Google Login & Authentication

SmartHub uses Google OAuth 2.0 for user authentication.

OAuth scopes currently use:

• • openid
• • email
• • profile

When users authenticate using Google Login, SmartHub may access:

• • Name
• • Email address
• • Basic profile information

This information is used solely for:

• • Authentication
• • User identification
• • Account management
• • Access control
• • Security verification

SmartHub does not sell Google user data and does not use Google user data for advertising purposes.

5. Google Workspace Integrations

For authorized organizational users, SmartHub may integrate with Google Workspace services for operational functionality such as:

• • Calendar synchronization
• • Internal meeting visibility
• • Scheduling workflows
• • Operational planning
• • Workspace-related collaboration features

These integrations are limited to authorized organizational usage and are used solely for business and operational purposes.

SmartHub does not use Google Workspace data to train public AI models.

6. Client, Partner & Subcontractor Access

SmartHub supports controlled access for:

• • Clients
• • External stakeholders
• • Partners
• • Subcontractors
• • Operational collaborators

Access may include:

• • Project visibility
• • Workflow progress
• • Shared documents
• • Scheduling information
• • Reports and operational data
• • Communication and updates

Visibility and permissions are managed internally through role-based and permission-based access controls.

External users only receive access to information relevant to their authorized scope.

7. How We Use Personal Data

SmartHub processes personal data for purposes including:

• • User authentication and account management
• • Platform operation and administration
• • Customer and project management
• • Workflow and subcontractor coordination
• • Communication and notifications
• • Reporting and analytics
• • Security monitoring and fraud prevention
• • Document management
• • Operational planning and scheduling
• • Internal collaboration
• • Service maintenance and platform improvement

8. Legal Basis for Processing

SmartHub processes personal data under one or more of the following legal bases.

Contract Performance

Processing necessary to provide SmartHub services and operational functionality.

Legitimate Interest

Security, operational management, fraud prevention, analytics, and system administration.

Consent

Optional integrations or features requiring explicit user authorization.

Legal Obligation

Retention and processing required by law, accounting regulations, or contractual obligations.

9. AI-Assisted Features

SmartHub may include AI-assisted operational features such as:

• • Workflow summaries
• • Text summarization
• • Internal automation support
• • Document processing assistance
• • Context-aware operational tools

AI-assisted functionality is designed to support operational workflows and human decision-making.

SmartHub does not use customer data to train public AI models.

10. Sharing of Data

SmartHub may share limited information with trusted service providers necessary for platform operation.

Examples may include:

• • AWS (hosting and infrastructure)
• • Google (authentication and workspace integrations)
• • SendGrid (email delivery)
• • OpenAI (AI-assisted features)

All providers are selected with security and GDPR considerations in mind.

Smartports AB does not sell personal data to third parties.

11. Data Storage & Security

SmartHub implements technical and organizational safeguards intended to protect data, including:

• • HTTPS/TLS encryption
• • Secure authentication systems
• • Role-based access controls
• • Permission-based visibility restrictions
• • Audit logging
• • Infrastructure access controls
• • Encrypted storage and backups
• • Operational monitoring
• • Secure cloud infrastructure hosted primarily within the EU

While reasonable safeguards are implemented, no system can guarantee absolute security.

12. Data Retention

Personal data is retained only for as long as necessary for:

• • Operational requirements
• • Active business relationships
• • Legal obligations
• • Security and audit purposes
• • Contractual requirements

Retention periods may vary depending on data category and applicable regulations.

13. International Data Transfers

SmartHub infrastructure is primarily hosted within European Union (EU) regions.

Where international data transfers occur, Smartports AB implements appropriate safeguards and contractual protections where applicable.

14. User Rights

Subject to applicable law, users may have rights including:

• • Right of access
• • Right to rectification
• • Right to erasure
• • Right to object
• • Right to restrict processing
• • Right to data portability

Requests may be submitted using the contact details provided below.

15. Cookies & Session Technologies

SmartHub uses necessary session and authentication technologies required for secure platform functionality.

These technologies may support:

• • Authentication
• • Session handling
• • Security controls
• • User preferences
• • Operational platform functionality

16. Security Logging & Monitoring

SmartHub may maintain logs related to:

• • Authentication events
• • User activity
• • Administrative actions
• • Permission changes
• • Security events
• • Operational monitoring

These logs support:

• • Security monitoring
• • Troubleshooting
• • Compliance
• • Fraud prevention
• • Operational integrity

17. Changes to This Privacy Policy

Smartports AB may update this Privacy Policy periodically.

Updated versions will be published within SmartHub or related services with an updated effective date.

18. Contact Information

For privacy-related questions or requests, please contact:

19. Google API Services User Data Policy

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