1. Who we are
Smartnatic is provided by INVERT LLC, a limited liability company registered in the State of Wyoming, United States, 5830 E 2nd St, Ste 7000 #6984, Casper, WY 82609, United States ("we", "us"). For anything about privacy, write to privacy@smartnatic.com.
2. Two kinds of data, two different roles
Account data. Information about the people who use Smartnatic: name, email, role, sign-in records. For this we decide how it is used, so we are the controller.
Practice data. Everything your firm puts into Smartnatic: projects, clients, contacts, fees, invoices, timesheets, drawings, documents and files. Your firm decides what goes in and who sees it. Your firm is the controller and we process it only on your firm's instructions, as a processor. If you are a client or consultant of a firm that uses Smartnatic and have a question about your data, please contact that firm first.
3. What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account details | Name, email, a hashed password (we never store the password itself), role in the firm, language | You, or the person who invited you |
| Firm details | Firm name, address, phone, website, licence and tax numbers, logo, plan and billing cycle | The firm's owner or principals |
| Practice data | Projects, phases, deliverables, tasks, time entries, fees, invoices, contracts, contacts, uploaded files and images | People in your firm |
| Technical records | Sign-in time, the page a problem report was sent from, browser type | Created automatically when you use the service |
| Messages to us | Problem reports, feature requests, emails | You |
We do not ask for, and you should not upload, special categories of personal data such as health information, unless your firm has a lawful reason and has told us.
4. Why we use it, and our legal basis
- To provide the service you signed up for: sign you in, show your projects, produce your documents and invoices. Basis: our contract with your firm.
- To send service emails: invitations, password resets, and the notifications you have switched on. Basis: contract, and your own notification settings.
- To keep the service secure and working: prevent abuse, find and fix faults. Basis: our legitimate interest in a safe service.
- To bill your firm and keep the records the law requires. Basis: contract and legal obligation.
- To answer you when you write to us. Basis: legitimate interest.
We do not use practice data to train AI models, to build advertising profiles, or for any purpose other than running the service for your firm.
The AI Advisor
If your firm has seats with the AI Advisor, a question you ask, together with the project figures needed to answer it, is sent to our AI provider to produce the answer. It is used for that answer only.
5. Cookies
The app sets one essential cookie: the session cookie that keeps you signed in. It holds no advertising or tracking identifier and the service does not work without it, so it does not need consent.
The app also stores a few preferences in your browser's local storage, such as whether the side panel is open. These never leave your device.
We use no analytics, advertising or social media cookies. If that ever changes, we will ask for your consent first and update this page.
Our public pages load their typeface from Google Fonts, which means your browser contacts Google to fetch the font files and Google receives your IP address. We plan to host the fonts ourselves.
6. Who we share it with
We never sell personal data. We share it only with the providers that help us run the service, each under a contract that limits them to our instructions:
| Provider | What for |
|---|---|
| Vercel (Frankfurt, Germany) | Running the application |
| Neon (Frankfurt, Germany) | Storing your data |
| Vercel Blob (Frankfurt, Germany) | Storing the files you upload: drawings, documents, images, receipts |
| Resend (European Union region) | Sending service emails (invitations, password resets, notifications) |
| Our AI provider | Answering AI Advisor questions, only for firms with Advisor seats |
| Our payment provider | Taking card payments, once online payment is switched on. We never see or store full card numbers. |
Connections your firm switches on
Your firm can choose to connect Smartnatic to other services, for example OctopusWave, CallSophia or Postspool. When a firm does this, the project details needed for that connection are sent to that service, under that service's own terms and privacy policy. Nothing is sent until someone in your firm connects it, and it can be disconnected at any time in Settings, Integrations.
When the law requires it
We may disclose data if a court or authority with the power to demand it requires us to. Where we are allowed to, we will tell your firm first.
7. Where your data is kept
Your data is stored in the European Union: the application runs on Vercel (Frankfurt, Germany), the database is Neon (Frankfurt, Germany) and uploaded files are kept in Vercel Blob (Frankfurt, Germany). This applies to every customer, wherever they are based.
INVERT LLC itself is based in the United States. When our staff support the service, or when a provider outside the European Economic Area is involved, personal data can be accessed from, or transferred to, the United States or another country. For those transfers we rely on a lawful mechanism, such as the European Commission's standard contractual clauses and the UK addendum to them, together with the safeguards described under Security below.
8. How long we keep it
- While your firm has an account: for as long as the account is open. If a trial ends without a plan, the account becomes read-only and nothing is deleted.
- After the account is closed: your firm can export everything first. We delete practice data within 90 days of closure, and from backups as those backups expire.
- Billing records: for as long as tax and accounting law requires, usually up to ten years.
- People who leave a firm: their sign-in is switched off. The work they recorded (time, approvals, documents) stays with the firm, because it is part of the firm's project record.
9. Your rights
Depending on where you live, you have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to how it is used, to receive it in a portable format, and to withdraw any consent you have given.
For account data, write to privacy@smartnatic.com and we will answer within one month. For practice data held by a firm that uses Smartnatic, please ask that firm. We will help the firm respond.
You also have the right to complain to your local data protection authority. We would appreciate the chance to put things right first.
If you live in California, you have the rights described above under California law. We do not sell or share personal information as those terms are defined there.
10. Security
Passwords are stored only as salted hashes. Invitation and password reset links are single-use and expire, and only their hashes are stored. Keys your firm saves for connected services are encrypted. Access inside the app is controlled by role, and every approval and plan change is recorded. No system is perfectly secure, so if we ever learn of a breach affecting your data we will tell your firm without undue delay.
11. Children
Smartnatic is a tool for professional firms. It is not intended for anyone under 16 and we do not knowingly collect their data.
12. Changes to this policy
If we make a change that matters, we will tell firm owners by email or in the app before it takes effect. The date at the top shows when this page last changed.
13. Contact
INVERT LLC, 5830 E 2nd St, Ste 7000 #6984, Casper, WY 82609, United States. Privacy questions: privacy@smartnatic.com. Everything else: hello@smartnatic.com.