Our Terms Of Business
We try to make all our policies as clear, fair, and readable as possible.
Our Terms & Conditions
Terms of Service
By using the Smart Approve Ltd (“Service”), you are agreeing to be bound by the following terms and conditions (“Terms of Service”).
SMART APPROVE LTD – Company number: 11998585 (“Company”) reserves the right to update and change these Terms of Service without notice.
Violation of any of the terms below may result in the termination of your account.
Account Terms
-
You are responsible for maintaining the security of your account and password. The Company cannot and will not be liable for any loss or damage from your failure to comply with this security obligation.
-
You are responsible for all content posted and activity that occurs under your account (even when content is posted by others who have their own logins under your account).
-
You may not use the Service for any illegal purpose or to violate any laws in your jurisdiction (including but not limited to copyright laws).
-
You must provide your legal full name, a valid email address, and any other information requested in order to complete the signup process.
-
Your login may only be used by one person – a single login shared by multiple people is not permitted. You may create separate logins for as many people as you’d like.
-
You must be a human. Accounts registered by “bots” or other automated methods are not permitted.
Payment, Refunds, Upgrading and Downgrading Terms
-
The Service is offered with a free trial for up to 5 Users and 20 Approvals per month. If you need more than 15 users and 15 Approvals cases per month, you will only be able to continue using the Service by paying in advance for additional usage. If you fail to pay for additional usage, your account will be frozen and inaccessible until payment is made.
-
For any upgrade or downgrade in plan level, will result in the new rate being charged at the next billing cycle. There will be no prorating for downgrades in between billing cycles.
-
Downgrading your Service may cause the loss of features or capacity of your account. The Company does not accept any liability for such loss.
-
All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities, and you shall be responsible for payment of all such taxes, levies, or duties, The Company will collect those taxes on behalf of taxing authority and remit those taxes to taxing authorities.
-
Refunds are processed according to our refund policy.
Cancellation and Termination
-
You are solely responsible for properly cancelling your account. An email or phone request to cancel your account is not considered cancellation. You can cancel your account at any time by clicking on the Account link in the global navigation bar at the top of the screen. The Account screen provides a simple no-questions-asked cancellation link.
-
All of your content will be inaccessible from the Service immediately upon cancellation. Within 30 days, all content will be permanently deleted from backups and logs. This information can not be recovered once it has been permanently deleted.
-
If you cancel the Service before the end of your current paid up month, your cancellation will take effect immediately, and you will not be charged again. But there will not be any prorating of unused time in the last billing cycle.
-
The Company, in its sole discretion, has the right to suspend or terminate your account and refuse any and all current or future use of the Service for any reason at any time. Such termination of the Service will result in the deactivation or deletion of your Account or your access to your Account, and the forfeiture and relinquishment of all content in your account. The Company reserves the right to refuse service to anyone for any reason at any time.
Modifications to the Service and Prices
-
The Company reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, any part of the Service with or without notice.
-
Prices of all Services are subject to change upon 30 days notice from us. Such notice may be provided at any time by posting the changes to the SmartApprove.co.uk or the Service itself.
-
The Company shall not be liable to you or to any third party for any modification, price change, suspension or discontinuance of the Service.
Copyright and Content Ownership
-
All content posted on the Service must comply with U.K. copyright law.
-
We claim no intellectual property rights over the material you provide to the Service. All materials uploaded remain yours.
-
The Company does not pre-screen content but reserves the right (but not the obligation) in their sole discretion to refuse or remove any content that is available via the Service.
-
The look and feel of the Service is copyright© SmartApprove. All rights reserved. You may not duplicate, copy, or reuse any portion of the HTML, CSS, JavaScript, or visual design elements without express written permission from the Company.
General Conditions
-
Your use of the Service is at your sole risk. The service is provided on an “as is” and “as available” basis.
-
Technical support is only provided via email.
-
You understand that the Company uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the Service.
-
You must not modify, adapt or hack the Service.
-
You must not modify another website so as to falsely imply that it is associated with the Service or the Company.
-
You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the Service, use of the Service, or access to the Service without the express written permission by the Company.
-
We may, but have no obligation to, remove content and accounts that we determine in our sole discretion are unlawful or violates any party’s intellectual property or these Terms of Service.
-
Verbal, physical, written or other abuse (including threats of abuse or retribution) of any Service customer, Company employee or officer will result in immediate account termination.
-
You understand that the technical processing and transmission of the Service, including your content, may be transferred unencrypted and involve (a) transmissions over various networks; and (b) changes to conform and adapt to technical requirements of connecting networks or devices.
-
We reserve the right to temporarily disable your account if your usage significantly exceeds the average usage of other Service customers. Of course, we’ll reach out to the account owner before taking any action except in rare cases where the level of use may negatively impact the performance of the Service for other customers.
-
The Company does not warrant that (i) the service will meet your specific requirements, (ii) the service will be uninterrupted, timely, secure, or error-free, (iii) the results that may be obtained from the use of the service will be accurate or reliable, (iv) the quality of any products, services, information, or other material purchased or obtained by you through the service will meet your expectations, and (v) any errors in the Service will be corrected.
-
You expressly understand and agree that the Company shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if the Company has been advised of the possibility of such damages), resulting from: (i) the use or the inability to use the service; (ii) the cost of procurement of substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the service; (iii) unauthorized access to or alteration of your transmissions or data; (iv) statements or conduct of any third party on the service; (v) or any other matter relating to the service.
-
The failure of the Company to exercise or enforce any right or provision of the Terms of Service shall not constitute a waiver of such right or provision. The Terms of Service constitutes the entire agreement between you and the Company and govern your use of the Service, superceding any prior agreements between you and the Company (including, but not limited to, any prior versions of the Terms of Service).
Any new features that augment or enhance the current Service, including the release of new tools and resources, shall be subject to the Terms of Service. Continued use of the Service after any such changes shall constitute your consent to such changes.
Privacy policy
The privacy of your data —and it is your data, not ours! — is a big deal to us.We’ll only ever access your account to help you with a problem or squash a software bug. We’ll never open any uploaded files unless you ask us to. We log all access to all accounts by IP address, so we can always verify that no unauthorized access has happened for as long as the logs are kept.
Identity & access
When you sign up for Smart Approve, we ask for your name, company name, and email address. That’s just so you can personalise your new account, and we can send you invoices, updates, or other essential information. We’ll never sell your personal info to third parties, and we won’t use your name or company in marketing statements without your permission, either.
When you pay for Smart Approve, we ask for your credit card and billing address. That’s so we can charge you for service, calculate taxes due, and send you invoices. Your credit card is passed directly to our payment processor and doesn’t ever go through our servers. We store a record of the payment transaction, including the last 4 digits of the credit card number, for account history, invoicing, and billing support. We store your billing address to calculate any sales tax due to detect fraudulent credit card transactions, and to print on your invoices.
When you write Smart Approve with a question or to ask for help, we’ll keep that correspondence, and the email address, for future reference. When you browse our marketing pages, we’ll track that for statistical purposes (like conversion rates and to test new designs). We also store any information you volunteer, like surveys, for as long as it makes sense.
The only times we’ll ever share your info:
-
To provide products or services you’ve requested, with your permission.
-
To investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our terms of service or as otherwise required by law.
-
If Smart Approve is acquired by or merged with another company — we don’t plan on that, but if it happens — we’ll notify you well before any info about you is transferred and becomes subject to a different privacy policy.
Your Rights With Respect to Your Information
You may have heard about the General Data Protection Regulation (“GDPR”). GDPR gives people under its protection certain rights with respect to their personal information collected by us. Accordingly, we recognise comply with GDPR and those rights, except as limited by applicable law. The rights under GDPR include:
-
Right of Access.This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
-
Right to Correction.This is your right to request correction of your personal information.
-
Right to Erasure.This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession (also known as the “Right to be forgotten”). However, if applicable law requires us to comply with your request to delete your information, fulfilment of your request may prevent you from using our services and may result in closing your account.
-
Right to Complain.You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
-
Right to Restrict Processing.This is your right to request restriction of how and why your personal information is used or processed.
-
Right to Object.This is your right, in certain situations, to object to how or why your personal information is processed.
-
Right to Portability.This is your right to receive the personal information we have about you and the right to transmit it to another party.
-
Right to not be subject to Automated Decision-Making.This is your right to object and prevent any decision that could have a legal, or similarly significant, effect on you from being made solely based on automated processes. This right is limited, however, if the decision is necessary for performance of any contract between you and us, is allowed by applicable European law, or is based on your explicit consent.
Many of these rights can be exercised by signing in and directly updating your account information. If you have questions about exercising these rights or need assistance, please contact us.
Processors we use
As part of the services we provide, and only to the extent necessary, we may use certain third party processors to process some or all of your personal information. For identification of these processors, and where they are located, We have signed appropriate data processing contracts that comply with GDPR with each processor.
Law enforcement
Smart Approve won’t hand your data over to law enforcement unless a court order says we have to. We flat-out reject requests from local and federal law enforcement when they seek data without a court order. And unless we’re legally prevented from it, we’ll always inform you when such requests are made.
Security & Encryption
We go to great lengths to secure your information. All data is encrypted via SSL/TLS when transmitted from our servers to your browser.
Deleted data
When you cancel your account, we’ll ensure that nothing is stored on our servers past 30 days. Anything you delete on your account while it’s active will also be purged within 30 days (up until then it’s available in the trash can).
Location of Site and Data
This Site is operated in the United Kingdon.
Changes & questions
Smart Approve may update this policy once in a blue moon — we’ll notify you about significant changes by emailing the account owner or by placing a prominent notice on our site.Questions about this privacy policy? Please get intouch and we’ll be happy to answer them!
GDPR compliance
The EU General Data Protection Regulation (GDPR) went into effect on May 25, 2018.
Does GDPR affect me?
If you’re based in the EU or do business in the EU then the answer is yes! GDPR has a long reach. If you have any EU personal data in your Smart Approve account, such as names, email addresses, ID numbers, or… anything personally identifiable, then GDPR applies. You are a Controller of personal data under GDPR, so you need to enter into GDPR-compliant data processing agreements with any online services and third party vendors you rely on, including Smart Approve. These agreements are commonly called a Data Processing Addendum, or DPA.
Data Processing Addendum
Processing EU personal data must be governed by a GDPR-compliant contract. We provide a standard Data Processing Addendum (DPA) to extend GDPR privacy principles, rights, and obligations everywhere personal data is processed.
Subprocessors
Smarrt Approve uses third party subprocessors, such as cloud computing providers and customer support software, to provide our services. We enter into GDPR-compliant data processing agreements with each subprocessor, and require the same of them.
Subprocessors
Data is collected for the following purposes and using the following services:
Analytics
The services contained in this section enable the Owner to monitor and analyse web traffic and can be used to keep track of User behaviour.
Google Analytics (Google Ireland Limited)
Google Analytics is a web analysis service provided by Google Ireland Limited (“Google”). Google utilises the Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services. Google may use the Data collected to contextualise and personalise the ads of its own advertising network. Personal Data collected: Cookies and Usage Data. Place of processing: Ireland Privacy Shield participant.
Managing contacts and sending messages
This type of service makes it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with the User. These services may also collect data concerning the date and time when the message was viewed by the User, as well as when the User interacted with it, such as by clicking on links included in the message.
Mailchimp (The Rocket Science Group LLC)
Mailchimp is an email address management and message sending service provided by The Rocket Science Group LLC. Personal Data collected: email address, first name and last name. Place of processing: United States –vPrivacy Shield participant.
Refund policy
Bad refund policies are infuriating. You feel like the company is just trying to rip you off. We never want our customers to feel that way, so our refund policy is simple: If you’re ever unhappy with Smart Approve, for any reason, just contact our support team.
Examples we offer.
-
If you were just charged for your next month of Smart Approve, but you meant to cancel, we’re happy to refund that extra charge.
-
If you forgot to cancel Smart Approve a couple months ago, and you haven’t used Smart Approve since then, we’ll give you a full refund for a few back months. No problem.
Examples of partial refunds or credits.
-
If you forgot to cancel Smart Approve a year ago, and there’s been activity on your account since then, we’ll review your account usage and figure out a partial refund based on how many months you used it.
-
If you upgraded your account a few months ago to a higher plan, but you didn’t end up using the extra features, projects, or storage space, although you did keep using Smart Approve in general, we’d consider applying a prorated credit towards future months.
-
If we had extended downtime we’d issue a partial credit to your account.
Get in touch
At the end of the day, nearly everything on the edges comes down to a case-by-case basis tell us what’s up, and we’ll work with you to make sure you’re happy.
Copyright policy
Smart Approve is committed to compliance with U.K copyright law. Copyright owners have the right to notify Smart Approve if they believe that an account user of a Smart Approve application has infringed the copyright owner’s work(s). Notifications of claimed copyright infringement must be submitted in writing to Smart Approve designated agent for receiving such notifications.
To be effective, the notification of claimed infringement must be a written communication and must include the following information:
-
A physical or electronic signature of a person authorised to act on behalf of the owner of an exclusive right that is allegedly infringed.
-
Identification of the copyrighted work claimed to have been infringed, or, if multiple copyrighted works at a single online site are covered by a single Notification, a representative list of such works.
-
Identification of the material that is claimed to be infringing or to be the subject of infringing activity and that is to be removed or access to which is to be disabled, and information sufficient to permit Smart Approve to locate the material.
-
Information reasonably sufficient to permit Smart Approve to contact the complaining party, such as an address, telephone number and if available, an electronic mail address at which the complaining party may be contacted.
-
A statement that the complaining party has a good faith belief that use of the material in the manner complained of is not authorised by the copyright owner, its agent, or the law.
-
A statement that the information in the notification is accurate, and under penalty of perjury, that the complaining party is authorised to act on behalf of the owner of an exclusive right that is allegedly infringed.
Security overview
We protect your data.
All data is written to multiple disks instantly, backed up daily, and stored in multiple locations. Files that our customers upload are stored on servers that use modern techniques to remove bottlenecks and points of failure.
Your data is sent using HTTPS.
Whenever your data is in transit between you and us, everything is encrypted, and sent using SSL/TLS. Any business case attachments which you upload to us are only accessible to users invited to each individual business case. Organisation logos and user avatars are publicly accessible. Business case data & messages are stored in our database, and only accessible to users invited to a business case, the seeker of a business case and any admins on your account.
Full redundancy for all major systems.
Our servers – from power supplies to the internet connection to the air purifying systems – operate at full redundancy. Our systems are engineered to stay up even if multiple servers fail.
Sophisticated physical security.
Our state-of-the-art servers are protected by biometric locks and round-the-clock interior and exterior surveillance monitoring. Only authorised personnel have access to the data centre. 24/7/365 onsite staff provides additional protection against unauthorised entry and security breaches.
Regularly-updated infrastructure.
Our software infrastructure is updated regularly with the latest security patches. Our products run on a dedicated network which is locked down with firewalls and carefully monitored. While perfect security is a moving target, we work with security researchers to keep up with the state-of-the-art in web security.
We protect your billing information.
All credit card transactions are processed using secure encryption—the same level of encryption used by leading banks. Card information is transmitted, stored, and processed securely on a PCI-Compliant network.
Have a concern? Need to report an incident?
Have you noticed abuse, misuse, an exploit, or experienced an incident with your account? Please contact us at for details on how to securely submit a report.