Privacy Policy

Last updated: 10 June 2026

This Privacy Policy explains how SMG Infosolutions Pvt Ltd (“SMG”, “we”, “us” or “our”) collects, uses, stores, shares and protects personal data through our website, online forms, demo enquiries, product demonstrations, sales communications, support interactions and related business activities.

This Privacy Policy applies to the website https://www.smginfotech.com and to personal data collected by SMG through website forms, email, phone, demo requests, business enquiries and related communications.

Who We Are

SMG Infosolutions Pvt Ltd is a software development company based in Ahmedabad, Gujarat, India, providing facility management and enterprise software solutions including visitor management, contract labour management, material gatepass, asset management, canteen management, vehicle management, employee transport, meeting room booking and related business applications.

Company details:

SMG Infosolutions Pvt Ltd
501, Satkar Complex, Near Lal Bunglow, Off C.G. Road,
Ahmedabad – 380006, Gujarat, India.

CIN: U72200GJ2000PTC037730
Support email: support@smginfotech.com
Sales email: sales@smginfotech.com
Phone: +91-98980 67783

For privacy-related requests, please email us at support@smginfotech.com with the subject line “Privacy Request”.

Scope of This Policy

This Privacy Policy covers personal data collected through:

• Website contact forms and enquiry forms
• Demo request forms
• Sales and product enquiry communications
• Email, phone, WhatsApp or other business communication channels
• Product demonstrations, trials, pilot projects or proof-of-concept activities
• Cookies, analytics tools and website usage technologies
• Support and service interactions
• Business meetings, events and customer discussions

This Privacy Policy does not override any separate written agreement, software subscription agreement, data processing agreement, statement of work, service contract or non-disclosure agreement signed between SMG and a customer. Where such agreement exists, the terms of that agreement will apply to the extent of any conflict.

Personal Data We May Collect

Depending on how you interact with us, we may collect the following categories of personal data:

Website Form and Enquiry Data

When you submit a form on our website, request a demo or contact us, we may collect:

• Name
• Email address
• Mobile number or phone number
• City and location
• Company or organisation name
• Job title or department, if provided
• Product or solution interest
• Message or enquiry details
• Any additional information voluntarily provided by you

Demo Enquiry and Sales Data

When you request a product demo, quotation, proposal or sales discussion, we may collect:

• Contact person details
• Company details
• Business requirements
• Site/location details
• Expected number of users, employees, visitors, contractors, vehicles, assets or other operational parameters
• Integration requirements
• Deployment preference, such as cloud, SMG-hosted or client-hosted
• Communication history relating to the enquiry

Product Demonstration or Trial Data

For product demonstrations, pilot projects or proof-of-concept activities, we may collect or process limited data required to demonstrate product features. This may include:

• Test user names and contact details
• Visitor or employee sample records
• Demo photographs or identity-related fields, where specifically required for a demonstration
• Access logs or transaction records generated during the demo
• Device or integration test data

Wherever possible, SMG prefers using dummy, sample or anonymised data for demonstrations. Customers and prospects are requested not to provide real personal data unless it is necessary for the agreed demonstration, pilot or evaluation.

Support and Service Data

When you contact SMG for support or service assistance, we may collect:

• Name and contact details of the person raising the request
• Company and site details
• Issue description
• Screenshots or logs shared for troubleshooting
• System configuration or deployment information
• Remote support session details, where applicable
• Communication and resolution history

Website Usage, Cookies and Analytics Data

When you visit our website, we may collect technical and usage-related information such as:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited
• Date and time of visit
• Referring website or search query
• Approximate location derived from IP address
• Interaction with forms, buttons or pages
• Cookie identifiers and analytics data

This information helps us understand website performance, improve user experience, identify technical issues and evaluate the effectiveness of our marketing and content.

How We Use Personal Data

SMG may use personal data for the following purposes:

• To respond to enquiries submitted through our website
• To provide product information, demos, proposals and quotations
• To understand customer requirements
• To schedule calls, meetings or product demonstrations
• To provide software support and troubleshooting
• To deliver and improve our software products and services
• To manage customer relationships and business communications
• To send relevant product updates, service information or business communication
• To maintain internal records of enquiries, demos, support tickets and customer interactions
• To improve our website, content, SEO performance and user experience
• To monitor website usage and performance
• To protect our systems, website and business from misuse, spam, fraud or security threats
• To comply with applicable legal, regulatory, contractual or audit requirements

We do not use personal data for purposes that are incompatible with the reason for which it was collected, unless permitted by applicable law or with appropriate consent.

Cookies and Analytics

Our website may use cookies and similar technologies to improve website functionality, analyse traffic, remember preferences, improve content and understand how visitors interact with our website.

Cookies may include:

• Essential cookies required for website functionality
• Performance and analytics cookies
• Security-related cookies
• Preference cookies
• Marketing or advertising cookies, where applicable

We may use third-party analytics or website performance tools to understand visitor behaviour, page performance, traffic sources and website engagement. These tools may collect technical information such as IP address, device details, browser information and website usage patterns.

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect website functionality or user experience.

If a cookie consent banner is implemented on our website, you may manage your cookie preferences through that banner.

Legal Basis and Lawful Grounds

SMG processes personal data based on one or more of the following grounds, depending on the context and applicable law:

• Your consent
• Performance of a contract or steps prior to entering into a contract
• Legitimate business interest, such as responding to enquiries, improving services and protecting systems
• Compliance with legal or regulatory obligations
• Business communication with customers, prospects, vendors or partners
• Providing software services, support and implementation assistance

For individuals located in India, our processing is designed to align with the Digital Personal Data Protection Act, 2023 and related rules as applicable.

For individuals located in the European Economic Area, United Kingdom or other jurisdictions with similar privacy laws, our processing may be based on consent, contract, legitimate interests, legal obligations or other lawful grounds recognised under applicable data protection law.

SMG as Data Fiduciary / Data Controller and Data Processor

SMG may act in different roles depending on the context.

SMG as Data Fiduciary / Data Controller

SMG acts as a Data Fiduciary or Data Controller when we determine the purpose and means of processing personal data. This usually applies when we collect and process personal data for:

• Website enquiries
• Demo requests
• Sales communication
• Marketing communication
• Business meetings
• Website analytics
• Customer relationship management
• Recruitment or vendor communication, where applicable

In these cases, SMG decides why and how the personal data is processed.

SMG as Data Processor / Service Provider

SMG may act as a Data Processor or service provider when we process personal data on behalf of a customer using SMG software, hosting, support or implementation services.

For example, when a customer uses SMG software to manage visitors, employees, contractors, assets, vehicles, canteen transactions, meeting rooms or transport operations, the customer generally decides what data is collected, why it is collected, who can access it and how long it should be retained.

In such cases:

• The customer is generally the Data Fiduciary / Data Controller.
• SMG processes data on behalf of the customer according to the customer’s instructions and the applicable agreement.
• Data retention, access rights and deletion requests may be governed by the customer’s policy and the contract between SMG and the customer.
• Individuals whose data is processed in a customer’s SMG system may need to contact the relevant customer organisation for certain privacy requests.

Visitor, Employee, Contractor and Product Data in Customer Systems

Some SMG products may be used by customers to process operational data relating to visitors, employees, contractors, drivers, vehicles, assets, material movement, attendance, access logs, photographs, documents, identity details or other information.

Where such data is entered into a customer’s SMG software environment:

• The customer is generally responsible for obtaining necessary notices, consents and legal permissions.
• The customer decides the data fields, workflows, access roles and retention periods.
• SMG processes such data only for providing, supporting, maintaining or improving the contracted software service.
• SMG does not use customer operational data for unrelated marketing or commercial purposes.
• SMG does not sell customer data or personal data.

If SMG receives real visitor, employee, contractor or demo data during a product demonstration, proof-of-concept or support activity, we will use it only for the relevant demonstration, support or agreed business purpose.

Sharing of Personal Data

SMG may share personal data only when necessary and appropriate, including with:

• Hosting providers and cloud infrastructure providers
• Email, communication and productivity service providers
• Website analytics and security service providers
• CRM, support or ticketing tools, if used
• Authorised employees, consultants, dealers, implementation partners or service providers
• Professional advisers such as auditors, lawyers or accountants
• Government, regulatory, law enforcement or judicial authorities, where required by law
• Customers, where the data relates to a customer-controlled system or implementation

Where we use third-party service providers, we expect them to handle personal data securely and only for the purpose for which the data is shared.

We do not sell, rent or trade personal data to third parties.

International Data Transfers

SMG is based in India. Depending on the services used, certain data may be processed or stored on servers located in India or other countries.

Where personal data is transferred outside India or outside the country where the individual is located, SMG will take reasonable steps to ensure that such transfer is carried out in accordance with applicable law, contractual requirements and appropriate safeguards.

For customers or individuals subject to GDPR or similar overseas data protection laws, international transfers may be governed by appropriate contractual safeguards, data processing agreements, standard contractual clauses or other legally recognised mechanisms, where applicable.

Data Retention

SMG retains personal data only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required for legal, contractual, accounting, audit, security or dispute-resolution purposes.

Our indicative retention practices are:

Data Category	Indicative Retention Period
Website enquiry and contact form data	Up to 36 months from the last meaningful interaction
Demo enquiry and proposal data	Up to 36 months, or longer if the enquiry converts into a customer relationship
Sales and business communication records	As required for business, contractual and legal purposes
Demo or proof-of-concept data	Usually deleted or anonymised within 90 days after completion, unless otherwise agreed
Support records and troubleshooting data	As required for support, audit and contractual purposes
Website analytics data	As per the analytics tool configuration and business requirement
Customer production data	As per the customer contract, customer configuration or written instructions
Accounting, tax, statutory and legal records	As required under applicable law

Where a customer controls the data within an SMG software system, data retention will generally be governed by the customer’s instructions, configuration and applicable contract.

Security Measures

SMG takes reasonable technical and organisational measures to protect personal data from unauthorised access, misuse, loss, disclosure, alteration or destruction.

Depending on the system, deployment and customer agreement, these measures may include:

• Access control and user authentication
• Role-based permissions
• Secure hosting and server hardening practices
• Network and application-level security measures
• Use of HTTPS/SSL where applicable
• Database access restrictions
• Backup and recovery practices
• Logging and audit trails
• Periodic review of access rights
• Vulnerability assessment and security review practices, where applicable
• Employee and vendor confidentiality obligations
• Secure development and maintenance practices

No website, software system or internet transmission is completely secure. However, SMG takes reasonable steps to protect personal data according to the nature of the data, processing risks, deployment model and applicable contractual commitments.

Your Rights

Subject to applicable law, you may have rights in relation to your personal data. These may include:

• Right to access information about personal data processed by us
• Right to correction of inaccurate or incomplete personal data
• Right to updating of personal data
• Right to erasure of personal data where legally applicable
• Right to withdraw consent where processing is based on consent
• Right to grievance redressal
• Right to nominate another individual, where applicable under Indian law
• Right to object, restrict processing or request portability, where applicable under GDPR or similar laws

To exercise your rights, please contact us at support@smginfotech.com with the subject line “Privacy Request”.

We may need to verify your identity before processing your request. We may also refuse, limit or defer a request where permitted or required by law, contractual obligations, customer instructions, security requirements or legal retention obligations.

If your personal data is processed in a system controlled by one of our customers, we may direct you to contact that customer, as the customer may be the primary Data Fiduciary or Data Controller.

Grievance Redressal

If you have a concern, complaint or request relating to the processing of your personal data by SMG, please contact:

Privacy / Grievance Contact
SMG Infosolutions Pvt Ltd
501, Satkar Complex, Near Lal Bunglow, Off C.G. Road,
Ahmedabad – 380006, Gujarat, India.

Email: support@smginfotech.com
Subject line: Privacy Request
Phone: +91-98980 67783

We will review and respond to privacy-related requests within a reasonable period and in accordance with applicable law.

Marketing Communication

SMG may use your business contact details to send relevant product information, updates, event communication, demo follow-ups or business communication where permitted by law.

You may request that we stop sending marketing communication by contacting us at support@smginfotech.com. Please note that we may still send non-marketing communication relating to active services, support, contracts, security notices or legal matters.

Children’s Data

Our website and business services are intended for organisations, business users and adult individuals. We do not knowingly collect personal data from children through our website for marketing or sales purposes.

If we become aware that personal data of a child has been collected without appropriate authorisation or legal basis, we will take appropriate steps to delete or restrict such data, subject to applicable law and contractual obligations.

Third-Party Links

Our website may contain links to third-party websites, tools, social media pages or partner websites. SMG is not responsible for the privacy practices, content or security of such third-party websites.

We recommend that you review the privacy policies of any third-party websites you visit.

No Sale of Personal Data

SMG does not sell, rent, trade or monetise personal data.

We may share personal data only for legitimate business, service delivery, support, legal, security or contractual purposes as described in this Privacy Policy.

Changes to This Privacy Policy

SMG may update this Privacy Policy from time to time to reflect changes in law, technology, business practices, products or services.

The updated version will be posted on our website with the revised “Last updated” date. We encourage you to review this page periodically.

Contact Us

For any questions, requests or complaints about this Privacy Policy or how SMG handles personal data, please contact:

SMG Infosolutions Pvt Ltd
501, Satkar Complex, Near Lal Bunglow, Off C.G. Road,
Ahmedabad – 380006, Gujarat, India.

Email: support@smginfotech.com
Subject line: Privacy Request
Phone: +91-98980 67783