Privacy Policy

This Privacy Policy explains how SMARTUAL (otherwise referred to as smartual.com), operated by Smartual Philippines Enterprises, Inc., collects, uses, stores, shares, and protects personal information when you visit smartual.com, contact us, submit an enquiry, request information about our services, or otherwise interact with us.

By using the SMARTUAL website or providing personal information to us, you acknowledge the practices described in this Privacy Policy.

For privacy-related questions, requests, or legal enquiries, you may contact us at hello@smartual.com.

1. Privacy Policy

SMARTUAL respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy applies primarily to information collected through our public website, marketing activities, enquiries, communications, and prospective-client interactions.

Where you become a client of SMARTUAL, additional privacy, confidentiality, security, data-processing, or compliance terms may apply under your Staffing Partnership Agreement, Service Agreement, Business Associate Agreement, Data Processing Agreement, or other written agreement, as applicable.

If there is any inconsistency between this Privacy Policy and a signed agreement relating to a specific client engagement, the signed agreement will govern in relation to that engagement.

2. About SMARTUAL

SMARTUAL provides offshore staffing solutions, with a focus on helping healthcare companies and related organizations build dedicated teams in the Philippines.

SMARTUAL is operated by Smartual Philippines Enterprises, Inc.

The public SMARTUAL website is intended primarily for businesses, prospective clients, partners, job candidates, and other persons interested in learning about or engaging with SMARTUAL.

3. Information We Collect

The personal information we collect depends on how you interact with us.

Information you provide directly

We may collect information such as:

• your name;
• business or company name;
• job title or position;
• business email address;
• telephone number;
• country or location;
• information about your company;
• staffing requirements;
• role requirements;
• hiring plans;
• information included in contact forms or enquiry forms;
• information provided when booking a consultation or meeting;
• information you provide in emails, calls, or other communications;
• feedback or survey responses;
• information relating to a proposed or existing business relationship; and
• any other information you voluntarily provide to us.

If you apply for a job or otherwise interact with SMARTUAL in relation to employment opportunities, we may also collect information such as:

• employment history;
• education;
• professional qualifications;
• skills;
• CV or résumé information;
• contact details; and
• other information you choose to provide as part of the recruitment process.

Information collected automatically

When you visit our website, we may automatically collect certain technical and usage information, including:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• referring website;
• date and time of access;
• approximate geographic location derived from technical data;
• interactions with website pages and forms;
• website session information; and
• cookie and analytics information.

We do not intend to collect more personal information than is reasonably necessary for the purposes described in this Privacy Policy.

4. How We Collect Information

We may collect personal information:

• when you complete a website form;
• when you request information about SMARTUAL;
• when you book a consultation or sales call;
• when you communicate with us by email, telephone, video call, or messaging platform;
• when you become or seek to become a client;
• when you apply for a role;
• when you subscribe to marketing communications;
• through cookies, analytics tools, and similar technologies;
• through business networking platforms or social media;
• through referrals, partners, or professional introductions;
• through publicly available business information; and
• during the normal course of providing or discussing our services.

Where we receive personal information from a third party, we expect that party to have an appropriate basis for providing that information to us.

5. How We Use Personal Information

We may use personal information to:

• respond to enquiries;
• arrange consultations or sales calls;
• understand a prospective client's staffing requirements;
• prepare proposals or service recommendations;
• communicate about SMARTUAL services;
• establish and manage client relationships;
• provide staffing and related services;
• administer contracts and business relationships;
• provide customer support;
• communicate with business partners and suppliers;
• process job applications;
• operate and improve our website;
• understand how visitors use our website;
• measure marketing performance;
• improve our services, communications, and website experience;
• send marketing communications where permitted;
• protect the security of our systems and website;
• prevent fraud, misuse, or unlawful activity;
• maintain business and operational records;
• comply with legal and regulatory obligations;
• establish, exercise, or defend legal claims; and
• pursue legitimate business purposes reasonably connected with our services.

We may also use aggregated or de-identified information for analytics, planning, reporting, research, and business improvement where the information no longer reasonably identifies an individual.

6. Website Enquiries and Prospective Clients

If you submit an enquiry, request a consultation, or provide information about your staffing needs, SMARTUAL may use that information to:

• understand your requirements;
• contact you;
• arrange a meeting;
• determine whether our services may be suitable;
• prepare a proposal;
• follow up regarding your enquiry; and
• maintain records of our communications.

Submitting a website form does not create a client relationship or require SMARTUAL to provide services.

If you become a client, the exact terms governing the relationship will be set out in the applicable Staffing Partnership Agreement, Service Agreement, or other written agreement signed before services commence.

7. Cookies and Analytics

SMARTUAL may use cookies and similar technologies to operate the website, understand website usage, improve performance, and measure the effectiveness of our marketing.

Cookies are small files or pieces of information stored on or associated with your device when you visit a website.

We may use cookies for purposes such as:

• essential website functionality;
• security;
• remembering website preferences;
• understanding visitor behavior;
• measuring traffic;
• identifying popular website content;
• measuring the effectiveness of advertising or marketing campaigns; and
• improving website performance and user experience.

We may use third-party analytics and advertising services, such as Google Analytics or similar technologies.

These third parties may collect information about your use of our website in accordance with their own privacy policies and terms.

You may be able to control or disable cookies through your browser settings or any cookie-management tools made available on our website.

Disabling certain cookies may affect the functionality or performance of parts of the website.

8. Marketing Communications

SMARTUAL may send you business or marketing communications about our services where:

• you have requested information from us;
• you have an existing or prospective business relationship with us;
• you have subscribed to receive communications; or
• we are otherwise permitted to do so under applicable law.

You may opt out of marketing communications at any time by:

• using the unsubscribe option included in the communication, where available; or
• contacting us at hello@smartual.com.

Opting out of marketing communications will not prevent us from sending necessary administrative, transactional, contractual, or service-related communications.

SMARTUAL does not sell or rent email addresses or personal information for third-party marketing purposes.

9. Sharing Information with Service Providers

SMARTUAL may use third-party service providers to help operate our business and website.

These may include providers of:

• website hosting;
• cloud infrastructure;
• customer relationship management systems;
• email services;
• communication platforms;
• scheduling systems;
• analytics;
• advertising;
• security;
• data storage;
• document management;
• recruitment systems;
• accounting or financial administration;
• legal and professional services; and
• other business support services.

Where appropriate, these service providers are permitted to use personal information only for the purposes for which it has been provided to them and in accordance with applicable contractual and legal obligations.

We do not sell personal information to third parties.

10. Legal and Regulatory Disclosures

SMARTUAL may disclose personal information where reasonably necessary:

• to comply with applicable law or regulation;
• to respond to a lawful request, court order, subpoena, or legal process;
• to cooperate with regulators, law enforcement authorities, or government agencies;
• to investigate suspected fraud, unlawful conduct, or security incidents;
• to protect the rights, property, safety, or security of SMARTUAL, our clients, personnel, website users, or others;
• to establish, exercise, or defend legal claims; or
• in connection with a merger, acquisition, restructuring, financing, sale, or transfer of all or part of a business, subject to appropriate confidentiality protections.

We will seek to disclose only the information reasonably necessary in the circumstances.

11. Data Security

SMARTUAL takes reasonable administrative, technical, and organizational measures designed to protect personal information against:

• unauthorized access;
• loss;
• misuse;
• disclosure;
• alteration; and
• destruction.

These measures may include access controls, secure systems, authentication requirements, internal policies, security monitoring, and appropriate controls over third-party providers.

However, no method of transmitting information over the internet or storing information electronically can be guaranteed to be completely secure.

You should therefore use appropriate care when sending personal or confidential information electronically.

12. Data Retention

SMARTUAL retains personal information only for as long as reasonably necessary for the purposes for which it was collected or as otherwise required for legitimate business, contractual, legal, regulatory, accounting, or security purposes.

The appropriate retention period may depend on factors including:

• the nature of the information;
• the purpose for which it is used;
• whether a business relationship exists;
• contractual requirements;
• legal and regulatory requirements;
• dispute-resolution requirements; and
• security and fraud-prevention considerations.

When personal information is no longer reasonably required, we may delete, anonymize, or securely dispose of it, subject to applicable legal and operational requirements.

13. International Processing

SMARTUAL operates internationally and provides offshore staffing services involving businesses and personnel in different countries.

As a result, personal information may be accessed, stored, transferred, or processed in countries other than the country where you are located.

These countries may have different data-protection laws.

Where required, SMARTUAL will take reasonable steps to ensure that international transfers and processing are subject to appropriate contractual, organizational, or legal safeguards.

Client-specific data-processing and international-transfer requirements may also be addressed in the applicable client agreement or data-processing documentation.

14. Your Privacy Rights

Depending on where you live and the laws applicable to the processing of your personal information, you may have rights including the right to:

• request access to personal information we hold about you;
• request correction of inaccurate information;
• request deletion of certain personal information;
• object to or restrict certain processing;
• withdraw consent where processing is based on consent;
• opt out of certain marketing communications;
• request information about how your data is used or disclosed; and
• request portability of certain information where applicable.

These rights are not absolute and may be subject to legal exceptions, identity verification, contractual obligations, record-retention requirements, or other lawful grounds.

To make a privacy request, contact us at hello@smartual.com.

We may request information reasonably necessary to verify your identity before processing a request.

15. Healthcare and Sensitive Information

SMARTUAL works with businesses in the healthcare industry, but the public SMARTUAL website is not intended to be used to submit patient medical information, protected health information, medical records, or other highly sensitive healthcare information.

Please do not submit such information through general contact forms, enquiry forms, or standard email unless SMARTUAL has specifically instructed you to use an appropriate authorized and secure method.

Where SMARTUAL is engaged by a client in circumstances involving protected health information, confidential health information, or other regulated data, the applicable requirements will be addressed through the relevant contractual, security, privacy, and compliance arrangements.

These may include, where applicable:

• a Staffing Partnership Agreement;
• Service Agreement;
• Business Associate Agreement;
• Data Processing Agreement;
• confidentiality obligations;
• security requirements; or
• other appropriate contractual documentation.

The exact obligations applicable to any client engagement will be expressly set out in the relevant signed agreement.

16. Third-Party Websites

The SMARTUAL website may contain links to third-party websites, services, or platforms.

This Privacy Policy does not apply to websites or services operated by third parties.

SMARTUAL is not responsible for the privacy, security, content, or practices of third-party websites.

You should review the privacy policy of any third-party website or service before providing personal information to it.

17. Changes to This Policy

SMARTUAL may update this Privacy Policy from time to time to reflect:

• changes to our website;
• changes to our services;
• changes to our business practices;
• legal or regulatory developments; or
• improvements to our privacy and security practices.

The updated version will be published on this page with a revised Last Updated date.

We encourage you to review this Privacy Policy periodically.

18. Contact Us

If you have questions about this Privacy Policy, how SMARTUAL handles personal information, or if you wish to make a privacy request or legal enquiry, please contact:

SMARTUAL

Smartual Philippines Enterprises, Inc.

Email: hello@smartual.com