Legal - SmartOrder

Privacy Policy

Last Updated: April 18, 2026

          GDPR Compliance Notice: This Privacy Policy is designed to comply with the General Data Protection Regulation (GDPR) (EU) 2016/679 and applies to all users in the European Economic Area (EEA), including Germany and the Netherlands.
        

1. Data Controller

SmartOrder OÜ
Registry Code: [To be assigned]
Address: [Estonian Business Address]
Email: privacy@smartorder.eu
Data Protection Officer: dpo@smartorder.eu

2. Data We Collect

We collect and process the following categories of personal data:

Account Information: Name, email address, phone number, company name, business address
Order Data: Product orders, delivery addresses, order history, preferences
Communication Data: WhatsApp messages, voice transcriptions, customer support interactions
Technical Data: IP address, browser type, device information, cookies, usage analytics
Financial Data: Payment information (processed securely through Stripe), invoicing details, VAT numbers

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

Contract Performance: Processing necessary to provide our SaaS services (Art. 6(1)(b) GDPR)
Legitimate Interest: Improving our services, fraud prevention, security (Art. 6(1)(f) GDPR)
Legal Obligation: Tax compliance, accounting requirements (Art. 6(1)(c) GDPR)
Consent: Marketing communications, optional features (Art. 6(1)(a) GDPR)

4. How We Use Your Data

Provide and maintain our SaaS platform services
Process and fulfill orders placed through the system
Communicate with you about your account and orders
Provide customer support and respond to inquiries
Improve our services through analytics and user feedback
Comply with legal and regulatory obligations
Detect and prevent fraud, abuse, and security incidents

5. Data Sharing and Transfers

We may share your data with:

Service Providers: Cloud hosting (AWS EU), payment processing (Stripe), analytics tools
Business Partners: Your suppliers and customers as necessary for order fulfillment
Legal Authorities: When required by law or to protect our rights

All data transfers outside the EEA are protected by appropriate safeguards (Standard Contractual Clauses, adequacy decisions).

6. Your Rights Under GDPR

You have the following rights regarding your personal data:

Right of Access: Request a copy of your personal data
Right to Rectification: Correct inaccurate or incomplete data
Right to Erasure: Request deletion of your data ("right to be forgotten")
Right to Restriction: Limit how we use your data
Right to Data Portability: Receive your data in a structured, machine-readable format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time (where applicable)

To exercise these rights, contact us at: privacy@smartorder.eu

7. Data Retention

We retain your personal data for as long as necessary to:

Provide our services to you
Comply with legal obligations (e.g., tax records: 7 years in Germany, 7 years in Netherlands)
Resolve disputes and enforce our agreements

8. Security Measures

We implement appropriate technical and organizational measures to protect your data, including:

Encryption of data in transit (TLS/SSL) and at rest
Regular security audits and penetration testing
Access controls and authentication mechanisms
Employee training on data protection

9. Cookies and Tracking

We use cookies and similar technologies for:

Essential functionality (authentication, session management)
Analytics (understanding how users interact with our platform)
Performance optimization

You can manage cookie preferences through your browser settings.

10. Contact and Complaints

For privacy-related inquiries: privacy@smartorder.eu

You have the right to lodge a complaint with your local data protection authority:

Germany: Bundesbeauftragter für den Datenschutz und die Informationsfreiheit (BfDI)
Netherlands: Autoriteit Persoonsgegevens (AP)
Estonia: Andmekaitse Inspektsioon (AKI)

Terms of Service

Last Updated: April 18, 2026

          Agreement: By accessing or using SmartOrder, you agree to be bound by these Terms of Service. If you do not agree, please do not use our services.
        

1. Service Description

SmartOrder provides a cloud-based Software-as-a-Service (SaaS) platform for food distributors operating in the European market. Our services include:

Order management and processing
Multi-channel order intake (web, mobile, WhatsApp, voice)
AI-powered order parsing and automation
Route optimization and logistics management
Customer relationship management (CRM)
Analytics and reporting

2. Eligibility

To use SmartOrder, you must:

Be at least 18 years old
Represent a legitimate business entity
Have the authority to bind your organization to these terms
Provide accurate and complete registration information

3. Account Registration and Security

You are responsible for maintaining the confidentiality of your account credentials
You must notify us immediately of any unauthorized access
You are responsible for all activities under your account
We reserve the right to suspend or terminate accounts that violate these terms

4. Subscription and Pricing

Subscription Plans: We offer various subscription tiers with different features and pricing
Billing: Subscriptions are billed monthly or annually in advance
Payment: All payments are processed securely through Stripe
Price Changes: We may change prices with 30 days' notice
Taxes: Prices exclude applicable VAT, which will be added at checkout

5. Free Trial

We may offer a free trial period. At the end of the trial, your subscription will automatically convert to a paid plan unless you cancel before the trial ends.

6. Cancellation and Refunds

You may cancel your subscription at any time through your account settings
Cancellations take effect at the end of the current billing period
No refunds for partial months or unused portions of the service
We reserve the right to offer refunds at our discretion

7. Acceptable Use Policy

You agree NOT to:

Use the service for any illegal or unauthorized purpose
Violate any laws in your jurisdiction
Infringe on intellectual property rights
Transmit viruses, malware, or harmful code
Attempt to gain unauthorized access to our systems
Interfere with or disrupt the service
Use the service to spam or harass others
Resell or redistribute the service without permission

8. Intellectual Property

SmartOrder and all related trademarks, logos, and content are our property
You retain ownership of your data and content
You grant us a license to use your data to provide the service
We may use anonymized, aggregated data for analytics and improvements

9. Data Ownership and Portability

You own all data you input into the system
You can export your data at any time
Upon termination, we will retain your data for 30 days before deletion
You can request data deletion at any time (subject to legal retention requirements)

10. Service Availability and Support

Uptime: We strive for 99.9% uptime but do not guarantee uninterrupted service
Maintenance: We may perform scheduled maintenance with advance notice
Support: Support is provided via email and in-app chat during business hours

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

SmartOrder is provided "AS IS" without warranties of any kind
We are not liable for indirect, incidental, or consequential damages
Our total liability is limited to the amount you paid in the last 12 months
We are not responsible for third-party services or integrations

12. Indemnification

You agree to indemnify and hold SmartOrder harmless from any claims, damages, or expenses arising from your use of the service or violation of these terms.

13. Modifications to Terms

We may modify these terms at any time. We will notify you of material changes via email or in-app notification. Continued use after changes constitutes acceptance.

14. Termination

We may terminate or suspend your account immediately for:

Violation of these terms
Non-payment
Fraudulent or illegal activity
At our discretion with 30 days' notice

15. Governing Law and Jurisdiction

These terms are governed by the laws of Estonia. Disputes shall be resolved in the courts of Tallinn, Estonia, or through binding arbitration.

16. Contact Information

For questions about these Terms of Service:
Email: legal@smartorder.eu
Address: SmartOrder OÜ, [Estonian Business Address]

Impressum (Legal Notice)

Last Updated: April 18, 2026

          German Legal Requirement: This Impressum (legal notice) is required under German law (§5 TMG) for all commercial websites and services operating in Germany.
        

Registered Address

[Street Address]
[Postal Code] [City]
Estonia

Contact Information

Email: info@smartorder.eu
Phone: +372 [Estonian Phone Number]
Website: https://www.smartorder.eu

Authorized Representatives

Managing Director: [Name]
Authorized to represent: Individually authorized

Supervisory Authority

Estonia:
Estonian Commercial Register (Registrite ja Infosüsteemide Keskus)
Lõõtsa 4, 11415 Tallinn, Estonia

Professional Liability Insurance

Insurance Provider: [To be determined]
Coverage Area: European Union

Dispute Resolution

EU Online Dispute Resolution Platform:
https://ec.europa.eu/consumers/odr

We are not obligated to participate in dispute resolution proceedings before a consumer arbitration board, but we are willing to do so.

Responsible for Content (§55 Abs. 2 RStV)

[Name of Responsible Person]
[Address]
[Email]

Disclaimer

Liability for Content: The contents of our pages have been created with the utmost care. However, we cannot guarantee the accuracy, completeness, or timeliness of the content.

Liability for Links: Our website contains links to external websites. We have no influence on the content of these websites and therefore cannot accept any liability for them.

Copyright

The content and works on these pages created by the site operators are subject to Estonian and international copyright law. Duplication, processing, distribution, or any form of commercialization beyond the scope of copyright law requires the prior written consent of SmartOrder OÜ.

Data Protection Officer

Name: [To be appointed]
Email: dpo@smartorder.eu

Alternative Dispute Resolution

In accordance with the Regulation on Online Dispute Resolution in Consumer Matters (ODR Regulation), we would like to inform you about the online dispute resolution platform (OS platform).

Consumers have the option of submitting complaints to the European Commission's online dispute resolution platform: https://ec.europa.eu/consumers/odr

Legal Information

Privacy Policy

1. Data Controller

2. Data We Collect

3. Legal Basis for Processing

4. How We Use Your Data

5. Data Sharing and Transfers

6. Your Rights Under GDPR

7. Data Retention

8. Security Measures

9. Cookies and Tracking

10. Contact and Complaints

Terms of Service

1. Service Description

2. Eligibility

3. Account Registration and Security

4. Subscription and Pricing

5. Free Trial

6. Cancellation and Refunds

7. Acceptable Use Policy

8. Intellectual Property

9. Data Ownership and Portability

10. Service Availability and Support

11. Limitation of Liability

12. Indemnification

13. Modifications to Terms

14. Termination

15. Governing Law and Jurisdiction

16. Contact Information

Impressum (Legal Notice)

Company Information

Registered Address

Contact Information

Authorized Representatives

Supervisory Authority

Professional Liability Insurance

Dispute Resolution

Responsible for Content (§55 Abs. 2 RStV)

Disclaimer

Copyright

Data Protection Officer

Alternative Dispute Resolution