Privacy notice

Effective Date: 10/03/2025

Smart NS S.A. (referred as “company”, “we”,”our”, or “us” from herein) is committed to protecting your privacy. Smart NS S.A. acts as a data controller to the personal information you provide to us. This means that we determine the purposes and means of processing your information. We collect, use, disclose and protect your personal data according to EU Regulation 2016/679 (GDPR), Greek Law 4624/2019, and ISO/IEC 27701.

1. INFORMATION WE COLLECT

We may collect personal information that you voluntarily provide to us, including:

  • Name
  • Email address
  • Phone number
  • Mailing Address
  • Company Address
  • Payment Information
  • Demographic information
  • Audio or video data, textual data (chat transcripts, emails) or metadata (call duration, timestamps)
  • Other information you may choose to provide or is needed for a project

We may also collect certain information through cookies from our site (smartns.gr), such as:

  • IP Address
  • Browser type
  • Device Information
  • Pages Visited
  • Time spent on our site

For more information about our cookie policy please refer to Section 9 of this Privacy Notice.

In addition, we may collect video footage from our CCTV cameras of our office premises for security and crime prevention purposes. Our CCTV operates 24/7 and signs are posted in areas under surveillance.

Lastly, we may receive your personal data from the following third-party sources:

  • Conferences or Events
  • Social Media
  • B2B Marketing and Sales Platforms
  • Public Sources and Databases
  • Partner Referrals

2. HOW WE USE YOUR INFORMATION

We use your data for the following purposes:

  • Analyse, improve, and develop  our products and services
  • To respond to inquires
  • To send project updates
  • Monitor and secure our physical premises
  • For marketing, advertising and other communications
  • Process payments
  • For surveys and other market research
  • For security, IT management, and related research
  • To provide security and business continuity
  • For other purposes requested or permitted by our customers or users
  • Comply with legal and regulatory obligations

3. WHEN WE USE YOUR INFORMATION

We process your personal data for the following purposes:

  • You have given consent
  • It is necessary for our contact
  • It is in our legitimate interest in providing services, securing our premises or maintaining our systems
  • We have legal obligation
  • Keep your information up to date
  • Secure it from loss or unauthorised access
  • Ensuring the security of persons, goods and objects
  • Performing financial processes, including
    • calculating, invoicing and collecting of service fees
    • processing financial transactions regarding the acceptance of orders
    • granting debt collection rights to third parties
  • Providing information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements

4. HOW WE SHARE YOUR INFORMATION

We do not sell or rent your data to third parties. However we may share it with:

  • Our authorised employees
  • The natural or legal person paying for the Services (e.g. your Employer)
  • Service providers and who assist us with operations such as cloud storages
  • Partners in the context of IT services and products we provide (if applicable)
  • Law enforcement or regulatory bodies (if required)
  • Security providers or authorities in case of a security incident

5. WHERE IS YOUR DATA STORED

The information provided to us is stored securely on servers located in the EU. If in any case your data is transferred outside the EU/EEA, appropriate safeguards will be in place and you shall be informed immediately.

6. LEGAL BASIS

We process your personal data in accordance with Article 6 of the GDPR, relying on the following legal basis:

  • Consent: you have given your consent for processing personal data for one or more specific purposes.
  • Performance of a Contract: provision of personal data is necessary for the performance of an agreement with you and/or for any pre-contractual obligations thereof.
  • Legal Obligations: processing personal data is necessary for compliance with a legal obligation to which the company is subject.
  • Vital Interests: processing personal data is necessary in order to protect your vital interests or of another natural person.
  • Public Interests: processing personal data is related to a task that is carried out in the public interest or in the exercise of official authority vested in the company.
  • Legitimate Interests: processing personal data is necessary for the purposes of the legitimate interests pursued by the company..

When relying on legitimate interests, we ensure that the processing is necessary, balanced, and includes appropriate safeguards to protect your privacy. You may object to such processing at any time. Upon receipt of a notice where your consent is withdrawn, we will without undue delay cease any processing of your Personal Data related to the consent you previously provided. Please note that withdrawing your consent does not affect the lawfulness of processing carried out before such withdrawal.

7. SPECIAL CATEGORY DATA

We do not collect Special Category Data. This category includes data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, the processing of genetic data, biometric data, data for the purpose of uniquely identifying a natural person as well as data concerning health, or data concerning a natural person’s sex life or sexual orientation. Customers are not allowed to include special category data.

8. DATA RETENTION

We retain your data for as long as necessary to fulfill the purposes outlined in this Privacy Notice or as required by Greek and European Law.

9. COOKIE POLICY

When you visit smartns.gr or when you use our services you automatically receive one or more cookies. The main reason for which we use cookies is to ensure the optimum provision of our services. Moreover, we use cookies for statistical purposes and for analysis of user behavior. The cookies policy explains in more detail the types of cookies that we use, the purposes for which they are used and how to block or remove cookies of this kind.

What are cookies?

Cookies are small files usually consisted of letters and numbers and are stored on a device when the user accesses certain websites. Then, the cookies are sent back to the website from which they originate in every subsequent visit. The cookies are useful because they allow a website to recognize the user’s browser or the device used.

Exclusion and removal of cookies

Your browser can provide the possibility of excluding or removing cookies, if desired. For more information, please refer to the “Help” menu of your browser. Please note that blocking all cookies will have a negative impact on the usability of many websites, including our own. For this reason we recommend that you allow the use of cookies when you use our website.

How we use cookies

The cookies on our website may be designated by us, by third parties under a contract with us, or by independent third parties such as advertisers.

Our site uses both “session” and “permanent” cookies. The “session” cookies remember information from page to page to filter and to complete quests. At the end of your session, these cookies are removed. The “permanent” cookies enable our website to recognize the user when they return to it and remain stored on your computer until deleted, or until they reach a specific maturity date. The “permanent” cookies that are stored on your computer as a result of using our website will are never be stored for more than two years from the date of your last visit.

The cookies are used as in the examples below:

  • To store personal settings and preferences while navigating in the website.
  • We also use cookies to analyze, monitor and understand more about how our website and our services are used and how access is gained to them, which allows us to optimize the user experience and to build a website that is suitable to our users’ needs and to direct our business actions. We use Google Analytics, which stores the cookies on your device to provide anonymous reports and statistical data. Google stores this information in accordance to its privacy policy.

10. YOUR RIGHTS AND CHOICES

You have the right to:

  • Access and receive a copy of your data
  • Request the rectification of your data
  • Correct inaccurate or incomplete data
  • Request erasure/deletion of your data
  • Object to or request restriction of certain types of data processing, where permitted by law
  • Withdraw consent at any time
  • Request the transfer of your personal data to you or a third party
  • File a complaint with a supervisory authority if you believe your data have been misused

You may exercise your rights of access, rectification, cancellation and opposition by contacting  us at info@smartns.gr. Please note that we may ask you to verify your identity before responding to such requests. If you make a request, we will try our best to respond to you as soon as possible.

11. SECURITY

We implement administrative, technical, and physical safeguards to protect your personal information, including:

  • Secure servers and encrypted storage
  • Access control
  • Staff training
  • Surveillance and protective systems on premices 

Generally, we have implemented generally accepted standards of technology and operational security to protect Personal Data from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Data. We are certified with and apply ISO 9001, 27001 and 27701 standards.

12. THIRD PARTY LINKS

Our website may contain third party links leading to their websites. We are not responsible for their content or privacy practices. Please review their policies before submitting your data.

13. AGE RESTRICTION

According to EU Regulation 2016/679 (GDPR) our services are not intended for individuals under the age of 16. We do not knowingly collect data from minors. If you are under 16, please do not provide personal data unless your parent or legal guardian has given written consent.

If we learn that we have inadvertently collected data from a minor, we will delete all information promptly.

14. COMPLAINTS

If you believe your data protection rights have been violated or misused, please contact us at info@smartns.gr. You can file a complaint with the Hellenic Data Protection Authority:

Website: https://www.dpa.gr/en/Organisations/Data_Breach_notification/Submission
Email: databreach@dpa.gr
Phone: +30 210 6475600

15. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice. Any changes will be posted on our website with an updated revision date.

16. CONTACT US

If you have any questions or concerns please feel free to contact us:

Smart NS S.A.
Address: Leoforos Mesogeion 392, Agia Paraskevi, Attiki, 15341, Athens, Greece
Phone: +30 2110135400
Email: info@smartns.gr
Data Protection Officer: Panagiotis Chiras