Privacy Policy

At HVIF Solutions Pvt. Ltd. (henceforth referred to as “”, “SmartReach”,”we,” “us,” “our”, "app"), we take great care about how our users’ personal information is used and shared, and we take your privacy seriously. This Privacy Policy describes how SmartReach collects and uses the personal information you provide on our Website (“Website”), blog, (“Blog”) as well as in the service we provide at (“Service”).

This Privacy Policy is an integral part of our Terms and Conditions. Before you use SmartReach, please read this Privacy Policy carefully. By using or accessing our Website and/or Service, you are accepting the practices described in our Privacy Policy and you agree that we will collect, use, and share your information in the following ways.

This Privacy Policy only applies where we are processing personal information for our own purposes. It does not cover the personal information SmartReach collects, uses and discloses on behalf of its Clients (“Client Data”) in connection with the SmartReach Service and we invite you to contact the relevant company or organization if you have any questions about their privacy practices.

Data we collect

SmartReach may collect two types of information: personal information (name, email address, company information) or non-personal visitor information (such as: the Device’s Internet Protocol (“IP”) address, browser type, the web page visited before or after you came to our website, information you search for on our website and interactions with the Service).

The personal information we collect broadly falls within the following categories:

Information you provide voluntarily

Parts of our Website or Service ask you to provide certain information voluntarily. This typically includes:

  • Identification information, such as your name, company, and job title
  • Contact information, such as your phone number, email address, and home and/or business postal addresses.
  • Log-in credentials, such as your username and password to access Services.
  • Demographic Data. In some cases, such as when you register or participate in surveys, we request that you provide age, gender, and similar demographic details.
  • Payment Information, such as your bank account number; credit card number, associated identifiers and billing address but only when you pay for SmartReach Services.
  • Support data, such as feedback or information about a technical issue you have reported.
  • Marketing information such as your marketing preferences.
  • Communication data, such as any information you include in any enquiry or communications you send us.
  • Any information you choose to provide to us when completing any ‘free text’ boxes in our forms or blogs.

Information we collect automatically

Like most companies that offer online services, we may automatically collect certain information from your computer or device, about your use of the SmartReach Service or our Website. We use this information to provide our Services, ensure the security of our Services, help improve our Services and promote our Services to you. This typically includes:

  • Cookies data: We collect certain information through cookies and other tracking technologies such as your computer or device’s Internet Protocol ("IP") address, browser type, the web page visited before or after you came to our Website, information you search for on our Website, locale preferences and identification numbers associated with your devices. You can learn more about our use of cookies in our Cookie Notice.
  • Location data: We may derive your general location based on your IP address.
  • Activity data: We may also collect information about how you use and interact with our Services, such as the content you view or download and the actions you take and the time and duration of your activities.

Information we obtain from third-party sources

From time to time, we may receive personal information about you from third-party sources but only when these third parties have confirmed to us that they either have your consent or are otherwise legally permitted or required to disclose this information to us. This typically includes:

  • Data Supplementation: We may receive additional demographic information (including your company, job title or business contact details) about you from other sources, including publicly available databases or third parties such as lead generation providers or business intelligence platforms from whom we have purchased data. We combine this data with information we already have about you. This helps us to maintain and improve the accuracy and relevance of our records, identify new opportunities, and send you information about products and services that may be of interest to you in accordance with your marketing preferences.
  • Sign-in information: If you log in to our Services using a third-party sign-in service (such as LinkedIn), we will collect information from that sign-in service that you give us permission to receive. This may include information such as your name, social media profile and location. We only collect this information to provide the Services to you. Please refer to the privacy settings of the third-party sign-in service you use to manage the information that is shared.

Client Data

Please note that as explained above, we also receive personal information about you, in the form of Client Data or Customer Data from our Clients/Customers. We use such personal information to provide the SmartReach Service to our Clients and only as instructed by the Clients. Under these circumstances, we process your information as a processor on our Clients' behalf and it is our Clients, as the controllers of the information, that determine what information we process about you and how we use it. If you have any privacy-related questions or concerns about one of our Client's privacy practices, or the choices a Client has made to share your information with us, you should contact that company or organization directly. We are not responsible for the privacy or security practices of our Clients, which may differ from those described in this Privacy Statement.

To use our service, you will be asked to enter your first name, last name, email address, company information and appropriate payment information (if in a paid plan).

When using our Service both during the trial period as well as during the paid subscription, we will process any information you choose to provide us with respect to your email recipients and customers (“Prospect” or “Prospects”). The Prospects’ information we process typically include names and email addresses of your customers, but will consist of any information you choose to upload to the Service.

Your information helps us more efficiently respond to your needs as a Service user and customer, as well as Blog reader. Providing your information is crucial to set up an account, process payment transactions and it’s necessary for us to provide you with the Service. Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the purpose of delivering the requested Service and improving the Service. In the event of breaking the Terms of Service (such as sending SPAM or other prohibited content defined in the Terms of Service) we can reach the wrongdoer more efficiently.

How We Use Personal Information

We use personal information about you for the purposes detailed below. In some regions, such as the European Economic Area, the United Kingdom and Switzerland, we need a lawful basis to collect, use and disclose your personal information. Our lawful basis will depend on the information concerned and the context in which it is processed and this is also detailed here.

  • Sending promotional and marketing information to you in accordance with your marketing preferences: If you are the administrator of a Client account, we may send you marketing communications about and other services provided by us. We will do this in accordance with your marketing preferences and on the basis of our legitimate interests in building our customer base and promoting our services offered by us, or, where required, with your consent.
  • Sending technical notices, updates, security alerts, and other support and administrative messages to SmartReach Users: If you are an User, We may use your personal information to send you administrative messages in reliance on our legitimate interests in administering the SmartReach Service, including for security and operational issues that affect multiple Clients or Users.
  • Providing technical and customer support to Users: If you are a User, We use personal information to troubleshoot and diagnose problems, and provide other customer care and support services, including to help us provide, improve, and secure the quality of our products, services, and training, and to investigate security incidents in reliance on our legitimate interests.
  • Responding to questions, requests and feedback from those that interact with us: If you fill out a web form or request support, if you contact us by other means, including via a phone call, we use your personal information in reliance on our legitimate interests in fulfilling your requests and communicating with you. Managing events: We use personal information to plan and host events or webinars for which you have registered or that you attend, including sending related communications to you, in reliance on our legitimate interests in administering and promoting the event, or where required, with your consent.
  • Detecting, preventing and responding to potential fraud, violations of our terms and conditions or other misuse of our Services: We process personal information by tracking use of our Services for the purposes of maintaining their security, including verifying accounts and activity, investigating suspicious activity, and enforcing our terms and policies, in reliance on our legitimate interest in promoting the safety and security of the Services, systems and applications and in protecting our rights and the rights of others.
  • Complying with legal obligations: We process your personal information when cooperating with public and government authorities, courts or regulators in accordance with our legal obligations under applicable laws, to the extent this requires the processing or disclosure of personal information to protect our rights, or is necessary for our legitimate interest in protecting against misuse or abuse of our websites, protecting personal property or safety, pursuing remedies available to us and limiting our damages, complying with judicial proceedings, court orders or legal processes, or to respond to lawful requests.

In general, we will use the personal information we collect only for the purposes described in this Privacy Policy or for purposes that we explain to you at the time we collect your personal information. However, we may also use your personal information for other purposes that are not incompatible with the purposes we have disclosed to you if and where this is permitted by applicable data protection laws.

Disclosure of Your Personal Information

We may disclose your personal information to the following categories of recipients:

Vendors, service providers and partners

We may use certain trusted third-party vendors, service providers and partners who provide data processing services to us (including but not limited to data storage, maintenance services, database management, web analytics, payment processing, and improvement of the Service’s features). These third parties will only process your information for the purposes described in this Privacy Policy or that are notified to you when we collect your information.

Third-Party Applications

Our Website includes links to other websites whose privacy practices may differ from those of For example, our website includes social media features, such as the Facebook Like button and widgets, such as the "Share This" button for Twitter and LinkedIn. These features allow you to share information about your activities on our Services through social media networks. This Privacy Policy does not apply to your use of any such third party plug-ins and applications and we are not responsible for how those third parties use and disclose your information. Your interactions with these features are governed by the privacy policy of the company providing it.

Compliance with Laws and Law Enforcement Requests; Protection of's Rights

We may disclose to any competent law enforcement body, regulatory, government agency, court or other third party data stored in your account and information about you that we process only when we have a good faith belief that disclosure is reasonably necessary to

  • (a) comply with a law, regulation, or compulsory legal request, such as to comply with a subpoena;
  • (b) protect the safety of any person from death or serious bodily injury;
  • (c) prevent fraud or abuse of or its users; or
  • (d) to protect's rights.

If we provide any data stored in your account to a law enforcement agency, we will remove's encryption from the information before providing it to law enforcement. However, SmartReach will not be able to decrypt anything that you encrypted prior to uploading it to

Business Transfers

Your information may be transferred to potential or actual buyers (and their agents and advisers) in connection with a merger, acquisition, or sale of all or a portion of our assets, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Policy.


We may share your information with others where you have given your consent to the disclosure.

International Data Transfers is headquartered in India and our service providers are located in the US and other countries.This means that your personal information may be transferred to, and processed in, countries other than the country in which you are located. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).

However, we take appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Policy and applicable data protection laws. If you are located in the European Economic Area, United Kingdom or Switzerland these safeguards include transferring your information to a country that the relevant authorities have determined provide an adequate level of protection for personal information, or by implementing standard contractual clauses with our customers, third party service providers and partners.

Data usage & privacy

The data we collect helps us constantly improve the Website, the Blog and the Service for present and future visitors and customers. We constantly strive to improve our website offerings based on the information and feedback we receive from our users. We are also able to improve our customer service, as your feedback and collected information about your activity in the Service helps us respond to your requests faster and support your needs on the way to succeeding with the Service.

We can access two types of information: personal (name, email address, company information) and general numerical information from your Account (average reply rates, open rates, the overall number of sent messages, the average number of messages per campaign, average number of words in messages, etc.).

We may access your personal information for accounting/billing purposes (such as invoicing), updating (letting you know about recent changes to our Service), in case of breaking our Terms (or suspicion of it), such as sending SPAM messages, prohibited content, or using inappropriate language (curse words, insulting, etc.).

We reserve the right to analyze this data from an aggregated standpoint, and publish aggregated studies and figures. In doing so we will never compromise the confidentiality of your data by publishing any identifying information.

Our customer support team may access your smartreach account upon your request in order to answer specific questions related to the Service or solving some problems you’ve reported or which have been reported to us automatically by our system.

Data modification / updation / deletion

As SmartReach user, you may change your first name, last name, company name, email address, password, and time zone at any time after logging in to their SmartReach account. To do that, you should log into your User Account at, go to ‘Settings’ navbar and click on ‘Profile info’ tab. To change the username, users should contact support team at [email protected].

SmartReach users can also request deletion of their data by contacting support team at [email protected].

Data Retention will retain personal data we process about SmartReach Users for as long as we have a legitimate business purpose to do so. If you wish to cancel your account or request that we no longer use your information to provide you Services, you may delete your account. Please note that may retain your personal data for longer where there is a legal, tax or accounting obligation, contractual, or legitimate interest, including resolving disputes and enforcing our agreements and rights. When we no longer have an ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your information has been stored in backup archives), then we will securely store your information and isolate it from any further processing until deletion is possible.

Please note that SmartReach will retain Client Data that we process on behalf of our Clients for as long as needed to provide services to our Clients and in accordance with our agreements with our Clients.


A cookie is a small amount of data that is sent to your browser from our servers and stored on your computer's hard drive. We use cookies to access information when you sign in, store your preferences, to keep you logged in, and to store a limited amount of behavioral data.

Google API Services Usage Disclosure's use and transfer of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Security stresses its privacy and security standards. Although no one can guarantee absolute security, we regularly re-evaluate our privacy and security policies & processes in order to adapt to new challenges. We follow generally accepted standards to protect the information submitted to us, both during transmission and once we receive it.

Access to third party service providers

We do not sell, trade, or otherwise transfer to outside parties your personal information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, as long as those parties are obliged to keep this information confidential (such as payment processing or accounting services).

We may also release your information when we believe the release is appropriate to comply with the law, enforce our site policies, or protect our or others rights, property, or safety, as well as in the event of breaking the Terms of Service (such as sending spam and prohibited content).

However, non-personal visitor information (such as: the Device’s Internet Protocol (“IP”) address, browser type, the web page visited before or after you came to our website, information you search for on our website, and interactions with the Service) may be used by us for marketing, advertising, statistic purposes and to track the general progress of efficiency of our Service.

GDPR Compliance stays compliant with GDPR (General Data Protection Regulation) and obliges the Users of the Service to respect the principles of the regulation when processing personal data of EU citizens. Please find more details in our GDPR compliance document. The GDPR Compliance document should be treated as an inherent part of the these Terms.

All the content sent from must be sent within the scope of B2B relations and must not be sent to Prospects or Customers who verbally expressed their wish to be excluded from further correspondence.

Changes to this privacy policy

We may occasionally update this Privacy Policy to reflect changes in our practices. If we decide to change our Privacy Policy, we will post these changes on this page.


If you have any questions or concerns regarding this Privacy Policy, you may contact us at [email protected]. is regd. as HVIF Solutions Private Limited.

Plot no. 49, Road no. 2, Phase 2, Agricultural colony, Hasthinapuram Central, Hyderabad, Telangana, India. - 500070.