Smartsheet General Privacy Notice
This General Privacy Notice (“Notice”) applies to You when you give your personal data directly to Smartsheet, for instance when interacting on our websites, through our forums, through a marketing campaign, or when attending an event or meetup. This Notice gives you details on what information we collect, why we collect it, when we collect it, and how we share and retain it.
This Notice does not cover Customer Content. For information on how Smartsheet processes that information, see the Offerings Notice.
For more definitions and terminology, see this table.
Linked Sites; Third Party Widgets
Personal Data We Collect
We collect personal data directly from you, from third parties or publicly available data, or automatically when you use the Sites through the use of technologies such as electronic communication protocols, cookies, widget buttons, or tools. We collect this personal data for the purposes outlined below in “How We Use Personal Data.” See this table for categories of personal data we collect and share. This personal data is not collected from the Customer Content uploaded to our Offerings by users.
How We Use Personal Data
We will only use your personal data if we have a lawful basis to do so, as illustrated by this table. Specifically, we use your personal data at your instruction or as follows:
Providing and Personalizing our Sites. To operate and administer our websites and to provide you with the content you choose to access or request; to tailor web content we display to you in order to offer location customization (e.g., setting a default language) and to otherwise personalize your experience using our websites. We use cookies and similar tracking technologies to automatically collect your personal data for this purpose (see our Cookie Notice).
Personalizing Events and Managing Event Registrations. To tailor event invitations we send or display to you in order to show events by your location, we use cookies and similar tracking technologies to automatically collect your personal data (see our Cookie Notice). We also use your information to send related communications when you’ve chosen to participate in or to register for an event.
Identifying Customer Opportunities. To identify and assess potential new users through tools (e.g., LinkedIn Sales Navigator, DriftBot, Qualified, ZoomInfo, etc.) and to engage with individuals responding to web content produced by Smartsheet or otherwise available on the Sites.
Sending Marketing Communications. For direct marketing, promotional, and other non-transactional communications (e.g., newsletters, calls, SMS, or push notifications) in order to share information about special offers, promotions, and events or to otherwise contact you about Smartsheet products or information we think will interest you, in accordance with your marketing preferences.
Displaying or Analyzing Personalized Advertisements. To provide more relevant advertising to you on the Sites or third party platforms, or to conduct related marketing research (e.g., by measuring the success of targeted advertising campaigns). We use cookies and similar tracking technologies to automatically collect your personal data for this purpose (see our Cookie Notice).
Managing Contests. To provide communications for and manage contests, promotions, and sweepstakes you’ve chosen to participate in or register for. Please note, contests may have additional rules relating to how we process your personal data.
Analytics and Improvement. To better understand how you access and use the Sites and Offerings, and for other research and analytical purposes, such as to evaluate and optimize the Sites and to develop additional services, content, and features (e.g., if you choose to participate in a survey or user-interface study, we use your email address with your consent to reach out with follow-up questions or additional studies). We also use machine or deep learning technologies for these purposes which allow us to provide users with predictive tips and other features.
Protect Legal Rights and Prevent Misuse. To protect the Sites, Offerings, and the rights of users and other individuals; to prevent unauthorized access and other misuse; and where we believe necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, or violations of our terms of use or this notice. We use machine or deep learning technologies for these purposes (e.g., for fraud prevention or detection).
Comply with Legal Obligations. To comply with the law or legal proceedings (e.g., we disclose data in response to lawful requests by public authorities, including responding to national security or law enforcement requests).
General Business Operations. Where necessary to the administration of our general business, accounting, recordkeeping, and legal functions. For instance, Smartsheet will process billing information, including personal data, to process payments, send invoices, or contact users regarding payment issues.
How We Share Personal Data
We will only share your personal data if we have a lawful basis to do so, as illustrated by this table. We will not commercially exploit your personal data or disclose personal data for monetary or other valuable consideration. We share information about you with your consent, at your request, or as follows:
To Our Service Providers. We use third party service providers to process your personal data (e.g., your contact information, billing information, account data, and device data) to assist us in business and technical operations. Smartsheet has data processing agreements with such service providers limiting their use of and access to personal data to specific purposes. They provide services relating, but not limited to fraud detection and prevention, billing, customer support, internet and connectivity, marketing (through direct mail, email, lead generation, etc.), event organizing, security, and user experience.
To Infrastructure Hosting Providers. We use third parties for the infrastructure used to host content and personal data we process, including cloud providers. Smartsheet has data processing agreements with such service providers and their use of and access to personal data is limited to specific purposes.
To Affiliates. We share your personal data with our affiliates for our or our affiliates’ internal business purposes (e.g., when you use or purchase an affiliate’s services, when you apply to one of our global offices, etc.), marketing similar products (including lead generation and qualification purposes), or for other legal requirements.
As Custom Audiences. We share a hashed (scrambled) version of your email address, name, city, state, or similar information with advertising partners to assist us in reaching you with more relevant advertisements outside of the Sites (and to measure the success of such campaigns). These partners are not permitted to retain, use, or disclose this information for their own third-party marketing purposes. If you would like to opt out of custom audiences, complete this form.
As Required by Law. We disclose information about you if we believe we must do so to comply with the law or a subpoena, bankruptcy proceeding, or similar legal process. In certain situations, we are required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
To Protect Rights. We disclose information about you, such as your name, contact information, and billing information, to enforce our agreements with you or to protect the rights and safety of Smartsheet, our customers, our users, and the general public, or as evidence in litigation in which we are involved.
As Aggregate and Anonymized Information. We share aggregate or anonymized information about you with our third party service providers for our internal business purposes which includes marketing, advertising, research, or similar purposes (e.g. we may provide information for our earnings reports, such as the number of active users.)
In a Business Transaction. If Smartsheet is involved in a dissolution, reorganization, financing, public offering of securities, merger, acquisition, or sale of all or a portion of its assets, your information will be transferred to providers, advisors, accountants, attorneys, the acquiring entity, or other third parties as part of the transaction (provided that we inform such individuals that they must use your personal data only for the purposes disclosed in this notice), and may also be reviewed as part of the due diligence review for the transaction (e.g., we may need to provide a list of all customer accounts and payment histories).
Blogs; Forums; Testimonials
Our Sites may contain publicly accessible blogs and interactive features (e.g., the community website). Any information you provide in these areas will be read, collected, and used by others who access them. To request removal of your information from our blog or community forum, please complete this form. With your consent, we will publish testimonials you share with us, which could contain personal data such as your full name and other information you choose to share. Please note, information posted on these Sites will continue to be publicly available to others after termination or deactivation of your account with Smartsheet. If you wish to update or remove your testimonial, please complete this form.
Linked Sites; Third Party Widgets
Links to Other Websites. Our Sites include links to other websites with privacy practices that differ from ours. Any information you submit to a website not belonging to Smartsheet is governed by that site’s privacy statement.
Plugins and Social Media Widgets. Our Sites include social media features and widgets (“widgets”), such as a “share this” button or other interactive mini-programs. Widgets are used to provide you specific services from other companies (e.g., displaying the news, opinions, music, etc.). Personal data such as your email address is collected through widgets. Widgets set cookies to enable them to function properly. Widgets displayed on our Sites are not hosted by Smartsheet, and are therefore subject to the privacy policies of the third party company providing the widget rather than this notice.
Last Updated: July 7, 2023