Privacy & Data Protection Notice

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Last Updated: 5 October 2026

Smart Source Technologies Pte Ltd (“Smart Source”, “we”, “us” or “our”) respects the privacy of individuals and is committed to protecting personal data in accordance with Singapore’s Personal Data Protection Act 2012 (“PDPA”).

This Privacy & Data Protection Notice explains how we collect, use, disclose, store and protect personal data when you visit www.smartsource.com.sg, communicate with us or use our products and services.

1. Personal Data We May Collect

Depending on your relationship with us, we may collect personal data including:

  • Your name, job title and organisation;
  • Business and personal contact details;
  • Account and user-profile information;
  • Enquiries, correspondence and technical-support requests;
  • Billing and transaction information, such as invoice details, payment status and payment-gateway transaction references;
  • Website usage information, including IP address, browser, device information, access times and cookies;
  • Information submitted through our websites, applications, forms or customer portals;
  • Information required to deliver, support and secure our products and services; and
  • Other personal data voluntarily provided to us.

Online payments are processed by independent third-party payment gateways. Smart Source does not collect or store full credit or debit card numbers, card verification values (CVV) or payment authentication credentials. Payment information entered during checkout is transmitted directly to the applicable payment gateway and is subject to that provider’s privacy and security practices.

Please do not provide personal data that is unnecessary for the purpose of your enquiry or transaction.

2. Purposes for Collecting and Using Personal Data

We may collect, use or disclose personal data to:

  • Respond to enquiries, requests and support cases;
  • Prepare proposals, quotations, agreements and project documentation;
  • Provide, implement, maintain and support our products and services;
  • Manage customer, supplier and business relationships;
  • Create and administer user accounts;
  • Process transactions, invoices and payments;
  • Provide training, service notices and customer communications;
  • Manage projects and fulfil our contractual obligations;
  • Improve our websites, applications, products and services;
  • Maintain the security and reliability of our systems;
  • Investigate suspected fraud, misuse, security incidents or unlawful activity;
  • Meet legal, regulatory, audit and compliance requirements; and
  • Carry out another purpose notified to you when the information is collected.

We will collect, use and disclose personal data only for purposes that a reasonable person would consider appropriate in the circumstances and in accordance with applicable law.

3. Data Processed on Behalf of Customers

When Smart Source provides software implementation, cloud, support or managed services, we may process personal data on behalf of a customer.

In these situations, the customer generally determines why and how the personal data is collected and used. Smart Source processes the data in accordance with the customer’s instructions, the applicable agreement and legal requirements.

If your personal data was submitted to a system operated by one of our customers, please direct access, correction, withdrawal or other privacy requests to that customer in the first instance. We will assist the customer in responding where required.

4. Consent

Where consent is required, we will seek consent before collecting, using or disclosing personal data.

By voluntarily providing personal data to us for a stated purpose, you consent to its collection, use and disclosure for that purpose, subject to applicable law.

You may withdraw your consent by contacting our Data Protection Officer. We will explain any consequences of withdrawal and process the request within a reasonable period.

Withdrawal of consent will not affect personal data that has already been lawfully collected, used or disclosed.

5. Disclosure of Personal Data

We may disclose personal data to:

  • Our employees and authorised representatives who require access for their work;
  • Cloud, hosting, software, communications and technical-service providers, as well as third-party payment gateways used to process online payments;
  • Professional advisers, auditors and insurers;
  • Government agencies, regulators or law-enforcement authorities where required; and
  • Other parties authorised by you or permitted under applicable law.

Service providers are given access only where reasonably necessary to perform their services and are expected to protect personal data appropriately.

Smart Source does not sell personal data.

6. Overseas Transfers

Some of our service providers or technology platforms may process or store data outside Singapore.

Where personal data is transferred outside Singapore, we will take reasonable steps to ensure that the recipient provides a standard of protection comparable to that required under the PDPA.

These measures may include contractual safeguards, access restrictions, encryption and the use of reputable service providers.

7. Protection and Security

We maintain reasonable administrative, technical and physical safeguards to protect personal data against unauthorised access, collection, use, disclosure, copying, modification, loss, disposal and similar risks.

Depending on the system and circumstances, safeguards may include:

  • Role-based access controls and least-privilege access;
  • User authentication and account-management controls;
  • Encryption in transit and, where supported, at rest;
  • System logging and monitoring;
  • Secure configuration and patch management;
  • Backup and recovery procedures;
  • Staff confidentiality and data-protection requirements; and
  • Incident-response and breach-management procedures.

No electronic transmission or storage method is completely secure. Although we cannot guarantee absolute security, we regularly review our safeguards and improve them where appropriate.

8. Accuracy of Personal Data

We take reasonable steps to ensure that personal data used or disclosed by us is accurate and complete where it is likely to affect an individual or be disclosed to another organisation.

Please contact us if your personal data has changed or if you believe information held by us is inaccurate or incomplete.

9. Retention of Personal Data

We retain personal data only for as long as reasonably necessary to fulfil the purpose for which it was collected or to meet legal, contractual, accounting, audit and legitimate business requirements.

When personal data is no longer required, we will cease retaining it or remove the means by which it can be associated with particular individuals, where reasonably practicable.

Where we process data on behalf of a customer, retention and deletion will also be governed by the customer’s instructions and the applicable agreement.

10. Access and Correction Requests

You may request:

  • Access to personal data about you that is in our possession or under our control; and
  • Correction of inaccurate or incomplete personal data.

Requests should be submitted in writing to our Data Protection Officer. We may need to verify your identity before processing your request.

We will respond in accordance with the PDPA. A reasonable administrative fee may apply to an access request. If applicable, we will inform you of the estimated fee before processing the request.

Certain information may be withheld where an exception under applicable law applies.

11. Cookies and Website Information

Our website may use cookies and similar technologies to support website functionality, understand usage, maintain security and improve user experience.

You may adjust your browser settings to reject or remove cookies. Some website functions may not operate correctly if cookies are disabled.

Our website may contain links to third-party websites. Smart Source is not responsible for the privacy practices or content of those websites. You should review their respective privacy notices.

12. Marketing Communications

Where applicable, we may send information about our products, services or events in accordance with the PDPA and Singapore’s Do Not Call provisions.

You may unsubscribe using the instructions included in the communication or contact us to update your communication preferences.

13. Personal Data Incidents

If we become aware of a personal-data incident, we will take reasonable steps to contain and assess it.

Where notification is required under applicable law, we will notify the Personal Data Protection Commission and affected individuals as soon as practicable and in accordance with the applicable requirements.

Where an incident concerns data processed on behalf of a customer, we will notify and assist the customer in accordance with the applicable agreement and legal requirements.

14. Contacting Our Data Protection Officer

For questions, feedback, complaints, access or correction requests, or requests to withdraw consent, please contact:

Data Protection Officer
Smart Source Technologies Pte Ltd
UEN: 200617871H
Email: support@smartsource.com.sg

Please include sufficient information for us to understand and respond to your request. We may contact you for additional details or identity verification.

We will review privacy complaints objectively and respond within a reasonable period.

15. Changes to This Notice

We may update this notice periodically to reflect changes to our practices, services or legal requirements.

The latest version will be published on this page with the revised “Last Updated” date. You are encouraged to review this notice periodically.