1. Who we are
Smart-FM is a facilities-management and operational-intelligence PaaS operated by SMART-FM.CLOUD, Apartment 1106, Tower 17, Zone 66, Qatar. We act as the data controller for personal data processed through the platform, except where we process data on behalf of a client organisation (for example, a property owner or manager), in which case that organisation is the controller and we act as a processor under our services agreement with them.
2. Data we collect
Data you or your organisation provide
- Account & identity: name, work email, phone number, employer/contractor, role and access level.
- Operational input: inspection records, task and job logs, service reports, comments and notes you submit.
- Media: photographs and images captured through mobile capture tools, which may include location metadata.
Data collected automatically
- Location data: GPS coordinates captured when you use Smart-FM mobile applications for field activity or photos, after you grant location permission on your device.
- Device & log data: IP address, browser type, device identifiers, timestamps, pages accessed and actions taken.
- Cookies: strictly necessary session and security cookies only, as described in section 10 and our Cookie Policy. We do not use analytics cookies.
3. How we use your data
- Provide, operate and secure the Smart-FM platform and its dashboards, maps and reporting tools.
- Authenticate invited users and manage role-based access.
- Record and coordinate facilities-management operations (inspections, cleaning, pest control, bin collection and similar).
- Associate field activity with location for operational oversight and reporting.
- Generate analytics, KPIs and reports for client organisations.
- Maintain audit trails, investigate incidents and prevent misuse.
- Communicate with you about service, security and administrative matters.
- Comply with legal obligations.
4. Legal basis for processing
Where the GDPR applies, we rely on one or more of the following bases:
| Purpose | Basis |
|---|---|
| Providing the invite-only PaaS to your organisation | Contract / legitimate interests |
| Security, audit and fraud prevention | Legitimate interests |
| Location capture in mobile field apps | Consent (device permission) and legitimate interests for operational records |
| Legal and regulatory compliance | Legal obligation |
Under Qatar's PDPPL, we process personal data on a lawful and fair basis and, where required, on the basis of your consent or a permitted legal ground. The only processing for which we rely on explicit device-level consent is location use in our mobile applications.
6. International transfers
Smart-FM is operated in relation to activities in Qatar, and data may be hosted or processed in Qatar and other countries where our providers operate. Where personal data of individuals in the EU/EEA is transferred outside it, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses. Details are available on request via the contact below.
7. Data retention
We retain personal data for as long as needed to provide the platform, meet our contractual and legal obligations, and maintain operational audit records. Retention periods are set in agreement with client organisations. When data is no longer required, it is deleted or anonymised.
8. Security
We use invitation-only access control, role-based permissions, encrypted transport (HTTPS), access logging and other technical and organisational measures appropriate to the sensitivity of the data. No system is completely secure, but we work to protect data against unauthorised access, alteration and loss.
9. Your rights
Subject to applicable law, you may have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion, or restriction of processing.
- Object to certain processing.
- Request a copy of your data in a portable format (GDPR).
- Withdraw consent for location capture by changing permissions in your device settings (mobile apps).
Because much of the data is controlled by your organisation, we may direct certain requests to them. To exercise your rights, contact us at support@smart-fm.cloud. If you are in the EU/EEA you may also lodge a complaint with your local supervisory authority.
11. Location (mobile applications)
Smart-FM mobile applications may request access to your device location so that field activity, inspections and photos can be tied to where work was performed. Location is collected only after you grant permission through your device's operating-system prompt. You may refuse or later revoke permission in device settings; some field features may then be limited. We do not use location for advertising.
12. Children
Smart-FM is a private workplace PaaS intended solely for authorised adult personnel. It is not directed at or accessible to the general public or to children, and we do not knowingly collect data from anyone under 18.
13. Changes to this policy
We may update this policy from time to time. Material changes will be posted here with a revised "Last updated" date, and where required we will notify invited users or their organisations.
14. Contact us
For any privacy question or to exercise your rights, contact:
SMART-FM.CLOUD
Email: support@smart-fm.cloud
Address: Apartment 1106, Tower 17, Zone 66, Qatar