This document is being finalized and is not yet in effect. It will be published here before paid subscriptions open. Until then, questions about our terms or how we handle personal information can be sent to us directly.
Version 1.0 · Effective date pending separately authorized publication
1. Scope and responsible contact
PembinaTech Solutions operates Smart Team Hub. Contact our designated Privacy Officer at info@smartteamhub.com; our general business location is Winkler, Manitoba, Canada. This Policy applies to visitors, customers, account administrators, and individuals whose information is processed through Smart Team Hub.
2. Roles and accountability
PembinaTech determines the purposes of processing needed to manage the platform, including authentication, subscriptions, security and support. Customers generally determine the purposes of workforce records they enter, while PembinaTech processes those records to provide and safeguard the service. Specific obligations depend on the law and circumstances. If an employee seeks records held by their organization, we may coordinate with the organization, while honoring any direct legal obligations that apply to us.
3. Information handled
We process: account names, emails, roles and authentication identifiers; organization details, authorized users and subscription settings; employee schedules, availability, assignments, hours, corrected time entries, wage rates, payroll preparation and work communications; support requests and associated correspondence; billing references, transaction status and invoice records; technical and security information such as device, IP and audit events. Payment-card details are entered into Stripe’s payment flows, not our application database.
4. Why information is used
Information is used to provide and administer Smart Team Hub, authenticate and manage access, calculate or export customer-authorized operational records, process payments, deliver essential communications, provide support, investigate security incidents, keep needed audit trails, meet legal obligations and improve reliability. We use or disclose personal information for additional purposes only when permitted by law and with any required notice or consent.
5. Providers and international processing
Smart Team Hub uses Lovable Cloud for its managed database, authentication and private file storage; Cloudflare infrastructure for application delivery; and Stripe for subscription billing, checkout, customer billing portal and tax functions. Smart Team Hub uses Resend as its email service provider for transactional, billing, account-related and employee notification emails. Resend processes email addresses, message content and necessary delivery metadata in the United States, and reports delivery status, failures, bounces and complaints so we can track delivery and stop sending to addresses that bounce or complain. These emails remain subject to our existing access controls, suppression handling and retention rules. The Bank of Canada provides public exchange-rate information; we do not need to send it customer records for that lookup. Our primary application database is hosted in US East (Northern Virginia), United States. Other providers and infrastructure may process data in other locations. We assess international processing arrangements and apply safeguards as required by applicable law. Where foreign laws apply, information may be subject to lawful requests in the relevant jurisdiction.
6. Disclosure and authorized access
Customer-approved account users receive access according to roles and company permissions. Providers may receive the data necessary to operate contracted services. We may disclose information where lawful and needed to address security risks, legal process or regulatory obligations. We do not sell employee payroll records. We do not use advertising trackers or optional analytics technologies, and no promotional email campaigns are active.
7. Retention and deletion
We retain personal information as reasonably necessary to operate Smart Team Hub, maintain accurate business and payroll-related records, protect system security, resolve disputes and satisfy applicable legal obligations. Certain records can remain after subscription cancellation, including where statutory recordkeeping periods or legal holds apply. Our standard account-retention framework contemplates up to 12 months after cancellation for certain information, subject to longer lawful retention and any rights requiring earlier action. Cancellation is not an automatic instruction to erase all employee records. Requests to access, correct, export or erase data will be reviewed case by case; we will not retain personal information solely because deletion automation is unavailable.
8. Privacy rights and requests
Depending on the applicable law, individuals may request access, correction, withdrawal of consent, portability or deletion, or may lodge complaints. These rights are subject to legal conditions, exemptions and the roles of the employing organization and platform operator. Send requests to info@smartteamhub.com. We may verify identity and authority and will respond within applicable time limits. Requests may initially involve a secure manual review and assembly of responsive information; we will explain lawful restrictions or refusal where required.
9. Security and incidents
We use account authentication, role-based permissions, separation of customer workspaces, private storage and protected audit records to help protect information. We operate database backups and maintain procedures for responding to incidents, including preservation of required records and notifications where applicable law requires them. No security measure guarantees absolute protection.
10. Cookies and communications
Smart Team Hub uses technologies needed for login sessions and security. We do not presently use third-party advertising analytics in the application. If optional analytics or marketing technologies are introduced, we will update this Policy and obtain consent when required. Optional promotional emails are separate from essential account and service messages, with applicable sender-identification, consent and unsubscribe rights. Agreement to Terms is not consent to marketing.
11. Age and employees
You must have legal capacity to enter a subscription contract in your jurisdiction, or be duly authorized to contract for an organization. Smart Team Hub is not directed toward children as independent purchasers. Customer organizations may process records of lawfully employed minors only in compliance with applicable employment and privacy requirements.
12. Policy updates and contact
We will post material changes with an updated effective date and provide notice or seek consent where required. Person responsible for personal information: Privacy Officer, PembinaTech Solutions. Contact: info@smartteamhub.com (please include “Privacy” in the subject line). PembinaTech Solutions, Winkler, Manitoba, Canada. Privacy requests, questions and complaints sent to this address are directed to the Privacy Officer.
