Privacy Notice

Simply Depo Platform

Last updated: 2024.07.12

Intro

Simply Depo Inc. (“Simply Depo” or “we”) welcomes you. We provide you with the Simply Depo web-based platform for wholesalers & distributors available following the link https://simply-depo-staging.web.app/login (”Platform”).

The Privacy Notice (“Privacy Notice”) describes how your personal data is collected, stored, and used and what happens when you use the Platform.

Content

About us

Data subjects

Personal data

Data sharing with third parties

Data protection

Data subjects rights

Privacy Notice updating

About us

Name Simply Depo Inc.
File Number 6017876
Address  1751 Stillwell Avenue, Brooklyn, NY 11223
Email privacy@simplydepo.com – for any privacy issue

Data subjects 

We process personal data of the representatives of who use the functionality of our Platform, as well as their customers and representatives.

Data subjects Description
Brand User, who registers on our Platform on the behalf of company either through the request to the representatives of SimplyDepo or through the Website.
Customer Contact person of the customer of the Brand, whose data provided by the Brand.
Representative Representative of the Brand, whose data provided by the Brand.
Please note! We do not knowingly process the personal data of data subjects under age 18. If you are such a data subject or you are the legal representative of such a data subject, please, contact us.

Personal data

Roles in the processing

Simply Depo is the controller of the Brands’ data.

Simply Depo is the processor of the Customers’ and Representatives’ data, acting on behalf of the Brands, which are the controller of the Customers’ and Representatives’ data.

Sources of data

We receive data when you interact with our Platform and use its functionality, depending on your actions and chosen settings of the Platform.

We process the personal data of the Customers and Representatives provided by the Brands based on the Data Processing Agreement, which is part of the Terms of Service.

We may also (although we do not necessarily do so) receive data from third parties. It depends on your settings and the features you use.

Lawful basis for processing

To process data subjects’ personal data, we rely on the following lawful basis:

Brands’ data

Source of data Description Reasons for processing Lawful basis
Onboarding communications. Name of the company. To provide with the Platform functions. Performance of the contract.
Business email. To provide an access to the Platform functions. Performance of the contract.
Settings. Business phone. To contact you in case of necessity. Performance of the contract.
FED Tax ID (EIN). To comply with applicable legislation. Legal obligation.
Industry. To provide you with the functions of the Platform. Performance of the contract.
Primary Time Zone. To provide you with the functions of the Platform. Legitimate interest
Website. To provide you with the functions of the Platform. Legitimate interest
Logo. To provide you with the functions of the Platform. Performance of the contract.
Locations. To provide you with the functions of the Platform. Performance of the contract.
Carrier info. To provide you with the functions of the Platform. Performance of the contract.
Payment settings. Credit card info. To charge you for the use of the Platform. Performance of the contract.
Bank account info. To provide you with the payouts. Performance of the contract.
Stripe. Last 4 numbers of the credit card. To verify your payment. Performance of the contract.
Simpy Depo. Invoices. To provide you with the info about the payment to make. Performance of the contract.
To store the invoices in the Platform. Legal obligation.
Conversations page. Text of the messages to the Representatives. To provide you with the functions of the Platform. Performance of the contract.
Data storage
Data that is processed based on the legal obligation. Stored during the use of the Platform and 3 years after the deletion of the account.
Data that is processed based on the performance of the contract.

Customers’ data

Source of data Description of the data Reasons for processing Legal basis
Provided by the Brand. Business name. To provide you with the functions of the Platform. Performance of the contract.
ID.
Group.
FED Tax ID (EIN).
Billing address.
Shipping address.
Business phone.
Business email.
Payment terms.
Percent discount.
Territory.
Website.
Tags.
Assigned representatives.
Full name of the customer contact.
Phone number of the customer contact.
Email address of the customer contact.
Type of customer contact.
Data storage
Data that is processed based on the performance of the contract. Stored during the use of the Platform.

Representatives’ data

Source of data Description of the data Reasons for processing Lawful basis
Provided by the Brand. Photo. To provide you with the functions of the Platform. Performance of the contract.
Full name.
ID.
Role.
Phone number.
Email.
Status.
Data storage
Data that is processed based on the performance of the contract. Stored during the use of the Platform.

Data received from third parties

We may receive some personal data from third parties.

The amount of data collected, the purposes, and the legal basis for processing is determined by the respective privacy documents of these parties:

Third parties Description
Google Analytics We use these tools for statistics and analytics.
Facebook We use Facebook for authorization functionality in the Platform.
HubSpot CRM We use HubSpot CRM to analyze how our users interact with the application.
GetEmails, LLC We use R! B2B to get some analytic information and send you marketing emails.
OpenAI We use OpenAI to automate your Dashboard statistics.
Other services We may use various tools and services for marketing and other purposes. To get a detailed list of the tools, contact us.

Data sharing with third parties

We use personal data on the basis of the performance of the contract to provide services.

We share data subjects’ data with the service providers and contractors in the scope we need to provide services and technical and customer support, who, for example, help us:

Also, we can share data subjects’ data on the following grounds: consent, compliance with the law, and legitimate interest.

Details

We share your data on the following grounds:

Please note! We will ask for your consent if data transfer is not part of the contract.

Use of artificial intelligence (AI)

Our service uses an integrated AI system developed by OpenAI to provide better services. This system interacts with users and can process your messages to analyze and improve the quality of service. We may transfer your data to third parties, such as OpenAI, to ensure the functioning of the AI system. We ensure that your data is protected in accordance with the requirements of the applicable legislation.

Description of the data Reasons for processing Lawful basis
Text messages you send via ChatGPT To respond to your requests and provide useful information. Performance of the contract
Metadata associated with your messages (e.g. time and date) Analyse requests to improve the quality of service.
Dashboard information:

  • working hours;
  • total distance;
  • quantity of new clients;
  • quantity of items sold;
  • total visits.
Data storage
Stored during the use of the Platform.

Please note! The AI system does not engage in any automated individual decision-making processes.

Data protection

We apply a variety of security measures appropriate to the risks.

Organizational measures
Staff training Internal policies and instructions
Non-disclosure agreements (NDA)

 

Physical measures
Video-monitoring

 

Technical measures
Two-factor authentication Encryption technologies

Data subjects rights

The Customers and Representatives shall exercise their privacy rights through the communication with the corresponding Brand.

Brands, as the data subjects, have the following rights:

United States residents

To use them, please contact us.

Please note! Depending on the state and legislative requirements, we have from 30 to 60 days to exercise your request, with the right to postpone it for 30 days more. 

If your complaint was not satisfied, you can file a complaint with the Federal Trade Commission.

Right Description Area
Right to access. You can request an explanation of the processing of your personal data.
  • California;
  • Virginia; 
  • Ohio;
  • Colorado;
  • Nevada;
  • Massachusetts;
  • Minnesota;
  • New York;
  • North Carolina;
  • Pennsylvania;
  • Delaware;
  • Utah.
Right to rectification. You can change the data if it is inaccurate or incomplete.
  • California;
  • Virginia;
  • Colorado;
  • Nevada;
  • Delaware;
  • Massachusetts;
  • Minnesota;
  • New York;
  • North Carolina.
Right to deletion. You can send us a request to delete your personal data from our systems. We will remove your data within 48 hours from our systems and all backups will be deleted in 7 days.
  • California;
  • Virginia;
  • Ohio;
  • Colorado;
  • Massachusetts;
  • Minnesota;
  • New York;
  • North Carolina;
  • Pennsylvania;
  • Utah.
Right to restriction. You may partially or completely prohibit us from processing your personal data.
  • California;
  • Massachusetts;
  • New York.
Right to portability. You can request all the data you provided to us and request to transfer data to another controller.
  • California;
  • Virginia;
  • Ohio;
  • Colorado;
  • Massachusetts;
  • Utah;
  • Minnesota;
  • New York;
  • North Carolina.
Right to Opt-Out. The right to prohibit the sharing or selling of your data.
  • California;
  • Virginia;
  • Ohio;
  • Colorado;
  • Nevada;
  • Massachusetts;
  • Minnesota;
  • New York;
  • North Carolina;
  • Pennsylvania;
  • Delaware;
  • Colorado;
  • Utah.
Right Against Automated Decision Making. You have the right not to be subject to a decision based solely on automated means if the decision produces legal effects concerning you or significantly affects you in a similar way.
  • California;
  • Massachusett;
  • Virginia;
  • Colorado;
  • Minnesota;
  • New York;
  • North Carolina.
Right to lodge a complaint. If your request was not satisfied, you can file a complaint to the regulatory body. By default.
Note: Some states do not have their own privacy laws. The rights of residents of such states are governed by U.S. federal law. If your state is not on the list, please contact us.

Do not sell my personal information

California residents have the right under the California Consumer Privacy Act (“CCPA”) to opt out of the “sale” of their personal information by a company governed by CCPA.

Simply Depo does not sell your personal information to anyone nor use your data as a business model.

However, we support the CCPA by allowing California residents to opt out of any future sale of their personal information. If you would like to record your preference that we will not sell your data in the future, please contact us: at privacy@simplydepo.com.

Do-not-track requests

California residents visiting our Website may request that we do not automatically gather and track information about their online browsing movements across the Internet. 

Such requests are typically made through web browser settings that control signals or other mechanisms that allow consumers to exercise choice regarding collecting personal data about an individual consumer’s online activities over time and across third-party websites or online services. 

We currently do not have the ability to honor these requests. We may modify this Privacy Notice as our abilities change.

Privacy Notice updating

The Privacy Notice and the relationships falling under its effect are regulated by the laws of the New York state.

Existing laws and requirements for processing personal data are subject to change. In this case, we will publish a new version of the Privacy Notice.

If significant material changes are made to our Platform that may affect your privacy and confidentiality, we will notify you by displaying information in the Platform and ask for your consent if necessary.

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