Privacy Policy of Smarter Facility

Last updated: 27 November 2025

Version: 1.0

Smarter Facility is provided by “K&P Perfection” Ltd. (in Bulgarian: „Кей Анд Пи Пърфекшън“ ООД), UIC/EIK 208102497, with registered address: Blvd. “Iztochen” No. 1, Eastern District, Plovdiv 4000, Bulgaria, email: [email protected].

This Privacy Policy explains how we collect, use, store and protect personal data when you use our platform, mobile interface, public website and related services. We process personal data lawfully, fairly and transparently in accordance with Regulation (EU) 2016/679 (GDPR) and applicable national legislation.

1. Data Controller

The data controller is:
“K&P Perfection” Ltd. (Кей Анд Пи Пърфекшън ООД)
UIC/EIK: 208102497
Registered address: Blvd. “Iztochen” No. 1, Eastern District, Plovdiv 4000, Bulgaria
Contact email: [email protected]

2. Categories of Personal Data

Depending on how you use the Platform, we may process the following categories of data:

Identification data – name, phone number, email address.
Profile data – role (Owner, Tenant), user settings.
Property data – property details, images, uploaded documents.
Agreement data – rental agreements, annexes, notices.
Financial data – subscription details, payment status, invoices.
Log and activity data – user actions and communication within the Platform.
Technical data – IP address, cookies, browser and device information.

3. How We Collect Personal Data

when you register and create an Account;
when you upload or enter information and documents into the Platform;
when you carry out payments, communication and agreement-related actions;
automatically, through cookies and analytics tools;
when another User (e.g. an Owner) adds you as a Tenant in the Platform.

4. Purposes of Processing

We process personal data for the following purposes:

to create and manage user Accounts;
to provide the functionalities of the Platform;
to issue invoices, receipts and other payment documents;
to send reminders and notifications (e.g. for payments and expiries);
to ensure security and prevent misuse and fraud;
to analyse usage and improve our services;
to comply with legal and regulatory obligations.

5. Legal Bases for Processing

Contract – where processing is necessary to provide our services;
Legal obligation – for accounting, tax and regulatory compliance;
Legitimate interest – for security, support, optimisation and service improvement;
Consent – for certain types of communication or cookies, where required.

6. Sharing of Personal Data

We may share personal data with:

External service providers – such as hosting providers, payment processors (e.g. Stripe), email/SMS delivery services, analytics and support tools.
Other Users, where necessary for the operation of the Platform (for example, limited contact details between Owner and Tenant).
Competent authorities – when required by law or official order.

We do not sell or trade personal data to third parties.

7. International Data Transfers

Where personal data is transferred outside the EU/EEA, we take measures to ensure an adequate level of protection, including standard contractual clauses (SCC), adequacy decisions or suitable technical safeguards, in line with GDPR.

8. Data Retention Periods

We retain personal data only for as long as necessary for the purposes for which it was collected or as required by law, for example:

Account data – for the duration of the Account, until deletion;
Agreement and property documentation – in line with legal and contractual requirements;
Financial data – for the periods defined by tax and accounting legislation;
Log data – for security and operational purposes.

9. Data Subject Rights

Under GDPR, you have the following rights:

right of access to your personal data;
right to rectification of inaccurate data;
right to erasure (“right to be forgotten”), where legal grounds exist;
right to restriction of processing;
right to data portability, in a structured and machine-readable format;
right to object to certain types of processing;
right to withdraw consent, where processing is based on consent.

To exercise your rights, you can contact us at: [email protected].

You also have the right to lodge a complaint with the competent supervisory authority: the Commission for Personal Data Protection (CPDP), Bulgaria.

10. Security Measures

We implement appropriate technical and organisational measures, such as:

access control and role-based permissions;
encryption of data in transit or at rest, where appropriate;
server and network protection;
logging and monitoring of system activity;
regular updates and maintenance.

Users are responsible for keeping their login credentials confidential.

11. Cookies

The Platform uses cookies and similar technologies for functionality, personalisation and analytics. More detailed information is available in the Privacy Policy section at: https://smarter-facility.com/en/privacy .

Types of cookies used include:

strictly necessary cookies;
functional cookies;
analytics cookies;
marketing cookies (only where consent is provided).

You can manage your cookie preferences via your browser settings and, where implemented, through a cookie banner or settings panel.

12. Automated Decision-Making

We do not use automated decision-making or profiling producing legal or similarly significant effects on Users.

13. External Links

Our website and Platform may contain links to external websites or services. We are not responsible for their content or privacy practices and recommend that you review their policies separately.

14. Children’s Data

The Platform is not intended for persons under 16 years of age, and we do not knowingly collect personal data relating to children.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on the Smarter Facility website. Where changes are significant, we will notify you in an appropriate manner.

16. Contact

If you have any questions about this Privacy Policy or your personal data, you can contact us at:
[email protected]
or by post at: Blvd. “Iztochen” No. 1, Eastern District, Plovdiv 4000, Bulgaria.