Privacy Policy

Last Updated: December 26, 2025

OutSouth Technologies Limited (“the Company”, “We”, “Us”, or “Our”) respects Your privacy and is committed to protecting Your Personal Data. This Privacy Policy explains how We collect, use, disclose, and safeguard Your information when You use our Wesbsite, web-based and desktop-based software services (the “Service”), including Smarter Form and Entity Hub, accessible via desktop or mobile devices.

By using the Service, You consent to the collection, use, and disclosure of information in accordance with this Privacy Policy.

1. Definitions

For the purposes of this Privacy Policy:

• Account means a unique account created for You to access our Service or parts of our Service.
• Affiliate means any entity that controls, is controlled by, or is under common control with a party, where “control” means direct or indirect ownership of fifty percent (50%) or more of the shares, equity interests, or other voting securities for the election of directors or other managing authority.
• Application means the web-based (referred to as “Cloud Version”, or “Web Version”) and desktop-based (referred to as “Desktop Version”) software programs provided by the Company, including Smarter Form and Entity Hub, and any related platform or portal. The Application may be accessed by You through any internet-enabled or offline computer device, including desktop and mobile devices.
  • Smarter Form is accessible at https://www.smarterform.online/ or via the secure unique link provided by the Client.
• Client means any individual or legal entity authorized to access or use the Service (also referred to as a “Reviewer User”) that subscribes to the Service and acts as the data controller, determining the purposes and means of processing data submitted through the Application, and managing, reviewing, controlling, or otherwise processing such data.
• Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
• Country refers to the Cayman Islands.
• Company (referred to as “the Company”, “We”, “Us”, or “Our”) refers to OutSouth Technologies Limited, incorporated in the Cayman Islands.
  
• Data means any information, content, or materials submitted, uploaded, entered, generated, or transmitted through the Application by a user, submitter, or authorized third party in connection with the creation, completion, review, or processing of forms and workflows.
• Data Classification Schedule means the table, chart, or framework established by the Company that categorizes data into Low Risk, Medium Risk, High Risk, and Critical Risk levels, and prescribes the permitted platform environment for each category.
• Device means any device capable of accessing the Service, such as a computer, mobile phone, or digital tablet.
• Service refers to the Application, the Website, or both, including all related functionality, content, and services provided by the Company.
• Subscribed means that the Client has completed the registration process, agreed to the applicable Terms and Fees, and maintains an active, paid subscription that grants access to the Service or Application for the duration of the subscription period.
• Terms and Conditions (also referred to as “Terms”) mean these Terms and Conditions, which form the entire agreement between You and the Company regarding Your use of the Service.
• Third-Party Social Media Service means any service or content (including data, information, products, or services) provided by a third party that may be displayed, included, or made available through the Service.
• Third-Party Service Provider means any external service or vendor engaged by the Company to support delivery of the Service, including but not limited to Microsoft Azure Blob Storage and contracted third-party service providers.
• You means the client or individual accessing or using the Service, or the company or other legal entity on whose behalf such individual accesses or uses the Service, as applicable.
• Usage Data means Data that is automatically collected about Your interaction with the Service, including device information, IP address, browser type, pages visited, and diagnostic data.
• User means any individual or entity authorized to access or use the Service, including:
  • Reviewer (also referred to as the “Client”): the subscribed data controller who determines the purpose and means of processing the collected data and who manages, reviews, controls, or processes data submitted through the Service; and
  • Submitter: any individual who accesses or uses the Service solely for the purpose of submitting data to a Reviewer.
• Website refers to OutSouth Tech, accessible at https://outsouthtech.com/.

2. Collection and Use of Personal Data

2.1 Types of Data Collected

(A) Personal Data – Information You provide directly, including:

• Name, email, phone, address

• Account credentials

• Submitted content/data via the Service

(B) Usage Data – Automatically collected information, including:

• IP address, browser type, pages visited, timestamps

• Mobile device identifiers, OS, and diagnostic data

(C) Location Data – With Your consent, information about Your device location may be collected to provide Service features. You can enable/disable location access in Your Device settings.

(D) Cookies and Tracking Technologies –

• Session Cookies: Temporary, essential for authentication and secure Service access.

• Persistent Cookies: Stored on Your device to remember preferences, accept cookies, and enhance user experience.

• Web Beacons/Pixel Tags: Used in emails or web pages to track engagement.

You may manage or disable cookies via Your browser settings; however, some Service features may be limited if cookies are disabled.

2.2 Use of Personal Data

The Company may use Personal Data to:

1. Provide, maintain, and improve the Service

2. Manage Your Account and subscriptions

3. Perform contracts and obligations related to the Service

4. Communicate with You (e.g., updates, security alerts, marketing if consented)

5. Conduct business transfers (mergers, acquisitions)

6. Analyze usage trends and improve Service functionality

7. Comply with legal obligations and protect the Company’s rights

2.3 Sharing of Personal Data

Personal Data may be shared with:

• Service Providers – To monitor and analyze Service usage or assist in delivering the Service

• Affiliates – Required to comply with this Privacy Policy

• Business Partners – To offer products, services, or promotions

• Other Users – Only if You voluntarily share information in public areas

• Legal Requirements – Law enforcement or to protect legal rights

• Business Transactions – In case of mergers, acquisitions, or asset sales

2.4 Retention of Data

• Personal Data is retained only as long as necessary for the purposes described or to meet legal obligations.

• Usage Data is generally retained for shorter periods unless required for security, functionality improvements, or legal compliance.

2.5 Your Rights

You may:

• Access and request a copy of Your Personal Data

• Correct, update, or amend Your information

• Request deletion of Your Personal Data (subject to legal obligations)

• Control the export or sharing of Desktop Version data

• Withdraw consent where applicable

Requests can be made via Your Account or by contacting support@outsouthtech.com.

3. Data Classification and Platform Usage

• • Cloud Version: Processes Low Risk, and Medium Risk data.

  • Desktop Version: Processes High, and Critical Risk data entirely within the User environment.

Note: The Company does not access, store, or process Desktop Version data unless voluntarily transmitted by the User.

4. Data Transfers

• Cloud data is stored in secure Microsoft Azure data centers.

• Data may be transferred internationally; reasonable safeguards are in place to protect Personal Data.

5. Security

While the Company uses commercially reasonable security measures, no system is 100% secure. Users of the Desktop Version are responsible for their local security measures.

6. Children’s Privacy

• Service is not directed to children under 13.

• We do not knowingly collect Personal Data from children under 13 without parental consent.

7. External Links

The Service may contain links to third-party websites. We are not responsible for the content, privacy policies, or practices of such sites.

8. Changes to this Privacy Policy

We may update this Privacy Policy and will notify You via email or prominent notice on the Service. Changes are effective when posted.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

• Email: support@outsouthtech.com

• Website Contact Form: https://outsouthtech.com/#contact-form

Data Classification Schedule