Privacy Policy

Last Updated: October 26, 2025

At Smart Swan, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

1. Information We Collect

1.1 Information You Provide Directly

When you register or use Smart Swan, we collect information you provide, including:

Personal Information: Name, email address, phone number, date of birth
Educational Information: College/university name, field of study, graduation year, qualifications
Professional Information: Work experience, skills, career interests, resume/CV
Application Information: Internship preferences, cover letters, portfolio materials
Communication Information: Messages, feedback, and support inquiries

1.2 Information Collected Automatically

When you access Smart Swan, we automatically collect:

Device Information: IP address, browser type, operating system, device identifiers
Usage Information: Pages visited, time spent, clicks, search queries
Location Information: General geographic location based on IP address
Cookies and Tracking: Information collected through cookies and similar technologies

1.3 Information from Third Parties

Information from educational institutions (with your consent)
Information from companies you apply to
Social media profile information (if you connect accounts)
Background check information (if applicable and with consent)

2. How We Use Your Information

We use your information for the following purposes:

2.1 Service Provision

Create and manage your account
Process internship applications
Match you with suitable opportunities
Facilitate communication with employers
Provide career guidance and support

2.2 Communication

Send application updates and notifications
Respond to your inquiries
Send newsletters and promotional materials (with consent)
Provide customer support

2.3 Platform Improvement

Analyze usage patterns and trends
Improve our services and user experience
Develop new features
Conduct research and analytics

2.4 Security and Legal Compliance

Prevent fraud and abuse
Ensure platform security
Comply with legal obligations
Enforce our Terms of Service

3. How We Share Your Information

3.1 With Companies and Employers

When you apply for an internship, we share your application materials (resume, cover letter, etc.) with the relevant company. We only share information necessary for the application process.

3.2 With Service Providers

We may share information with trusted third-party service providers who assist us with:

Cloud hosting and data storage
Email and communication services
Analytics and performance monitoring
Payment processing (for premium services)
Customer support tools

3.3 For Legal Reasons

We may disclose your information if required by law or if we believe it’s necessary to:

Comply with legal processes or government requests
Enforce our Terms of Service
Protect our rights, property, or safety
Prevent fraud or illegal activities

3.4 Business Transfers

If Smart Swan is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

3.5 With Your Consent

We may share your information with other parties when you give us explicit consent to do so.

4. Data Security

We implement industry-standard security measures to protect your information:

Encryption: Data is encrypted in transit and at rest using SSL/TLS protocols
Access Controls: Limited access to personal information on a need-to-know basis
Secure Servers: Data stored on secure, monitored servers
Regular Audits: Security practices reviewed and updated regularly
Employee Training: Staff trained on data protection and privacy

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Your Rights and Choices

5.1 Access and Update

You have the right to:

Access your personal information
Update or correct inaccurate information
Request a copy of your data
Update your account settings

5.2 Delete Your Information

You can request deletion of your account and personal information by contacting us. Note that we may retain certain information as required by law or for legitimate business purposes.

5.3 Opt-Out of Communications

You can opt out of promotional emails by:

Clicking the “unsubscribe” link in emails
Updating your email preferences in account settings
Contacting our support team

Note: You cannot opt out of essential service-related communications.

5.4 Cookie Preferences

You can control cookies through your browser settings. Note that disabling cookies may affect platform functionality.

5.5 Data Portability

You have the right to request a copy of your data in a structured, commonly used format.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Essential Cookies: Required for platform functionality
Analytics Cookies: Help us understand how users interact with our platform
Preference Cookies: Remember your settings and preferences
Marketing Cookies: Deliver relevant advertisements (with consent)

You can manage cookie preferences through your browser settings or our cookie consent tool.

7. Data Retention

We retain your information for as long as:

Your account is active
Needed to provide services
Required by law or regulation
Necessary for legitimate business purposes

When you delete your account, we will delete or anonymize your information within 90 days, except where retention is required by law.

8. Children’s Privacy

Smart Swan is not intended for children under 16. We do not knowingly collect information from children under 16. If we learn that we have collected information from a child under 16, we will delete it promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to read their privacy policies.

11. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via:

Email notification
Platform notification
Prominent notice on our website

Continued use of Smart Swan after changes constitutes acceptance of the updated policy.

12. Your California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected
Right to know if personal information is sold or disclosed
Right to opt-out of the sale of personal information
Right to request deletion of personal information
Right to non-discrimination for exercising your rights

Note: Smart Swan does not sell your personal information.

13. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

Right to access your personal data
Right to rectification of inaccurate data
Right to erasure (“right to be forgotten”)
Right to restrict processing
Right to data portability
Right to object to processing
Right to withdraw consent

To exercise these rights, please contact us using the information below.

14. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Email: privacy@smartswan.com or opportunities@thesmartswan.com
Website: https://thesmartswan.com
Contact Page: https://thesmartswan.com/contact

Data Protection Officer: For privacy-related inquiries, you can reach our Data Protection Officer at privacy@smartswan.com

By using Smart Swan, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.