Privacy Policy

SmartPRICE Privacy Policy

1. Purpose and Scope

This Privacy Policy describes how The Rehancement Group, Inc. ("TRG," "we," "us," or "our") collects, uses, discloses, stores, and protects information in connection with SmartPRICE websites, web applications, login portals, demo environments, pilot environments, customer-specific environments, subdomains, documentation, reports, exports, and related services made available by or on behalf of TRG.

This Policy applies to public website visitors, demo request submitters, account users, pilot users, subscription users, government users, government contractor users, commercial users, private-sector users, nonprofit users, education users, and other authorized organizational users who interact with SmartPRICE.

This Policy supplements the SmartPRICE Terms of Service, Acceptable Use Policy, and any applicable order form, pilot agreement, subscription agreement, statement of work, government contract, task order, purchase order, nondisclosure agreement, data processing addendum, or other written agreement accepted by TRG and the applicable customer. If this Policy conflicts with a separately executed written agreement, the written agreement controls to the extent of the conflict.

Capitalized terms used but not defined in this Policy have the meanings given to them in the SmartPRICE Terms of Service.

2. SmartPRICE Overview

SmartPRICE is a secure web application for procurement, sourcing, price research, vendor comparison, market analysis, audit support, and related business workflows. SmartPRICE allows authorized users to upload parts lists, select matching strategies, choose vendor sources, run automated lookups, review normalized results, access run history, validate source links, and export results for downstream review.

Because SmartPRICE is used to support organizational workflows, most information processed through SmartPRICE is business, procurement, sourcing, account, usage, or technical information rather than consumer information. Users should not submit regulated, sensitive, or restricted data unless TRG has expressly approved a specific SmartPRICE environment for that data type in writing.

3. Information We Collect

Depending on how a user or customer interacts with SmartPRICE, TRG may collect the following categories of information:

• Website and demo request information, such as name, work email address, phone number, organization, agency, company, role, business sector, demo request details, messages, and form submissions.
• Account and access information, such as name, work email address, username, organization, role, account status, role or permission level, authentication-related metadata, login activity, and first-login acceptance records for the Terms of Service and Acceptable Use Policy.
• User Data submitted to SmartPRICE, such as uploaded parts lists, spreadsheets, part numbers, manufacturer names, item names, product descriptions, input prices, quantities, search terms, customer-provided context fields, vendor selections, matching strategy settings, threshold settings, cache settings, and related workflow inputs.
• Outputs and generated data, such as pricing results, vendor links, match indicators, confidence scores, run history, run metadata, pricing history, reports, exports, status logs, and audit-support information generated by or through SmartPRICE.
• Technical and usage information, such as IP address, browser type, device information, operating system, user agent, session identifiers, pages viewed, features used, timestamps, logs, error reports, performance information, and security events.
• Support and communications information, such as emails, support requests, issue descriptions, troubleshooting information, onboarding communications, feedback, and related correspondence.

4. Sources of Information

TRG may collect information directly from users, from customer administrators or authorized customer representatives, from uploaded files and interactions with the Services, from SmartPRICE-generated logs and outputs, from TRG support and onboarding activity, and from third-party service providers used to operate, secure, support, or maintain SmartPRICE.

5. How We Use Information

TRG may use information collected through SmartPRICE for the following purposes:

• To provide, operate, secure, maintain, support, troubleshoot, and improve SmartPRICE.
• To authenticate users, manage accounts, provision access, enforce permissions, support customer-specific environments, and log acceptance of SmartPRICE terms and policies.
• To process uploaded files, perform vendor lookups, apply matching strategies, generate Outputs, maintain run history, support exports, and provide source links and audit-support records.
• To respond to demo requests, support requests, onboarding needs, product questions, security reports, and customer communications.
• To monitor usage, detect errors, investigate suspected misuse, enforce the Terms of Service and Acceptable Use Policy, prevent unauthorized access, and protect SmartPRICE, TRG, customers, users, and third parties.
• To comply with legal, contractual, security, records, audit, procurement, sanctions, export control, and government customer requirements where applicable.
• To develop aggregated, de-identified, or non-identifying analytics regarding product performance, usage patterns, connector health, run volume, match quality, and operational trends.
• To improve SmartPRICE functionality, user experience, documentation, support processes, matching workflows, and service reliability.

6. Third-Party Service Providers, AI Processing, and Infrastructure

SmartPRICE may use third-party cloud, hosting, data storage, database, security, analytics, artificial intelligence, vendor-access, proxy, browser automation, monitoring, email, form processing, and infrastructure providers to operate, secure, support, maintain, troubleshoot, and improve the Services.

To generate Outputs, SmartPRICE may process User Data, search terms, part numbers, manufacturer names, product descriptions, input prices, vendor selections, run metadata, and related data through these service providers. Certain SmartPRICE workflows may use artificial intelligence or machine learning services to support semantic matching, description comparison, confidence scoring, or related processing.

SmartPRICE may also transmit search terms, part numbers, manufacturer names, product descriptions, or related query information to vendor websites, marketplaces, APIs, or other external data sources in order to retrieve pricing or product information requested by the user or customer.

TRG may provide additional details about subprocessors, service providers, hosting locations, security commitments, or data processing terms in a separate subprocessor list, security documentation, data processing addendum, written agreement, or customer-specific documentation.

7. Sensitive and Restricted Data

Unless TRG expressly agrees in writing that a specific SmartPRICE environment is approved for a particular data type, users must not upload, submit, transmit, store, or process the following through SmartPRICE:

• Classified information.
• Controlled Unclassified Information (CUI).
• Export-controlled technical data, International Traffic in Arms Regulations (ITAR) data, or other restricted technical data.
• Protected health information, payment card data, personal financial information, Social Security numbers, or similar regulated personal information.
• Credentials, passwords, secrets, API keys, private tokens, database connection strings, security keys, or authentication materials.
• Customer, vendor, employee, or third-party data that the user is not authorized to upload or process through SmartPRICE.

If a customer requires SmartPRICE to handle regulated, sensitive, controlled, or government-restricted data, that requirement must be addressed in a separate written agreement before such data is submitted. The existence of this Policy does not imply that any SmartPRICE environment is approved to process such data.

8. How We Disclose Information

TRG may disclose information in the following circumstances:

• To service providers and subprocessors that help TRG operate, secure, maintain, support, troubleshoot, analyze, or improve SmartPRICE.
• To customer administrators or authorized customer representatives, including to support account management, access control, reporting, audit, support, or contract administration.
• Within TRG and with authorized TRG personnel, subcontractors, advisors, and support resources who need the information for SmartPRICE-related business purposes.
• To vendor websites, marketplaces, APIs, or external data sources when necessary to perform requested vendor lookups or retrieve pricing and product information.
• To comply with law, legal process, contract requirements, government requests, audit obligations, sanctions requirements, export control requirements, or enforceable legal obligations.
• To investigate, prevent, or respond to suspected misuse, unauthorized access, security incidents, policy violations, legal claims, fraud, or threats to the rights, safety, security, or operations of TRG, SmartPRICE, customers, users, or third parties.
• In connection with a merger, acquisition, financing, corporate reorganization, sale of assets, change of control, or transfer of the SmartPRICE business or platform, subject to appropriate confidentiality and legal requirements.
• With the customer or user consent, or as otherwise directed by an applicable written agreement.

9. Cookies, Analytics, and Similar Technologies

SmartPRICE websites and application environments may use cookies, session identifiers, log files, analytics tools, or similar technologies to enable authentication, maintain sessions, secure the Services, remember settings, understand usage, troubleshoot errors, and improve performance.

Users may be able to control certain cookies through browser settings, but disabling cookies may affect login, session management, security, or other SmartPRICE functionality. This section will be updated to identify specific analytics or tracking tools as they are finalized.

10. Data Retention

TRG may retain information for as long as reasonably necessary to provide SmartPRICE, support customer workflows, maintain run history and auditability, comply with written agreements, support security and troubleshooting, meet legal or contractual obligations, resolve disputes, enforce agreements and policies, and maintain business records.

Retention periods may vary depending on the type of information, the applicable SmartPRICE environment, customer requirements, contract terms, legal obligations, operational needs, and whether information is part of run history, audit records, generated Outputs, technical logs, support records, or business communications.

A written agreement may establish customer-specific data retention, deletion, export, or return requirements. In the absence of a specific written requirement, TRG will determine retention based on business, operational, audit, security, and legal needs.

11. Security

TRG uses reasonable administrative, technical, and organizational measures designed to operate and protect SmartPRICE and the information processed through the Services. These measures may include access controls, authentication, role-based permissions, logging, monitoring, environment controls, and other safeguards appropriate to the applicable service environment.

No system, service, transmission, storage method, vendor source, or security control can be guaranteed to be completely secure. Users must maintain account security, protect credentials, limit access to authorized personnel, avoid prohibited data submissions, and promptly report suspected security issues to TRG.

12. Customer Controls and Requests

Customers and users may contact TRG regarding access, correction, deletion, export, account administration, or other privacy-related requests. TRG will review such requests in light of applicable law, written agreements, customer administrator direction, legal obligations, operational requirements, and security considerations.

For organizational customers, TRG may direct certain requests to the customer administrator or authorized customer representative. Where a customer-specific written agreement governs data access, return, deletion, retention, or portability, that written agreement will control.

13. Aggregated and De-Identified Information

TRG may use aggregated, de-identified, or non-identifying information to understand SmartPRICE usage, monitor performance, improve features, evaluate connector health, analyze system trends, develop business metrics, support product planning, and describe SmartPRICE capabilities. TRG will not use aggregated or de-identified information in a way that identifies a specific customer, user, agency, organization, procurement, or confidential customer data unless the customer has provided prior written consent.

14. Marketing, Customer References, and Communications

TRG may use contact information to respond to demo requests, provide product information, coordinate pilots, support onboarding, send service-related communications, and communicate about SmartPRICE. Users may request that TRG stop sending non-essential marketing communications, although TRG may still send service, security, legal, account, or transaction-related communications.

TRG will not use a customer name, logo, agency seal, trademark, testimonial, case study, or identifiable procurement data in public marketing materials, press releases, or customer references without the customer's prior written consent.

15. Government Customers and Written Agreement Precedence

For federal, state, local, tribal, or other government customers, this Policy applies only to the extent permitted by applicable law and the applicable government contract. Nothing in this Policy is intended to modify procurement law, appropriations law, sovereign immunity, mandatory contract clauses, audit rights, data rights, security requirements, records retention requirements, or other mandatory government requirements.

If SmartPRICE is provided under a government contract, task order, purchase order, prime contract, subcontract, schedule contract, pilot agreement, or other written agreement, that written agreement controls to the extent it conflicts with this Policy.

16. International Users

TRG is based in the United States, and SmartPRICE is currently intended for organizational use. Unless a written agreement states otherwise, information submitted to or processed through SmartPRICE may be processed in the United States or in other locations where TRG or its service providers operate. Users are responsible for ensuring that their use of SmartPRICE complies with any laws or contractual obligations that apply to their organization, location, or data.

17. Children and Consumer Use

SmartPRICE is intended for authorized organizational users and is not intended for personal consumer use or for use by children. Users must not submit information about children through SmartPRICE.

18. Changes to This Policy

TRG may update this Privacy Policy from time to time. Updated versions may be posted on the SmartPRICE website, made available through the Services, sent by email, or provided through another reasonable notice method. Unless a written agreement states otherwise, continued use of SmartPRICE after an updated Policy becomes effective constitutes acceptance of the updated Policy.

19. Contact

Questions about this Privacy Policy or SmartPRICE may be directed to:

The Rehancement Group, Inc. SmartPRICE Team 3060 Williams Drive, Suite 3049 Fairfax, VA 22031 Email: SmartPRICE@rehancement.com