SmartRep Terms of Service

Effective date: 20 September 2026

1. Provider and agreement

SmartRep is a software service provided by Robert Treacy, an individual sole trader established in Ireland. Robert Treacy is the supplier and contracting party; “SmartRep” is the name of the product.

Contact: [email protected] or the monitored website contact form.

These Terms, the SmartRep Data Processing Agreement and the SmartRep Privacy Policy form the agreement between the provider and the elected representative or office identified during signup. The administrator completing signup confirms that they are authorised to bind that office.

The agreement is made electronically in English. Before submitting signup, the administrator can review and correct the information entered, choose the applicable plan, read the documents and change each acceptance checkbox. SmartRep records the accepted document versions and SHA-256 hashes, the accepting administrator, time, IP address and browser user agent. Copies of the documents can be saved from their public URLs.

2. Business service

SmartRep is supplied only for the work of an Irish TD or councillor and their office, not for private use. It is a business-to-business service.

The service provides constituency-casework records, contacts, notes, actions, tasks, attachments, reporting, mapping, collaboration, imports, exports and related office administration. Features may be improved during the subscription provided this does not materially remove the service the office purchased.

3. Accounts and security

Each person must use their own account. Credentials and authenticator secrets must not be shared. The office administrator controls staff invitations, roles, deactivation and session revocation.

Multi-factor authentication is optional and can be enabled separately by each user. SmartRep does not currently provide an office-wide MFA requirement. Users who enable MFA must keep their recovery codes secure. All users must report suspected compromise promptly and use reasonable device security.

The office is responsible for the accuracy of its account information and for activity performed through accounts it has authorised, except to the extent caused by a failure of SmartRep's own controls.

4. Plans, trial and payment

A councillor office pays €70 per month. A TD office pays €200 per month. Each price covers the representative's office and its authorised staff accounts; there is no per-user charge. Both plans include the full product. There are no annual plans and no Senator plan. Robert Treacy is not registered for VAT, so no VAT is chargeable on these fees.

The subscription begins with a 28-day free trial. Billing is arranged either by manual invoice or, where offered during signup, through Stripe Checkout. A payment method is not required to create an account when manual invoicing applies.

For Stripe subscriptions, unless the office cancels before the trial ends, the selected monthly fee is charged automatically and the subscription renews monthly until cancelled. Stripe provides the hosted payment and billing-portal services under its own terms and privacy information. SmartRep does not receive full card or bank-account details.

For manually invoiced subscriptions, SmartRep sends payment instructions separately and the due date is stated on each invoice. The monthly subscription renews until cancelled.

Casework access begins after the administrator verifies their work email. A failed or overdue payment preserves normal product access while payment is resolved. A cancelled subscription becomes read-only and export-only.

Prices may be changed for a future billing period on at least 30 days' notice. A price change does not alter an already-started billing period.

5. Acceptable use and office responsibilities

The office must:

• use SmartRep only for lawful constituency and representative work;
• determine and document its lawful bases, notices, retention decisions and access rules as controller of constituent casework;
• give access only to staff who need it and remove access promptly when they leave;
• review free-text and exported material before disclosing it to another person;
• keep casework obtained for representations separate from canvassing, campaigning, voter profiling and direct marketing; and
• not upload malware, attempt unauthorised access, disrupt the service or use it to infringe another person's rights.

SmartRep does not supply a shared electoral-register dataset to customer offices. An office administrator may import only that office's own lawfully obtained copy. The data is isolated to that office and must be used only for an authorised statutory or electoral purpose.

If the office explicitly enables the private calendar feed, the feed address acts as its credential. The feed contains due dates and generic reminder text, but not constituent names or case details. The office must share the address only with authorised recipients and understands that subscribing a third-party calendar service sends those due dates to that provider. Disabling the feed invalidates its address.

Collaboration workspaces are separate from an office's case records. Once both office administrators activate a workspace, signed-in users of both participating offices can read its messages and download its files. Each office remains responsible for deciding what it discloses there.

6. Data-protection roles

The elected representative or office is controller of constituent casework. Robert Treacy processes that data through SmartRep on the office's instructions under the Data Processing Agreement.

For Eircode-based casework mapping, SmartRep normalises an Eircode, sends that normalised Eircode to the external geocoding providers enabled for the service, and stores the returned latitude and longitude with the office's data. Those providers receive the normalised Eircode and ordinary request metadata, such as the SmartRep server's IP address, request time and API-account information. They do not receive constituent names, phone numbers, email addresses, case notes or case details. The enabled provider list may include ArcGIS by Esri, HERE and Google; only a provider that is configured and enabled receives a request. The Data Processing Agreement and Privacy Policy give the full details.

Cloudflare provides the HTTPS reverse proxy, content-delivery and security layer in front of SmartRep. It processes web request and response content in transit, together with traffic metadata needed to deliver and protect the service. Cloudflare does not host SmartRep's operational casework database. Its role and processing locations are described in the Data Processing Agreement and Privacy Policy.

Providers may classify returned coordinates at different precision levels. SmartRep stores that classification where supplied for operational diagnostics.

Robert Treacy is controller of the limited information used to operate the business, including user accounts, security events, signup controls, billing, contract evidence, support and sales correspondence. The Privacy Policy explains that processing.

SmartRep does not use Customer Data for advertising, behavioural profiling, product analytics, cross-customer benchmarking, model training or a provider-owned dataset.

7. Confidentiality and provider access

Each party must protect the other's confidential information and use it only for the agreement. This does not cover information that is public without breach, was already lawfully known, was independently developed, or must be disclosed by law.

SmartRep does not routinely inspect casework. Limited operational access may occur to provide support requested by the office, investigate a security or availability incident, comply with law, or maintain the service. Anyone authorised to perform that work is subject to confidentiality obligations.

8. Security and availability

SmartRep uses application-level tenant scoping, administrator and staff roles, restricted-case access, per-user MFA, password hashing, session revocation, TLS in transit, rate limits and application audit records. The Data Processing Agreement describes these controls more precisely.

SmartRep does not promise uninterrupted availability or a service-level percentage. Planned maintenance will be scheduled reasonably where practicable. Support and bug reports can be submitted through the product or by emailing [email protected].

9. Customer Data, exports and deletion

The office retains responsibility for and control of its Customer Data. Administrators can download a complete ZIP containing portable JSON records and available uploaded files, download a current case-and-contact CSV, and produce a per-person subject-access export. Authentication secrets, capability tokens and Stripe internals are excluded from the complete export for security. The office must review an export for third-party information before disclosure.

After cancellation the account remains read-only and export-only. On the office's request, or during the provider's manual closure process, operational Customer Data is deleted within 90 days unless the office resubscribes or law requires a specific record to be retained. Existing backups, if any, are not selectively edited and instead age out through their normal operational cycle.

Account identifiers, billing records, document-acceptance evidence and evidence of an erasure may be retained where reasonably necessary for tax, contract, security and legal-record purposes. SmartRep does not describe operational erasure as deletion of every historical business record.

SmartRep charges no export, porting, switching or early-termination fee.

10. SmartRep software and feedback

The office receives a limited, non-exclusive and non-transferable right to use the service during the subscription and read-only period. The SmartRep software, design and branding remain the provider's property. The office owns its Customer Data.

The office may provide product feedback. SmartRep may use that feedback to improve the service, but this does not permit reuse of Customer Data included accidentally in a report.

11. Suspension and termination

SmartRep may suspend affected access where reasonably necessary to address a security incident, unlawful use or a material breach. Where practicable, the provider will notify the office and restore access when the issue is resolved.

Either party may terminate for a material breach that is not remedied within 30 days after written notice, or immediately for an irremediable material breach. The office may cancel a Stripe subscription through the Stripe billing portal. For manual invoicing, the office may cancel through the monitored sales email or website contact form. Cancellation takes effect at the end of the current billing period.

12. Warranties and liability

SmartRep will provide the service with reasonable skill, care and diligence. Reports, matching and maps assist office work but do not make legal, electoral or political decisions and must be reviewed by a person.

To the fullest extent permitted by law, neither party is liable for indirect or consequential loss, loss of profit, loss of opportunity or loss caused by the other party's unlawful use of the service.

Subject to liabilities that cannot lawfully be limited, each party's total aggregate liability arising from the agreement is limited to the fees paid or payable by the office in the 12 months preceding the event giving rise to the claim.

Nothing limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, a party's liability to a data subject under Article 82 GDPR, payment of fees properly due, or any liability that cannot lawfully be excluded or limited.

13. General

Neither party is liable for delay caused by events beyond its reasonable control, provided it takes reasonable steps to reduce the effect.

The office may not assign the agreement without the provider's written consent. Robert Treacy may assign it to a successor operating the SmartRep service, provided the office's rights and data-protection protections are not materially reduced.

If a provision is unenforceable, the remainder continues. A delay in enforcing a right is not a waiver. These Terms, the Data Processing Agreement and the Privacy Policy form the entire agreement about the service.

Material changes will be published as a new version and notified to affected customers with reasonable notice. Continued use after the stated effective date constitutes acceptance, unless the change requires a new express agreement by law.

The agreement is governed by Irish law and the Irish courts have jurisdiction.