Privacy Policy
Who we are
This website is operated by SmartNet Systems Ltd, a company registered in England & Wales (Company No. 17158800, VAT No. GB 521 783 982). For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the controller of the personal data described in this notice.
- Registered office: 8 Aspen Park Drive, Watford, WD25 0RS, United Kingdom
- Email: office@smartnetsystems.co.uk
What personal data we collect
- Contact form, emails and WhatsApp messages: your name, email address or WhatsApp number, company name (optional), the service you are interested in, the content of your message and any details you choose to share.
- Client relationship: contact and billing details, correspondence, contracts and invoices.
- Technical data: when you visit the site, our hosting provider processes your IP address and browser information to deliver pages securely. Our analytics are cookieless and aggregated (see "Analytics" below).
- Spam protection: the contact form uses Cloudflare Turnstile, which processes technical signals from your browser to tell humans from bots.
Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR Art. 6) |
|---|---|
| Replying to your enquiry and preparing a quote | Steps at your request before entering into a contract; legitimate interests |
| Delivering services and invoicing | Performance of a contract |
| Keeping accounting and tax records | Legal obligation |
| Protecting the website and the contact form from abuse | Legitimate interests |
| Understanding how the website is used (aggregated analytics) | Legitimate interests |
We do not sell your data and we do not use it for automated decision-making or profiling.
Who we share it with
We use trusted service providers (processors) who act on our instructions:
- Vercel Inc. — website hosting and cookieless analytics.
- Zoho Corporation — business email (sending and receiving messages, including contact form notifications).
- WhatsApp (Meta Platforms Ireland Ltd) — if you choose to message me on WhatsApp. WhatsApp's own privacy policy applies to that service.
- Cloudflare, Inc. — Turnstile spam protection on the contact form.
- Our accountant and professional advisers, where necessary.
Some providers may process data outside the UK. Where this happens, we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
How long we keep it
- Enquiries that do not lead to a contract: up to 24 months.
- Client and accounting records: 6 years after the end of the financial year they relate to, as required by HMRC.
Your rights
You have the right to access your data, to have it corrected or erased, to restrict or object to processing, and to data portability. To exercise any of these rights, email office@smartnetsystems.co.uk. We will reply within one month.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113. We would appreciate the chance to resolve your concern first.
Cookies
See our Cookie Policy.
Changes to this notice
We may update this notice from time to time. The "last updated" date at the top shows when it was last changed.