Privacy Policy
This is the privacy notice of SMARTFIX UK.
We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from). We’ll also tell you about your privacy rights and how data protection law protects you.
This privacy notice is provided in a layered format so you can click through to the specific areas set out below.
1. WHO WE ARE AND IMPORTANT INFORMATION
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
3. HOW WE COLLECT YOUR PERSONAL DATA
4. HOW WE USE YOUR PERSONAL DATA
5. WHO WE SHARE YOUR PERSONAL DATA WITH
6. DATA SECURITY
7. DATA RETENTION
8. YOUR LEGAL RIGHTS
9. CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
10. QUERIES, REQUESTS OR CONCERNS
1. WHO WE ARE AND IMPORTANT INFORMATION
What is the purpose of this privacy notice?
The purpose of this privacy notice is to provide you with details on how we obtain and handle your personal information through your usage of this website. This includes any information you might give us when you reach out to us via this website. When you get in contact with SMARTFIX UK, via website forms, phone, or email. In addition, if you purchase a product or use SMARTFIX UK services.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice in conjunction with any other privacy notices that we may issue on particular occasions when we collect or process your personal data. This will help you understand the complete picture of how and why we utilise your data. Please note that this privacy notice is an addition to the other notices and does not replace them.
Data controller(s)
SMARTFIX UK is the controller and responsible for your personal data (collectively referred to as SMARTFIX UK, "we", "us" or "our" in this privacy notice). Our contact details are [3 Bishop Square Bishops Square, 2nd Floor Titan Court, Hatfield, Hertfordshire, England, AL10 9NA, 03303 110 440]. For all data matters, contact contact@smartfixuk.com.
Third-party links outside of our control
This website may contain links to third-party websites, applications, and plug-ins. By clicking on these links or enabling the connections to these external sources, you may be providing third parties with the ability to collect or share your personal information. We do not have control over these third-party websites and their privacy policies.
We advise you to read the privacy notice of every website you visit after leaving our website.
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioner’s Office.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes [first name/last name/job title].
Contact Data includes [billing address/delivery address/email address/ telephone numbers].
Other includes [Contact information including email address, preferences and interests and other information relevant to customer surveys and/or offers].
We also collect, use and share Aggregated Data such as statistical or demographic information, for any intention. Although Aggregated Data may be derived from your personal information, it is not considered personal data under the law since this data does not disclose your identity, either directly or indirectly. For instance, we might combine your Usage Data to determine the proportion of users who access a particular feature on our website. However, if we merge or associate Aggregated Data with your personal data in a way that directly or indirectly reveals your identity, we will treat the resulting information as personal data, and it will be managed according to this privacy notice.
We do not gather any Special Categories of Personal Data related to you. This includes information about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, membership in a trade union, information about your health, and genetic and biometric data. Additionally, we do not collect any information about criminal convictions or offences.
If you fail to provide personal data
Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. HOW WE COLLECT YOUR PERSONAL DATA
We use different methods to collect data from and about you including through:
Directly. You may give us your [Identity, and Contact Data] by completing forms or by communicating with us via mail, telephone, email, or any other method. This encompasses personal information you provide when:
[Apply or request for our products or services;]
[Subscribe to our service or publications;]
[Request marketing to be sent to you.]
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. The following situations are the most frequent circumstances in which we will employ your personal data: ·
Performance of Contract - this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Legitimate Interest - this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We take care to evaluate and balance any potential positive or negative impact on you and your rights before processing your personal data for our legitimate interests. We will not employ your personal data for any activities that take precedence over your interests (unless we have your consent or are required or authorised to do so by law).u (unless we have your consent or are otherwise required or permitted to by law).
Comply with a legal or regulatory obligation - This refers to the processing of your personal data when it is required for us to comply with legal or regulatory obligations that we are bound by.
Purposes for which we will use your personal data
See below a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
[Marketing]
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
[We have established the following personal data control mechanisms]:
[Promotional/ marketing offers from us]
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view of what we think you may want or need, or what may interest you. This is how we determine which products, services, and offers may apply to you.
If you have requested information from us or have bought goods or services from us, or if you have provided us with your information when entering a competition or registering for a promotion, you will receive marketing communications from us. You will only receive such communications if you have not opted out of receiving them.
[Third-party marketing]
Prior to sharing your personal data with any company other than SMARTFIX UK for marketing purposes, we will seek your explicit opt-in consent.
Cookies
You have the option to configure your browser to reject some or all browser cookies or to receive alerts when websites try to set or access cookies. It is important to note that disabling or rejecting cookies may result in some sections of this website becoming inaccessible or malfunctioning. To learn more about the cookies we employ, please refer to our cookie policy.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we believe it is necessary to use it for another purpose that aligns with the initial intent. If you require an explanation as to how the processing for the new purpose is aligned with the original purpose, please reach out to us via email at contact@smartfixuk.com.
In the event that we must use your personal data for an unassociated purpose, we will inform you and explain the legal justification for doing so. Please be advised that we may process your personal data without your awareness or agreement, adhering to the guidelines mentioned above, if such processing is mandated or allowed by law.
5. WHO WE SHARE YOUR PERSONAL DATA WITH
We may have to share your personal data with the parties set out below for the purposes set out in paragraph 4 above. Such as processing payments, providing customer support, conducting market research, and managing our IT systems. These internal third parties will only have access to your personal data as necessary to perform their functions and are bound by confidentiality agreements to ensure the privacy and security of your data.
We may also share your personal data with internal third parties for analytical purposes, such as tracking website usage and understanding customer behaviour. This may involve the use of cookies or other tracking technologies to collect information about your online activities and preferences.
We take the protection of your personal data seriously, and we only share your data with internal third parties when necessary and appropriate. If you have any questions or concerns about how we share your personal data with internal third parties, please contact us using the information provided in our privacy policy.
HubSpot
As part of our business operations, we use HubSpot as our Customer Relationship Management (CRM) platform to manage our customer and prospect data.
In order to provide you with the best possible experience when interacting with our website and services, we may share your personal data with HubSpot. This includes information such as your name, email address, phone number, and any other details you provide to us.
HubSpot is committed to protecting the privacy and security of your personal data, and they have implemented appropriate technical and organisational measures to ensure the confidentiality and integrity of your data. HubSpot will process your data in accordance with our instructions and will not use your data for any purposes other than those explicitly set out in our privacy policy. By using our website and services, you acknowledge and consent to the transfer of your personal data to HubSpot for the purposes outlined above. If you would like to learn more about HubSpot's privacy practices, you can review their privacy policy on their website.
If you have any questions or concerns about how we handle your personal data, please contact us using the information provided in our privacy policy.
For more information about HubSpot's privacy policy, please refer to HubSpot's privacy policy.
6. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances you can ask us to delete your data: see Your legal rights below for further information.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
8. YOUR LEGAL RIGHTS
Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable 9i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in the performance of a task in the public interest/exercise of official authority); direct marketing or processing for scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please email contact@smartfixuk.com.
No fee required – with some exceptions
Accessing your personal data or exercising any of your rights will not incur a fee. However, we may charge a reasonable administrative fee if we determine that your request is unfounded, repetitive, or excessive. In such cases, we reserve the right to refuse your request.
What we may need from you
To protect the privacy and security of your personal data, we may require additional information from you to verify your identity and ensure that you have the right to access your data or exercise any other rights. This is a necessary security measure to prevent unauthorised access to your personal data. We may also contact you to obtain further information regarding your request to expedite our response time.
Time limit to respond
We make every effort to respond to all valid requests within one month. However, if your request is particularly complex or if multiple requests have been made, it may take us longer to respond. In such cases, we will notify you and provide regular updates on the status of your request.
9. CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version of our privacy policy was last updated on 29/03/2023. It is important that you notify us if there are any changes to your personal data while you are in a relationship with us. We strive to ensure that the personal data we hold about you is accurate and up-to-date. By keeping us informed of any changes, we can maintain the accuracy and completeness of your personal data.
10. QUERIES, REQUESTS OR CONCERNS
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our team at contact@smartfixuk.com.