Privacy Policy

📅 Last updated: April 2025

1. Who We Are

Smart Process AI (“we”, “us”, “our”) is a marketing and automation agency helping local businesses grow through reputation management, AI technology, social media, and CRM solutions.

For any privacy-related questions, you can contact us at: [email protected]

2. What Data We Collect

We may collect and process the following types of personal data:

• Contact information — name, email address, phone number, and business name provided via our website forms or booking system
• Communication data — messages, emails, or call records when you contact us
• Technical data — IP address, browser type, pages visited, and time spent on our website (via cookies)
• Marketing data — your preferences and responses to our marketing communications
• Payment data — billing details processed securely through our payment provider (we do not store card details)

3. How We Use Your Data

We use the data we collect for the following purposes:

• To respond to enquiries and provide our services
• To send booking confirmations, reminders, and follow-up communications
• To send marketing communications where you have given consent or where we have a legitimate interest
• To improve our website and services based on usage analytics
• To comply with legal and regulatory obligations
• To process payments for our services

4. Legal Basis for Processing (GDPR)

Under UK GDPR, we process your personal data on the following legal bases:

• Consent — where you have actively opted in to receive marketing communications
• Contract — where processing is necessary to deliver our services to you
• Legitimate interests — where we have a genuine business reason that does not override your rights (e.g. follow-up on an enquiry you made)
• Legal obligation — where we are required to process data by law

5. Cookies

Our website uses cookies to improve your browsing experience and analyse traffic. Cookies are small text files stored on your device. We use:

• Essential cookies — required for the website to function correctly
• Analytics cookies — to understand how visitors use our site (e.g. Google Analytics)
• Marketing cookies — to track the effectiveness of our advertising (e.g. Facebook Pixel)

You can control cookie settings via your browser. Disabling certain cookies may affect website functionality.

6. Who We Share Your Data With

We do not sell your personal data. We may share it with trusted third parties only where necessary:

• CRM and automation platforms — to manage your contact record and send communications
• Email and SMS providers — to deliver messages on our behalf
• Analytics providers — such as Google Analytics to understand website performance
• Payment processors — to securely handle transactions
• Legal authorities — where required by law or to protect our legal rights

All third parties are required to handle your data securely and in accordance with applicable data protection law.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. In general:

• Enquiry and contact data is retained for up to 2 years from last contact
• Client data is retained for the duration of our contract and up to 6 years thereafter for legal and accounting purposes
• Marketing data is retained until you withdraw consent or opt out

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to access — request a copy of the data we hold about you
• Right to rectification — ask us to correct inaccurate or incomplete data
• Right to erasure — request deletion of your data where there is no legitimate reason to retain it
• Right to restrict processing — ask us to pause processing of your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal data.

10. Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. All data is stored on secure, encrypted servers. However, no internet transmission is completely secure and we cannot guarantee absolute security.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “last updated” date at the top of this page. We encourage you to review this page periodically. Continued use of our website after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.