1. Introduction
Smart Builder ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our website and services at thesmartbuilder.co.uk (the "Service").
We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all users of our Service within the United Kingdom.
By using our Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this policy, please do not use our Service.
2. Data Controller Contact Information
For questions about this Privacy Policy or to exercise your data protection rights, please contact us:
- Email: privacy@thesmartbuilder.co.uk
- Website: thesmartbuilder.co.uk
3. Personal Data We Collect
We collect and process the following categories of personal data:
3.1 Information You Provide Directly
- Account Information: Full name, email address, and password when you create an account
- Payment Information: Billing details processed securely through our payment provider Stripe (we do not store full card details)
- Communication Data: Information you provide when contacting us for support or enquiries
- AI Chat Data: Messages and queries you submit to our AI assistant
3.2 Information Collected Automatically
- Device Information: IP address, browser type, operating system, and device identifiers
- Usage Data: Pages visited, features used, time spent on the Service, and interaction patterns
- Cookies and Similar Technologies: As described in our Cookie Policy
4. Legal Basis for Processing
Under UK GDPR, we process your personal data based on the following lawful bases:
- Contract Performance (Article 6(1)(b)): To provide our Service, process payments, and manage your account
- Legitimate Interests (Article 6(1)(f)): To improve our Service, ensure security, prevent fraud, and conduct business analytics
- Consent (Article 6(1)(a)): For marketing communications and non-essential cookies (you may withdraw consent at any time)
- Legal Obligation (Article 6(1)(c)): To comply with applicable laws, regulations, and legal processes
5. How We Use Your Personal Data
We use your personal data for the following purposes:
- To create and manage your user account
- To provide our AI assistant and toolkit services
- To process payments and manage subscriptions
- To communicate with you about your account, updates, and support requests
- To improve and personalise our Service
- To analyse usage patterns and enhance user experience
- To detect, prevent, and address security issues and fraud
- To comply with legal obligations
- To send marketing communications (with your consent)
6. Data Sharing and Disclosure
We may share your personal data with the following categories of recipients:
- Service Providers: Third-party vendors who assist in operating our Service (e.g., Stripe for payments, Cloudflare for data hosting, OpenAI for AI services)
- Legal Requirements: When required by law, court order, or governmental authority
- Business Transfers: In connection with a merger, acquisition, or sale of assets
- With Your Consent: When you have given explicit consent to share your data
We do not sell your personal data to third parties.
7. International Data Transfers
Some of our service providers may be located outside the United Kingdom. When we transfer personal data internationally, we ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO)
- Transfers to countries with an adequacy decision from the UK Secretary of State
- Binding Corporate Rules where applicable
8. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:
- Account Data: Retained while your account is active and for up to 2 years after account closure
- Transaction Records: Retained for 7 years to comply with UK tax and accounting requirements
- AI Chat History: Retained for 12 months unless you request earlier deletion
- Marketing Preferences: Until you withdraw consent
9. Your Data Protection Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of Access: Request a copy of the personal data we hold about you
- Right to Rectification: Request correction of inaccurate or incomplete data
- Right to Erasure: Request deletion of your personal data in certain circumstances
- Right to Restrict Processing: Request limitation of how we use 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 direct marketing
- Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
- Rights Related to Automated Decision-Making: Not be subject to decisions based solely on automated processing
To exercise these rights, please contact us at privacy@thesmartbuilder.co.uk. We will respond to your request within one month.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit (TLS/SSL) and at rest
- Secure password hashing using industry-standard algorithms
- Regular security assessments and vulnerability testing
- Access controls and authentication mechanisms
- Employee training on data protection
11. Cookies
We use cookies and similar tracking technologies on our Service. For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.
12. Children's Privacy
Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.
13. Third-Party Links
Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.
15. Complaints
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:
- Website: ico.org.uk
- Telephone: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first.