Privacy
Policy

Overview

SmartsFlow.ai ("we," "us," or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (smartsflow.ai) and when you engage with our services.

Please read this privacy policy carefully. If you disagree with its terms, please discontinue use of our site and services immediately.

This policy applies to all information collected through our website, email, phone calls, and any other interactions with SmartsFlow.ai.

Information We Collect

Information You Provide to Us

We collect information you voluntarily provide to us including:

• Contact information: Name, email address, phone number, business name
• Communication data: Messages sent through our contact form, WhatsApp, or email
• Project information: Your website URL, business type, goals, and any materials you share with us
• Payment information: Billing details (processed securely via third-party payment processors — we do not store full card details)

Information Collected Automatically

When you visit our website, we automatically collect certain technical information including:

• IP address and general location (country/city level)
• Browser type and version
• Device type and operating system
• Pages visited and time spent on each page
• Referral source (how you found our website)
• Date and time of each visit

Information from Third Parties

We may receive information about you from third-party services such as Google Analytics, advertising platforms, or social media networks if you engage with our content on those platforms.

How We Use Your Data

We use the information we collect for the following purposes:

We will never use your personal data in ways that are incompatible with the purposes described above without informing you first.

Cookies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and collect analytical data.

Types of Cookies We Use

• Essential cookies: Required for the website to function correctly. Cannot be disabled.
• Analytics cookies: Google Analytics cookies that help us understand how visitors use our site (e.g., pages visited, time on site). Data is anonymised where possible.
• Marketing cookies: Used only if you have consented — tracking for ad retargeting on platforms like Google or Meta.

You can control cookie preferences through your browser settings. Disabling certain cookies may impact the functionality of our website. Most browsers allow you to refuse or delete cookies — please check your browser's help documentation.

Data Sharing

We do not sell, trade, or rent your personal data to third parties for their marketing purposes. We may share your information only in the following circumstances:

• Service providers: We share data with trusted third-party providers who assist us in operating our business (e.g., Stripe for payments, Google Analytics for analytics, email providers). These parties are contractually obligated to protect your data.
• Legal requirements: We may disclose your information if required by law, court order, or regulatory authority.
• Business transfers: If SmartsFlow.ai is acquired, merged, or sold, your data may be transferred as part of that transaction. You will be notified of any such change.
• With your consent: We may share information for any other purpose with your explicit consent.

Key Third-Party Services We Use

Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

• Contact enquiries: Retained for 2 years from last communication, unless a business relationship develops
• Client project data: Retained for the duration of the project + 3 years for accounting and legal purposes
• Payment records: Retained for 7 years as required by UK/international tax law
• Analytics data: Anonymised after 26 months (Google Analytics default)
• Marketing data: Retained until you unsubscribe or withdraw consent

When retention periods expire, your data is securely deleted or anonymised so it can no longer be linked to you.

Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmitted to and from our website
• Restricted access to personal data on a need-to-know basis
• Regular security assessments of our systems
• Secure, encrypted storage of sensitive information
• Secure deletion procedures for data that is no longer needed

Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right to 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 ("right to be forgotten"): Request deletion of your personal data
• Right to restrict processing: Request that we limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing of your data for direct marketing or legitimate interest purposes
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at hello@smartsflow.ai. We will respond to all valid requests within 30 days. We may need to verify your identity before processing your request.

If you are located in the EU/EEA and believe we have violated your data protection rights, you have the right to lodge a complaint with your local data protection authority.

Third-Party Services & Links

Our website may contain links to third-party websites, tools, or services that are not operated by us. If you click on a third-party link, you will be directed to that party's website. We strongly encourage you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. Our linking to a site does not imply endorsement of that site's privacy practices.

When we build AI, automation, or chatbot systems for clients, those systems may process data as described in separate client-specific Data Processing Agreements (DPAs), which take precedence over this policy for that specific data.

Children's Privacy

Our website and services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at hello@smartsflow.ai.

If we become aware that we have collected personal data from a child under 16 without verification of parental consent, we will take steps to remove that information immediately.

Policy Changes

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify active clients via email where the changes are significant
• Where required by law, seek your consent for any material changes

We encourage you to review this policy periodically. Your continued use of our website and services after changes become effective constitutes acceptance of the updated policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

For formal data protection requests or complaints, please mark your email with the subject line: "Data Privacy Request" to ensure it reaches the right person immediately.

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