We safeguard the details you trust us with.

Who we are

Smart Designs Online LTD, trading as Smart Designs (company number 16477306), is responsible for the personal data described in this notice. You can reach us at:

• Office 1.15, The Forum, 5–7 Cathedral Walk, Gloucester, GL1 1DG, United Kingdom
• privacy@smartdesigns.online or hello@smartdesigns.online
• 01452 905301

Information we collect

We only ask for what we need to answer you and to run a project. Depending on how you deal with us, that is:

• Enquiries. When you send an enquiry, complete the discovery brief, request a demo build or ask for a sample pack: your name, email address, phone number, company, website, and what you tell us about your project (services, goals, timescale, budget range and notes). With an enquiry form we also record the page you sent it from and the page that referred you.
• Discovery-call bookings. Your name, company, email address, phone number, website, what you would like to discuss, any notes, the time you chose and your time zone. We record the IP address a booking was made from, to protect the calendar from abuse.
• Proposals. When we send you a proposal by private link, we record when it is first opened and how many times it is viewed, with the IP address and browser of the first view. If you accept, we record your name, email address, your typed or drawn signature, the options you selected, the time, your IP address and browser, and a fingerprint of the exact document you accepted.
• Contracts and e-signatures. When you sign an agreement with us online, we record your name, email address, your typed or drawn signature and initials, the time, your IP address and browser, and a fingerprint of the signed document. These details form the audit record printed on the signed copy.
• Client records. If we work together we keep the contact details of the people involved, project information, tasks, meeting details, the invoices we issue and the payments we receive, and a history of the work.
• Emails. We keep copies of the emails our system sends you — confirmations, reminders, proposals, contracts and project messages — and of course the emails you send us.
• Technical data. Like every website, our web server records the IP address, time and page of each request in its logs, and uses IP addresses to limit abusive traffic. We do not run analytics or advertising trackers on this site. What is stored on your device is set out in our Cookie Policy.

We do not take card payments on this website and we never see or store card details. Please do not send us sensitive personal information (for example health details) through our forms; we do not need it.

How we use your data

• To reply to your enquiry, understand what you need and prepare a quote, proposal or sample for you.
• To arrange your discovery call: a confirmation email with a calendar invite, reminder emails before the call (normally the day before and an hour before), and a private link to reschedule or cancel.
• To send you proposals and agreements, record your acceptance or signature, and send you a signed copy.
• To deliver and support the work we do for you, and to send invoices, payment records and other operational messages.
• To keep evidence of what was agreed, by whom and when.
• To keep the website and our systems secure and to prevent misuse.

Sending an enquiry or booking a call does not add you to a marketing list. We only send campaign material with explicit consent, and you can opt out at any time by replying to the email or contacting us.

AI-assisted tools

We use an AI service provided by OpenAI inside our internal systems, in two ways. A member of our team can ask it to summarise an enquiry, a client record or a project, or to help draft an email, a proposal section or a meeting note. And twice a day it helps prepare an internal briefing for our team that summarises our current enquiries and work.

To do that, relevant information is sent to OpenAI for processing. When a member of our team asks for a summary or a draft, it can include your name, your company, and the text of your enquiry or our notes about your project. The twice-daily briefing sends far less: an outline of tasks, meetings, projects and amounts due, with organisation and project names but without people’s names, contact details or the text of enquiries. The results are read and checked by a person: we do not use AI to make decisions about you automatically.

When we share information

We do not sell or rent personal data. We share it only with providers that help us operate, and only as far as they need it:

• the provider that hosts our website and systems, and the email service that delivers our messages;
• OpenAI, for the AI-assisted tools described above. OpenAI is a US company, so that information may be processed outside the UK;
• Google, which supplies the map on our contact pages — only if you choose to load it. (Our fonts are served from our own site, so no request goes to Google for them.)
• a payment provider, where we send you a payment link — the payment is handled by that provider under its own privacy notice;
• authorities, where the law requires it.

If a project involves subcontractors or specialist partners, we will identify them in your agreement before any data is exchanged.

How long we keep it

We retain records only for as long as they are operationally or legally required, then archive or delete them securely. Signed agreements, accepted proposals and their audit records are kept as evidence of what was agreed, and financial records for as long as tax and accounting rules require. You can ask us to delete an enquiry or booking at any time (see your rights below).

Your choices and rights

Under UK data protection law you can ask us to:

• Access or correction – give you a copy of your data, or update details that are inaccurate.
• Deletion – remove your records when they are no longer needed for legal or contractual reasons.
• Restriction or objection – stop or limit a particular use of your data.
• Portability – receive the data you gave us in a format you can reuse.
• Withdraw consent – where we rely on your consent, withdraw it at any time. For cookies, use “Cookie settings” in the footer of any page.
• Marketing preferences – opt out of non-essential updates at any time.

Email privacy@smartdesigns.online or hello@smartdesigns.online to exercise your rights or raise a concern. We respond within two business days, and will always complete a request within the one month the law allows.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk. We would appreciate the chance to put things right first.

Security

This website and our systems are served over encrypted connections (HTTPS). Our client and enquiry records are held in an admin system that is restricted to our team and requires sign-in. Private links to proposals, agreements and bookings are unique to you, and signed documents are stored with a fingerprint so any later change can be detected. No system is perfectly secure; if an incident ever put your data at risk we would tell you and the regulator as the law requires.

Changes to this notice

We update this notice when what we do with personal data changes. The date at the top shows when it was last revised.