Legal
Privacy Policy
What we collect through this website, why, and what you can ask us to do about it.
Who we are
SmartCo CRM builds bespoke CRM platforms, portals and operational software. For the information described on this page we are the data controller.
- Registered company: [COMPANY NAME]
- Company number: [COMPANY NUMBER]
- Registered address: [ADDRESS]
- ICO registration: [ICO NUMBER, if registered]
- Contact: hello@smartcocrm.com
What we collect
When you submit an enquiry form we collect only what you type into it: your name and company, email address, phone number if given, company size, sector, what you need, your current system, your description of the project, your preferred contact method, and whether you opted in to marketing.
We also record the date and time, your browser user-agent string, and a one-way hash of your IP address. The hash lets us detect abuse of the form without storing the address itself.
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and scoping possible work | Steps taken at your request before entering a contract, and our legitimate interest in answering people who contact us |
| Preventing spam and abuse of the form | Legitimate interest in keeping our systems secure |
| Sending marketing updates | Your consent, given by ticking the optional box, which you can withdraw at any time |
You do not have to consent to anything to contact us. The marketing tick is optional and leaving it unticked does not affect how we handle your enquiry.
Where it is stored
Enquiries are stored in a database on our UK hosting, in a directory that is not publicly accessible, and emailed to our own mailbox. We do not sell personal data and we do not share it with third parties for their marketing. Our hosting provider acts as a data processor on our behalf: [HOSTING PROVIDER].
How long we keep it
- Enquiries that do not lead to work: 24 months, then deleted
- Enquiries that become client relationships: for the life of the relationship and 6 years afterwards, for contractual and tax purposes
- Marketing opt-ins: until you unsubscribe or ask to be removed
Cookies
This site sets one essential session cookie so the enquiry form can protect itself against cross-site request forgery. It expires when you close your browser. See our cookie policy for detail.
Your rights
You can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, provide it in a portable format, or stop sending you marketing. Email hello@smartcocrm.com and we will respond within one month.
If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Data we process for our clients
This policy covers the SmartCo website only. Where we host or build a system for a client, that client is the data controller for the information inside it and we act as their processor under a separate data processing agreement.
Changes
If we change how we handle personal data we will update this page and revise the date above.