Privacy Policy
DATA PRIVACY, PROTECTION AND COOKIES POLICY
Smartroom Services Ltd
Purpose
This policy applies to all processing of personal data carried out by Smartroom Services Ltd and aims to inform you about how Smartroom Services Ltd carries out the processing of personal data (including details of the type of personal data collected and the purpose of processing) and about your rights in relation to your personal data.
Contact – How can I contact you?
In case you have any questions about the Privacy Policy, you can contact Smartroom Services Ltd by the following means:
- Registered office: 69 Wilson Street, London, EC2A 2BB
- Telephone: +44 020 4576 8210
- Email: info@smartroom.co.uk
You may also establish direct communication by written letter or email as above. The employee in charge of processing your personal data is:
- Business name: Smartroom Services Ltd
- Controller: Smartroom Services Ltd
- Address: 69 Wilson Street, London, EC2A 2BB
- Email: info@smartroom.co.uk
Identification Processing – How do we collect personal data?
In accordance with GDPR (Regulation (EU) 2016/679), Smartroom Services Ltd collects personal data when you:
- Complete forms on http://www.smartroom.co.uk (“Site”)
- Subscribe to the newsletter
- Respond to a survey or fill in a web form
- Fill out a paper form
- Send an email or communicate by telephone, which we then load into the corresponding forms
Personal Data Collected – What personal data do we collect?
We collect information when you visit our website and complete registration forms. The following data is collected:
- Full name
- Email address
- Phone number
- Postal address
Providing personal data is voluntary except where explicitly required to deliver a service. You guarantee that all provided data are true, correct, and kept up to date. Any changes may be communicated to the Data Protection Officer or via the contact details above. You acknowledge that the requested data are necessary, adequate, and not excessive for the purposes in Section 5. Any misrepresentation or inaccuracy is your responsibility.
Purpose – What do we use personal data for?
We use your personal data for:
- Service provision: Provide and maintain our Service, process your requests, and communicate with you.
- Identification & authentication: Verify your identity when you log in.
- Personalization: Tailor content, geolocation-based services, and instructions.
- Marketing & promotions: Send news, newsletters, updates, offers, and display advertisements.
- Research & reporting: Administer surveys for service improvement and campaign effectiveness.
- Combining information: Merge data with third-party partners for the above purposes.
- Legal compliance: Comply with legal obligations, law-enforcement requests, and audits.
- Protection: Investigate or prevent fraud, illegal activities, and enforce our policies.
- Deidentified data: Anonymize data for permitted uses.
Recorded data may also be used for statistics, incident management, or market studies. If we process data for a new purpose, we will perform a compatibility analysis and inform you of any change.
You may oppose commercial communications at any time by emailing info@smartroom.co.uk, sending a postal letter to the registered office, or following unsubscribe instructions in our emails.
How do we use your information?
We use the information we collect about you for:
- Administration and support
- Creating and managing user accounts
- Collecting testimonials and feedback
- Enforcing Terms & Conditions
- Managing customer orders
- Processing payments (e.g., Stripe)
- Targeted advertising
- Site protection and dispute resolution
If we want to use your information for any other purpose, we will ask for your consent first.
We retain your personal information as long as your account remains active or as necessary to fulfil the purposes detailed above.
Consent
By providing personal data to Smartroom Services Ltd, you give your free, express and informed consent to its processing for the purposes in Section 5 and for incorporation into our databases. Processing is based on:
- Contracting our services and your acceptance on the service request form.
- Your free, informed and unambiguous consent via the service request form.
Other processing may occur if necessary to protect a legitimate interest without infringing your rights.
Validity – How long do we keep it?
We destroy or archive data when it is no longer necessary for the purposes in Section 5. Personal data is kept as long as the business relationship is in force, and for any period required by law, indemnities, or liabilities.
Confidentiality / Assignment / International Transfer – Do we disclose data to third parties?
We keep personal data confidential and use it only for the purposes in Section 5. We require employees and service providers with database access to sign confidentiality and data-processing agreements.
We do not transfer, sell, or share personal data with third parties without your consent, except:
- To fulfill our services (with service providers under confidentiality obligations)
- As required by law or legal process
- Within our corporate group (parent companies, affiliates, subsidiaries)
We also share data with specialized providers for:
- Google Maps: IP address collection (https://policies.google.com/privacy)
- YouTube: Redirects to YouTube pages (https://policies.google.com/privacy)
- Facebook: Advertising platform (https://www.facebook.com/privacy/policy)
- Instagram: Redirects to Instagram (https://help.instagram.com/155833707900388)
- LinkedIn: Redirects to LinkedIn (https://www.linkedin.com/legal/privacy-policy)
- Twitter: Redirects to Twitter (https://twitter.com/en/privacy)
- TikTok: Redirects to TikTok (US: https://www.tiktok.com/legal/page/us/privacy-policy/en, EEA/UK/CH: https://www.tiktok.com/legal/page/eea/privacy-policy, GLOBAL: https://www.tiktok.com/legal/page/row/privacy-policy)
- Google Analytics: IP and usage data (https://policies.google.com/privacy)
Smartroom Services Ltd may also disclose your information:
- Business transfer: In mergers, acquisitions, or asset sales.
- Legal compliance: To comply with laws, court orders, or government requests.
- Protection of rights: To investigate or prevent fraud, threats, or enforce our policies.
- Public safety or health: For community safety, defense, or public health reasons.
- Aggregate data: As anonymized or de-identified information.
- Consent: With your prior consent.
Security – How do we ensure data security?
We adopt technical and organisational measures under GDPR to protect data integrity and confidentiality. Absolute security cannot be guaranteed. In the event of a significant security incident, we will notify the relevant authority and implement corrective actions.
Users should also protect their own information by using strong passwords and secure browsers. Smartroom Services Ltd is not responsible for user-caused data loss or damage from computer viruses.
Data owner rights and procedures to respond to their exercise – What rights do I have as a data owner?
Under GDPR (Articles 15 et seq.), you have the rights to:
- Access, rectify, cancel, or delete your personal data
- Object to or restrict processing
- Data portability
- Withdraw consent at any time
- Lodge a complaint with a supervisory authority
To exercise these rights, email info@smartroom.co.uk or use the methods provided by applicable law. We may request identity verification. Some data may be retained to protect the rights of third parties or to comply with legal obligations.
Training – Do we train?
Staff involved in personal data processing receive training to ensure data protection and respect for data-subject rights.
Links to third parties – Does our Site contain links to other websites?
Our Site may link to third-party websites whose privacy policies we do not control. We are not responsible for their content or practices. Any feedback on those sites helps us improve our services and maintain Site integrity. We strive to prevent links to illegal content.
Children’s Privacy
We recognize the importance of protecting children’s privacy. We may collect personal information from children under 13 only with parental consent and in compliance with applicable laws. For California and EU residents, additional age-based consent rules apply. If you believe we have collected a child’s data without proper consent, please contact us immediately.
Cookies – Do we use cookies?
We may store “cookies” on your device to:
- Track advertising
- Collect Site traffic data
- Improve user experience
Cookies are not required for basic browsing but may be needed for certain services. You can delete or block cookies via your browser or follow our Cookie Policy instructions. Cookies themselves do not personally identify you, though they may record your IP address. We may hire third parties to analyze Site usage to improve our services.}
Approval
Your use of the Site constitutes your acknowledgement and approval of this Privacy Policy and our Terms and Conditions. Completing the service request form also signifies your acceptance.
Modifications – Is this the most current version?
This Privacy Policy was last updated on May 1, 2024. We may modify it at any time without notice; changes take effect upon posting on the Site or when notified to users. Please review periodically to stay informed.