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Privacy Policy

DATA PRIVACY, PROTECTION AND COOKIES POLICY

OUR POLICY

Smartroom Services Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy, upholding and exceeding the requirements of the Data Protection Act (“DPA”) and the General Data Protection Regulation (“GDPR”). We also conform to the Privacy and Electronic Communication Regulations (“PECR”) and the ePrivacy Directive

This Privacy and Cookies Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting this site, http://www.smartroom.co.uk and http://www.smartroom.co.uk you are accepting and consent to our use of your personal information in the ways set out in this Privacy and Cookies Policy.

For the purpose of the Data Protection Act 1998 (the Act), Smartroom services Limited is the data controller. We are registered with the Information Commissioner’s Office with Registration Number: .

INFORMATION COLLECTION

We collect information about you:

  1. that you provide by filling in forms on this site or the app. This includes information which you provide when registering to use the Smartroom Service;
  2. if you contact us by phone, email or otherwise, we may keep a record of that correspondence;
  • when you visit this site or the app (see also under Cookies below).

We may also automatically collect other non-personally identifiable information each time you visit this site or the app, including:

  • Technical information, including the Internet protocol address used to connect your computer to the Internet, browser type and version, device type and screen size.
  • Information about your visit, including the full Uniform Resource Locators (URL), page response times, download errors, and length of visits to certain pages.

USE OF YOUR INFORMATION

We use your information to provide our service to you and to support your relationship with us and, if you agree, to send you information we think may be of interest to you.

We use your information collected from this site and the app to personalise your repeat visits to this site and to ensure that content from this site and the app is presented in the most effective manner for you and your device.

We use non-personally identifiable information collected from you to administer this site and the app and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.

MARKETING

We may use your information to send you information about products, services, promotions and events which we think may be of interest to you, as per the Privacy and Electronic Communication Regulations and the ePrivacy Directive.

DISCLOSURE OF YOUR INFORMATION

We may disclose your personal information to any member of our corporate group.

We may also disclose your personal information to third parties:

  1. if we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets;
  2. if Smartroom Services Limited or substantially all of its assets are acquired by a third party, in which case personal information held by it about its users and customers will be one of the transferred assets;
  • if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Smartroom Services Limited, our customers, or others.

SECURITY

Where you have a username and password which enables you to access your account you are responsible for keeping that username and password confidential and the password should not be shared with anyone.

All personal information you provide to us is stored on secure servers. Some of these servers may be located outside of the European Economic Area (EEA). In respect of any transfer of your personal information outside the EEA, we are responsible for ensuring that an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data is ensured in that country.

We do not store credit card or debit card information provided by you through our site. Credit and debit card details are not stored on any of our servers. Payments are processed using a secure platform, GoCardless or Stripe, where an electronic token is generated for each card submitted, and never storing the actual card numbers.

COOKIES

In order to improve this site and the app, we use small files commonly known as “cookies” to track your visit. A cookie is a small amount of data which often includes a unique identifier that is sent to your computer, tablet or mobile phone (referred to in this Privacy and Cookies Policy as a ‘device’) from this site or the app and is stored on your device’s hard drive.

A cookie records on your device information relating to your internet activity (such as whether you have visited the site or the app before). This information is used to track visitor use of our site and the app and to compile statistical reports on website activity. The cookies we use on the site won’t collect personally identifiable information about you and we won’t disclose information stored in cookies that we place on your device to third parties.

You may refuse the use of cookies adjusting your internet browser settings not to accept cookies. Your web browser’s help function should tell you how to do this. Alternatively, to find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit the website: http://www.allaboutcookies.org. This website will also explain how you can delete cookies which are already stored on your device. However, please note that if you refuse the use of cookies you may not be able to use the full functionality of this site.

We currently use the following cookies:

Cookie

Description

Smartroom

.ASPX

Payment area of website and Smartroom internal websites.

LSCustomerId

Used for tracking a logged in customer.

LSBasketId

Used for tracking an open basket / order so the user can edit it if they want to.

LSReferralCode

Used to allow a referral code to be auto filled into the registration form.

LSPromo

Used to allow a promo code to be auto filled into an order.

LSTRack-{order-id}

Allows us to check if we have already sent tracking for a certain order, so tracking isn’t duplicated.

LSSplash-{splash-id}

Lets use know if a user has already seen a splash popup so they are not shown it again.

CloudFlare

__cfduid

Cookie associated with sites using CloudFlare, used to speed up page load times. It does not contain any user identification information.

Google (Analytics)

__utmx, utmxx

These cookies are associated with Google Website Optimizer, a tool designed to help site owners improve their websites. It is used to distinguish between two variations a webpage that might be shown to a visitor as part of an A/B split test. This helps site owners determine which version of a page performs better, and therefore helps to improve the website.

__utmxx

This cookie is associated with Google Website Optimizer, a tool designed to help site owners improve their websites. It is used to distinguish between two variations a webpage that might be shown to a visitor as part of an A/B split test. This helps site owners to determine which version of a page performs better, and therefore helps to improve the website.

_ga

This cookie name is associated with Google Universal Analytics – which is a significant update to Google’s more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports.

_gat

This cookie name is associated with Google Universal Analytics. It is used limit the collection of data on high traffic sites. It expires after 10 minutes.

Olark Live Chat software

Cookies set by Olark Live Chat software, which provides functionality for websites to engage in instant messaging communication with visitors.

_ok

Contains a site identifier, used for security purposes.

_okbk

Contains software state information.

_oklv

Used to improve caching of software.

hblid

Identifies a unique visitor between visits.

olfsk

Maintains message history across pages.

You accepted cookies on {date}.

To revoke this acceptance, please click the below button.

Revoke Cookie Acceptance

SESSION CAM

Smartroom uses a technology called SessionCam to allow us to see what users do as a group to help us optimise our website layout and to review a specific pattern of use in order to recreate issues customers may face.

SessionCam does not record any payment details or PCI data and has ISO 27001, which is considered as a way to show compliance at GDPR and PCI requirements.

You can adjust your own level of interaction and records with SessionCam and stopping all data entered into forms being recorded or stopping all recording all together. In order to do so, you can follow either of the options below:

SessionCam Option 1

Allows an individual user to choose that their general website activity, such as mouse movements and page scrolling, is recorded by SessionCam but that any data entered into website forms is completely masked.
https://sessioncam.com/choose-for-form-data-not-to-be-recorded/

SessionCam Option 2

Allows an individual users to choose that all of their website activity is not recorded by SessionCam.
https://sessioncam.com/choose-not-to-be-recorded/

LINKS TO OTHER WEBSITES

This site and the app may contain links to other websites. This Privacy and Cookies Policy only applies to this site and the app so when you link to other websites you should read their privacy policies. We do not accept any responsibility or liability for any such policy. Please check these policies before you submit any personal data to such sites.

YOUR RIGHTS

You have the right to ask us not to use your personal information for marketing purposes. You can exercise this right by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at info@smartroom.co.uk.

With GDPR, you also have a number of other rights. To exercise any of them, please email info@smartroom.co.uk.

ACCESS TO INFORMATION

The Data Protection Act gives you rights to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with the details of the information we hold about you.

GDPR RISK REGISTER

Smartroom Services Limited keeps and maintains a register of all identifiable risks to data security and a proportional response action plan to mitigate, manage and respond to these risks. The details of this register are strictly confidential to Smartroom Services Limited and will only be shared with the ICO or when we are under a duty to disclose or share your personal information in order to comply with any legal obligation.

CHANGES TO THIS PRIVACY and cookies POLICY

Any changes we may make to our Privacy and Cookies Policy in the future will be posted on this page and, where appropriate, notified to you by email.

Last updated: 14.04.2021