Smart Admin 4U customer privacy notice
Contact details
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Occupation
- Payment details (including card or bank information for transfers and direct debits)
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Usage data (including information about how you interact with and use our website, products and services)
- Information relating to compliments or complaints
- Records of meetings and decisions
- Account access information
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
- Technical data, including information about browser and operating systems
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Purchase or account history
- Website and app user journey information
- IP addresses
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Client account information
- Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Payment details
- Account information
- Purchase or service history
- Photographs
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We have a legitimate interest in collecting and using personal information where this is necessary to communicate with clients, understand their requirements, deliver our services effectively and improve how those services are provided. This may include using names, contact details, account information, records of meetings, service history and limited website or usage information. This processing benefits both our business and our clients. It helps us respond to enquiries, manage projects, tailor our services, keep accurate records, resolve issues and make sensible improvements to the way we work. Clients would reasonably expect us to use their information in this way when they contact us about our services or work with us. We only collect information that is relevant and necessary for these purposes, keep it secure and do not use it in ways that are unexpected, excessive or unfair. We consider the impact on individuals to be low and believe our legitimate interests do not override their rights and freedoms.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We have a legitimate interest in collecting and using personal information where this is necessary to set up, manage and maintain client or customer accounts. This may include using names, contact details, account information, service history, security information, technical data and communication records. This processing is necessary to keep accounts accurate, provide access to relevant services, maintain account security, manage ongoing working relationships and ensure smooth day-to-day administration. It benefits both our business and our clients by helping us provide an organised, reliable and secure service. People would reasonably expect us to use their information in this way when they become a client or use our services. We only use the information that is needed for account management and related administration, and we take steps to keep it secure and up to date. We do not believe this use is intrusive or disproportionate, and we consider the risk to individuals to be low.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We have a legitimate interest in using limited personal information to send relevant updates about our services, share useful business information and keep existing or prospective clients informed about what we offer. This may include names, contact details, marketing preferences, purchase or account history and limited website usage information. This processing helps us promote and grow our business in a proportionate way while providing recipients with information that is relevant to their interests or previous contact with us. People would reasonably expect to receive this type of communication where they have enquired about our services, worked with us before or signed up to hear from us. We aim to keep marketing relevant, limited and non-intrusive. Individuals can opt out of marketing communications at any time, and we do not use their information in ways that would be unexpected or unfair. We believe the benefit to our business is balanced by the low impact on individuals and the safeguards we have in place.90
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We have a legitimate interest in collecting and using personal information where this is necessary to respond to enquiries, investigate complaints, manage claims and keep appropriate records of communications and decisions. This may include names, contact details, account information, correspondence, service history, payment information and related records. This processing is necessary for good business administration and helps us provide clear responses, investigate concerns properly, resolve disputes fairly and improve our services where issues are identified. It benefits both our business and the individuals involved by helping ensure matters are handled consistently, accurately and appropriately. People would reasonably expect us to use their information in this way when they contact us with a question, complaint or claim. We only use information that is relevant to the issue, keep it secure and retain it only for as long as necessary. We do not believe this processing is excessive or unfair, and we consider the impact on individuals to be limited.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- Publicly available sources
- Suppliers and service providers
Third parties:
Clients, prospective clients, referrers and other individuals or organisations connected to an enquiry, project or service request. This may include someone contacting us on behalf of a business, or a client sharing relevant contact details or information needed for us to provide our services.
How long we keep information
We keep personal information only for as long as necessary for the purpose it was collected, including to meet legal, accounting and reporting requirements.
Enquiry records that do not become client work are normally kept for up to 12 months from our last meaningful contact.
Client contact details, project records, contracts, account information and complaint records are normally kept for 6 years after the end of the client relationship.
Invoices, payment records and other accounting records are kept for at least 5 years after the 31 January submission deadline for the relevant tax year, or longer where required by law.
Marketing contact details are kept until you unsubscribe, withdraw consent, or after a reasonable period of inactivity.
Website analytics, technical logs and cookie-related records are kept for only as long as needed for performance, security and compliance purposes.
Access credentials or temporary account access details shared with us are kept only for as long as needed to provide the service and are removed promptly when no longer required.
Backups containing personal information are kept on a rolling basis for business continuity and are securely overwritten or deleted in line with our backup cycle.
We may keep information for longer where there is an unresolved complaint or dispute, an ongoing legal claim, or where we are legally required to do so.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Website hosting provider based in the UK and/or EEA
This data processor does the following activities for us: Hosts our website and related website files, and may process personal information submitted through the website, such as contact form enquiries.
Business email provider based in the UK and/or EEA
This data processor does the following activities for us: Stores and manages our business email communications and may process personal information contained in emails and attachments.
Cloud storage provider based in the UK and/or EEA
This data processor does the following activities for us: Stores business documents, files and backups securely, including documents that may contain client or enquiry information.
Payment processor based in the UK and/or EEA
This data processor does the following activities for us: Processes payments made to us and may handle payment-related personal information and transaction records.
Automation software provider based in the UK, EEA and/or other countries with appropriate safeguards
This data processor does the following activities for us: Runs workflow automations and connected systems on our behalf, which may involve processing personal information needed to deliver our services and manage business processes.
Others we share personal information with
- Insurance companies, brokers or other intermediaries
- Professional or legal advisors
- Organisations we’re legally obliged to share personal information with
Sharing information outside the UK
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Google LLC / Google Workspace
Category of recipient: Email, cloud storage and productivity software provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Microsoft Corporation / Microsoft 365
Category of recipient: Email, cloud storage and productivity software provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The International Data Transfer Agreement (IDTA)
Organisation name: Hostinger
Category of recipient: Website hosting provider
Country the personal information is sent to: We will use UK-based hosting where available. If personal information is transferred outside the UK, appropriate safeguards will be used.
How the transfer complies with UK data protection law: Where personal information is transferred outside the UK, appropriate safeguards are used, such as the UK Addendum to the EU Standard Contractual Clauses or other lawful transfer mechanisms recognised under UK data protection law.
Organisation name: Celonis, Inc. / Make
Category of recipient: Automation software provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Last updated
6 March 2026