Your Privacy Matters

Identity details such as first and last name, username or similar identifier, title and business name.

Contact details such as your billing address, business address, email address and telephone number.

Technical information such as your internet protocol (IP address), browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

Financial information such as payment details, invoicing information and records of transactions between us.

Information about transactions such as details of payments to and from you, and details of services you have purchased from us.

Client data such as information relating to your clients, customers, contacts or business records that you provide or make available to us so we can deliver the agreed services. Where you provide us with access to your business systems or client information, we will only access and process that information for the agreed purposes and in accordance with your instructions.

Where we process personal data contained within a client’s business systems, inboxes, forms, spreadsheets, files or documents solely to provide an agreed service, the client will normally act as the data controller and Smart Admin 4U will act as the data processor. We will process that information only in accordance with the client’s documented instructions, the agreed service and any applicable data-processing terms.

Account details such as usernames, account identifiers, services purchased from us, and your interests, preferences, feedback and survey responses.

Usage information about how you use our website, products and services.

Marketing information such as your preferences on receiving marketing from both us and third-parties, along with your communication preferences.

When you fill in any new client onboarding forms.

When you complete any forms before or during a consultation.

Verbally during discussions.

Correspondence with us via post, phone, email or otherwise.

When you enquire about or purchase our services.

When you request marketing communications to be sent to you.

When you give us feedback or contact us.

Referral partners, networking contacts and previous clients who introduce you to our services.

Social media platforms, including Facebook, Instagram and LinkedIn, where you have interacted with our content or contacted us through those platforms.

Technical and analytics providers, including Google Analytics, which help us understand how visitors use our website.

Search engines and publicly available online sources, including Google and Companies House, where information has been made publicly available.

Public registers and other publicly accessible sources where information is lawfully available.

Directly from you.

From publicly available sources.

From suppliers and service providers.

From third parties, including clients, prospective clients, referrers and other individuals or organisations connected to an enquiry, project or service request.

To register you as a new client.

To respond to your enquiry about our services.

To set up and provide Enquiry Management services.

To set up and provide Follow-up Management services.

To set up and provide Customer Onboarding services.

To set up and provide Inbox Management services.

To set up and provide Document & File Management services.

To set up and provide Data & Spreadsheet Management services.

To provide other repetitive administrative services that have been specifically agreed with you.

To monitor, maintain and support the agreed processes provided through our ongoing monthly management service.

To manage and deliver the agreed services, including ongoing monthly support and one-off projects.

To process payments, fees, invoices and amounts owed to us.

To manage our relationship with you, communicate about your services and provide support.

To notify you about changes to our terms or this Privacy Policy, and to ask you to leave a review or complete a survey.

To send you relevant marketing information about our services where permitted.

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

To deliver relevant website content and measure or understand the effectiveness of our marketing.

To use data analytics to improve our website, services, marketing, client relationships and user experience.

To make suggestions and recommendations about services that may be relevant to your business.

Service providers acting as processors who provide hosting, website, email, cloud storage, workflow, data-management and system-administration services.

Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers, based in the UK who require reporting of processing activities in certain circumstances.

Hostinger.

WordPress.

Elementor and Elementor Forms.

WP Consent.

Google Workspace, including Gmail, Google Drive, Google Forms, Google Docs, Google Sheets and Google Calendar.

Microsoft 365, including Outlook, OneDrive, Microsoft Forms, Word, Excel and Microsoft Calendar.

Google Analytics.

OpenAI, where used for approved drafting, summarisation or classification support.

Make.com, where used to connect systems and manage agreed administrative processes.

We may transfer personal data to a country or organisation covered by UK adequacy regulations, where the UK Government has recognised that the relevant destination provides an adequate level of protection.

Where no adequacy regulation applies, we may use an appropriate transfer mechanism recognised under UK data protection law, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another legally permitted safeguard. Where required, we will also assess the risks associated with the transfer and apply supplementary protections.

Enquiry records that do not become client work are normally retained for up to 12 months from our last meaningful contact.

Client contact details, project records, contracts and account information are normally retained for 6 years after the end of the client relationship.

Invoices, payment records and accounting records are retained in accordance with HMRC requirements.

Marketing information is retained until you unsubscribe, withdraw consent or after a reasonable period of inactivity.

Website analytics and technical records are retained only for as long as necessary for performance, security and compliance purposes.

Access credentials or temporary account access details supplied to us are retained only for as long as necessary to provide the service and are removed when no longer required.