Privacy Policy

Data Protection, Cookies and GDPR

Our contact form collects personal data like, your name, address and phone number.

I use them to contact you, and I would never ever pass them on to anyone else unless you’d explicitly asked me to do so. For example, if you asked me to source a graphic designer, marketing company etc.

If you contact me and you don’t become a client, then I’ll delete your data after three months.

Once you become a client I hold financial data & add you to our CRM system.

Once you start working with you, I’ll need to invoice you. So of course, I’ll need to hold financial information too. Again, this would never be passed on, and I’d remove this after 7 years if you were no longer a client.

I keep our Customer Relationship Management data (like your phone number or email) for as long as you’re a client. Should you decide to leave The Smart Bear, then I’d remove it after three months.

When I am working on your website, I need access information for your site.

In order to develop your site, I need to have access. I will hold any passwords you give to me in a secured password vault. Again, this is never shared with anyone external to our developers and subcontractors who are also bound by confidentiality obligations.

I use a few cool pieces of software to help you to get a great experience when you commission work from The Smart Bear.

I use CRM package called Freshdesks, which is our support website, this is where I would store the bulk of your data.

This could be things like name, address, website url, and email etc.

I use cookies on this site…but it’s nothing to worry about and you can control them using your browser

I use them mainly for Google Analytics/Facebook Pixels, so I have an idea if our site works for the visitors or not, and to process your order if you buy one of the power hours or reports. However, I don’t store any personal identifying information in these cookies, unless you have previously provided information during a chat session.

You can change your cookie permissions on your computer but if you don’t and you continue to use this site, I’ll presume you’re fine with them.

Nevertheless, if you have any queries, you can always contact me to discuss at hello@thesmartbear.co.uk.

Removing or amending information

If you would like to know what information (if any) I hold about you, then please contact me at hello@thesmartbear.co.uk and I will provide this to you free of charge.

If any of the information I hold about you is incorrect or invalid, let me know immediately and I will amend your information.

If you no longer wish for me to hold any information about you then again, let me know immediately by emailing hello@thesmartbear.co.uk.

Official Cookie Policy

This privacy policy describes how and when I collect, use, and share information when you purchase an item from me, contact me or otherwise use my services through my website.

Information I collect

To fulfil a service, you must provide me with certain information such as your name, email address, business name and address, and the details of the product/services you are ordering.

Why I need your information and how I use it

I process your data on the following lawful bases: contractual necessity (to deliver the services you’ve requested), legal obligation (for example, retaining financial records for HMRC compliance), legitimate interests (for example, storing contact details for active clients), and consent (for example, newsletter sign-ups).

1. As needed to provide my services, such as when I use your information to fulfil your order, to settle disputes, or to provide customer support.
2. When you have provided your consent, which you may revoke at any time, such as signing up to a mailing list, newsletter or blog.
3. If necessary to comply with a legal obligation or court order or in connection with a legal claim, such as retaining information about your purchases if required by tax law; and as necessary for the purpose of my legitimate interests, if those legitimate interests are not overridden by your rights or interests.
4. Providing and improving my services. I use your information to provide the services you requested and in my legitimate interest to improve my services.

I do not use automated decision-making or profiling that produces legal or similarly significant effects about you.

Information sharing and disclosure

Information about my customers is important to my business. I share your personal information for very limited reasons and in limited circumstances, as follows:

Service providers; I engage certain trusted third parties to perform functions and services like my CRM and Project management tools to ensure smooth flow of work, finance software for invoicing or any platform where I am building a website on your behalf. I will share your personal information with these third parties, but only to the extent necessary to perform these services.

Data retention

I retain your personal information only for as long as necessary to provide you with my services as described in this Privacy Policy. However, I may also be required to retain this information to comply with my legal and regulatory obligations, to resolve disputes, and to enforce my agreements.

Your rights

If you reside in certain territories, including the EU, you have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases. I describe these rights below:

1. Access. You may have the right to access and receive a copy of the personal information I hold about you by contacting me using the contact information below.
2. Change, restrict, delete. You may also have the rights to change, restrict my use of, or delete your personal information. Absent exceptional circumstances (like where I am required to store data for legal reasons) I will generally delete your personal information upon request.
3. Object. You can object to (i) my processing of some of your information based on my legitimate interests and (ii) receiving marketing messages from me after providing your express consent to receive them. In such cases I will delete your personal information unless I have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
4. Complain. If you wish to raise a concern about our use of your personal data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection authority, at ico.org.uk.

How to contact me

For purposes of EU data protection law, I, Suzi Brown, trading as The Smart Bear Websites and Digital, am the data controller of your personal information. If you have any questions or concerns you may contact me at hello@thesmartbear.co.uk.

How to Make a Data Protection Complaint

If you have a concern about how I handle your personal data, I encourage you to contact me directly in the first instance. You can submit a complaint by emailing hello@thesmartbear.co.uk or writing to me at our address below, clearly marked “Data Protection Complaint.” I will acknowledge your complaint within 30 days and aim to respond fully as soon as reasonably possible. If you are not satisfied with my response, you have the right to escalate your complaint to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.