Privacy Policy

# Privacy Policy Last updated: April 2026 ## About Us (Data Controller) Smart AI Studio is the data controller responsible for your personal data. We are based in Birmingham, United Kingdom. Smart AI Studio Birmingham, United Kingdom Email: hello@smartaistudio.co.uk Phone: 07308 806306 This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit smartaistudio.co.uk, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. ## Information We Collect ### Information you provide directly - Contact forms: Name, email address, company name, and message content when you submit an enquiry. - Newsletter signups: Email address when you subscribe to our mailing list. - Workshop/webinar registrations: Name, email, and company details. - AI chatbot: Message content when you interact with our website chatbot. ### Information collected automatically - Cookies: We use essential, functional, analytics, and marketing cookies. See our Cookie Policy for full details. - Usage data: Pages visited, time spent on site, referring URLs, browser type, device type, and IP address. - Analytics data: Aggregated site usage statistics collected via Google Analytics (where you have given consent). ## Legal Basis for Processing Under UK GDPR, we process your personal data on the following lawful bases: - Consent: Newsletter subscriptions, marketing cookies, and analytics cookies. You can withdraw consent at any time. - Contractual necessity: Processing required to respond to your enquiries and deliver services you have requested. - Legitimate interest: Improving our website, ensuring security, and understanding how visitors use our site. We balance our interests against your rights and freedoms. - Legal obligation: Where we are required to retain or disclose data by law. ## How We Use Your Information - To respond to your enquiries and provide our consultancy services - To send newsletters and updates you have opted into - To improve our website, content, and user experience - To analyse site traffic and usage patterns (with your consent) - To ensure the security and proper functioning of our website - To comply with legal and regulatory obligations ## Data Sharing and Third-Party Processors We do not sell, rent, or trade your personal data. We may share your information with trusted third-party service providers who process data on our behalf: - Hosting provider: Our website is hosted on servers that may be located outside the UK (see International Transfers below). - Email marketing: We use Beehiiv to manage newsletter subscriptions. Beehiiv processes your email address on our behalf. - Analytics: Google Analytics collects anonymised usage data (only with your consent). - Form processing: Contact form submissions are stored securely in our database. - Marketing pixels: Facebook/Meta Pixel may be used for remarketing purposes (only with your consent). All third-party processors are required to handle your data in accordance with UK GDPR and our data processing agreements. ## International Data Transfers Some of our third-party service providers are based outside the UK (including in the United States). Where your data is transferred internationally, we ensure appropriate safeguards are in place, such as: - Standard Contractual Clauses (SCCs) approved by the ICO - UK International Data Transfer Agreements (IDTAs) - Adequacy decisions where applicable ## Data Retention We retain your personal data only for as long as necessary: - Contact form submissions: Up to 24 months after your last interaction, unless an ongoing relationship exists. - Newsletter subscriptions: Until you unsubscribe. - Analytics data: Anonymised and aggregated data may be retained indefinitely. - Cookie consent records: Retained for 12 months as evidence of consent. ## Your Rights Under UK GDPR You have the following rights regarding your personal data: - Right of access: Request a copy of the personal data we hold about you. - Right to rectification: Request correction of inaccurate or incomplete data. - Right to erasure: Request deletion of your data ("right to be forgotten"). - Right to restrict processing: Request that we limit how we use your data. - Right to data portability: Request your data in a structured, machine-readable format. - Right to object: Object to processing based on legitimate interest or for direct marketing. - Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing. To exercise any of these rights, please contact us at hello@smartaistudio.co.uk. We will respond within one month. ## Cookies Our website uses cookies to function properly and to help us understand how you use our site. We categorise cookies as: - Essential: Required for the website to function (always active). - Functional: Remember your preferences and settings. - Analytics: Help us understand site usage (requires your consent). - Marketing: Used for remarketing and advertising (requires your consent). You can manage your cookie preferences at any time using our cookie consent banner. For full details, see our Cookie Policy. ## Automated Decision-Making Our website includes an AI-powered chatbot that provides automated responses based on our knowledge base. This does not involve profiling or automated decision-making that produces legal or similarly significant effects on you. ## Children's Data Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately. ## Complaints If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Website: ico.org.uk Helpline: 0303 123 1113 ## Changes to This Policy We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this page periodically. ## Contact Us If you have any questions about this Privacy Policy or how we handle your data, please contact us: Smart AI Studio Birmingham, United Kingdom Email: hello@smartaistudio.co.uk Phone: 07308 806306