Privacy Policy
How we collect, use and protect information when you use our website and services.
Last Updated: [Effective Date]On This Page
1. Introduction
This Privacy Policy explains how Smartledger Solutions ("we", "us", "our") may collect, use and protect personal information when you visit our website, use our services, or otherwise contact us.
We aim to be clear and transparent about our information practices. Where specific details of our processing activities are not yet finalised, this policy identifies them clearly rather than making assumptions.
This page provides general information about our privacy practices and is not a substitute for professional legal advice.
2. Who We Are
Smartledger Solutions is the trading name used throughout this website. Further verified legal and contact details are set out below and will be completed once confirmed:
- Legal company name: [Company Legal Name]
- Registered office address: [Registered Office Address]
- Contact email: team@smartledgersolutions.co.uk
3. Information We May Collect
Depending on how you interact with our website and services, we may collect the following categories of information:
- Name
- Email address
- Phone number
- Company name and related business information you provide
- Information you submit through our contact and enquiry forms, including your message and the service you are enquiring about
- Identity documents, address documents and related information you submit as part of an identity verification request
- Technical information such as browser type, device information and IP address
- General website usage information
We only collect the categories of information that are relevant to the specific service or interaction you use.
4. How We Collect Information
We may collect information through:
- Our contact and enquiry forms
- Service enquiries and requests you submit
- Our identity verification form, where you choose to use that service
- Direct email or other communication with us
- General use of our website
- Cookies and similar technologies — see our Cookie Policy for details
5. How We Use Information
We may use the information we collect to:
- Respond to your enquiries and requests
- Provide the services you have requested, including identity verification
- Manage our relationship with clients
- Administer and maintain our website
- Improve the functionality and content of our website
- Help protect against security incidents and fraudulent activity
- Meet applicable legal and regulatory obligations
6. Legal Bases for Processing
Where UK data protection law applies, we rely on one or more of the following lawful bases, depending on the specific processing activity:
- Consent — where you have given clear consent for us to process your information for a specific purpose
- Contract — where processing is necessary to provide a service you have requested
- Legal obligation — where we need to process information to comply with the law
- Legitimate interests — where processing is necessary for our legitimate business interests and does not override your rights and interests
The specific lawful basis that applies depends on the nature of the processing activity in question, rather than a single basis applying to everything we do.
8. International Transfers
Some of the third-party providers referenced in this policy, including Stripe and Didit, may process information outside the UK as part of their own service delivery. Where this occurs, it is subject to those providers' own safeguards and privacy terms.
We do not otherwise transfer personal information internationally beyond what is necessary for the services described in this policy.
9. Data Retention
We retain personal information only for as long as is necessary for the purpose it was collected, or as required to meet applicable legal, accounting or regulatory requirements.
We have not yet published fixed retention periods for every category of information. Where specific retention periods are confirmed, they will be added to this policy.
10. Data Security
We take reasonable technical and organisational measures to help protect personal information against unauthorised access, loss, misuse or alteration. These include measures such as access controls and secure handling of submitted information.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We do not claim certification against any specific security standard unless this has been independently verified.
11. Your Rights
Depending on the circumstances and applicable law, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request erasure of your information, where applicable
- Request that we restrict processing of your information, where applicable
- Object to certain processing, where applicable
- Request a copy of your information in a portable format, where applicable
- Withdraw consent at any time, where processing is based on consent
These rights are not absolute and may depend on the specific circumstances and the legal basis for processing.
12. Complaints
If you have concerns about how we handle your personal information, please contact us first at team@smartledgersolutions.co.uk so we can try to resolve the matter directly.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection matters, at ico.org.uk.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be published on this page, along with an updated "Last Updated" date.
14. Contact
If you have any questions about this Privacy Policy or how we handle personal information, please contact us:
- Email: team@smartledgersolutions.co.uk
- Address: [Registered Office Address]
You can also reach us through our Contact Us page.