Privacy Policy

1. Introduction & Overview

Smarter Build & Maintenance Limited ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you visit our website or use our services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller Information

For the purpose of data protection legislation, the data controller is:

• Company Name: Smarter Build & Maintenance Limited
• Company Number: 16644219
• Registered Address: 12 Yeomanry Road, Shrewsbury, Shropshire, SY1 3EH, UK
• Phone: 01743 649 888
• Email: info@smarterbuild.co.uk

3. Types of Data Collected

We may collect and process the following data about you:

• Personal Identification Data: Name, title, billing address, site address, email address, and telephone numbers.
• Service Inquiry Information: Details regarding your project requirements, property specifications, and budget preferences submitted via forms.
• Financial Data: Bank account and payment card details (processed securely and not stored on our primary servers).
• Technical Data: Internet Protocol (IP) address, browser type and version, time zone setting, browser plug-in types, and operating system.
• Usage Data: Information about how you use our website, products, and services (via cookies and analytics).

4. Legal Basis for Processing

We will only process your personal data where we have a lawful basis to do so, which includes:

• Contractual Necessity: Processing necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering into a contract (e.g., providing a quote).
• Legitimate Interests: Processing necessary for our legitimate business interests, provided your fundamental rights do not override those interests (e.g., improving our services, fraud prevention).
• Legal Obligation: Processing necessary to comply with our legal and regulatory obligations.
• Consent: Where you have provided clear consent for us to process your personal data for a specific purpose (e.g., direct marketing).

5. How Data is Used

We use your personal data to:

• Respond to your inquiries and provide accurate quotes for our building and maintenance services.
• Carry out our obligations arising from any contracts entered into between you and us.
• Process payments and manage billing securely.
• Notify you about changes to our services or terms.
• Send you marketing communications, provided you have opted in to receive them (you may opt out at any time).
• Administer and protect our business and website, including troubleshooting, data analysis, and system testing.

6. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax and legal purposes. In some circumstances, we will anonymize your personal data for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

7. Data Sharing & Third Parties

We do not sell your personal data to third parties. We may share your personal data with:

• Service Providers: Third-party contractors acting on our behalf to provide IT and system administration services, payment processing, or specialist trade services relevant to your project.
• Professional Advisers: Including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
• Regulatory Authorities: HM Revenue & Customs, regulators, and other authorities who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

8. Data Subject Rights (UK GDPR)

Under the UK GDPR, you have several rights regarding your personal data:

• Right to Access: You can request a copy of the personal data we hold about you (Subject Access Request).
• Right to Rectification: You can request that we correct any inaccurate or incomplete data.
• Right to Erasure: You can ask us to delete your personal data where there is no good reason for us continuing to process it.
• Right to Restrict Processing: You can ask us to suspend the processing of your personal data under certain scenarios.
• Right to Data Portability: You can request the transfer of your personal data to you or a third party.
• Right to Object: You can object to the processing of your personal data where we are relying on a legitimate interest.

To exercise any of these rights, please contact us at info@smarterbuild.co.uk. We try to respond to all legitimate requests within one month.

9. Security Measures

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

10. Cookies & Tracking

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy.

11. Contact & Complaints

If you have any questions about this Privacy Policy or our privacy practices, please contact us using the details provided in Section 2.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO.

12. Changes to Policy

We keep our privacy policy under regular review. This version was last updated on 31 March 2026. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.