Privacy Policy

Last updated: June 2025

Introduction

Smart Bee Software Solutions Ltd ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we, in our role as a data controller, collect, use, disclose, and safeguard your information when you visit our website or engage our services.

We do not provide data processing services on behalf of clients as part of our core offerings. Any personal data collected is processed only for the purposes described below.

Definitions

For clarity, the following terms are used throughout this policy:

  • Data Controller: An entity that determines the purposes and means of processing personal data. Smart Bee Software Solutions Ltd acts as a data controller with respect to the data it collects through its website and services.
  • Data Processor: An entity that processes personal data on behalf of a data controller. Smart Bee Software Solutions Ltd does not operate as a data processor as part of its core service offerings.
  • Personal Data: Any information relating to an identified or identifiable individual.
  • UK GDPR: The United Kingdom General Data Protection Regulation, as incorporated into UK law.

Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

  • Contact us through our website or email
  • Request information about our services
  • Engage us for consulting services

The types of personal information may include:

  • Name and contact information
  • Email address and phone number
  • Company information
  • Project requirements and business needs

Usage Information

We may automatically collect certain information about your visit to our website, including:

  • IP address and browser information
  • Pages visited and time spent on our site
  • Referring website information

Legal Basis for Processing as a Data Controller

Under UK GDPR, we process your personal data based on the following lawful bases:

  • Legitimate interests: To respond to inquiries, improve our services, and conduct business operations
  • Contract performance: To fulfill our contractual obligations when providing services
  • Consent: Where you have given specific consent for marketing communications or cookies
  • Legal obligation: To comply with applicable laws and regulations

How We Use Your Information

We use the information we collect to:

  • Respond to your inquiries and provide requested services
  • Communicate with you about our services
  • Improve our website and service offerings
  • Comply with legal obligations

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • With your explicit consent
  • To comply with legal requirements or court orders
  • To protect our rights, property, or safety
  • With trusted service providers who assist in our operations (under strict confidentiality agreements)

We do not act as a data processor on behalf of clients, nor do we host or manage client-collected personal data as part of our core services.

Data Retention

We retain personal data only for as long as necessary for the purposes outlined in this policy:

  • Contact inquiries: 2 years from last contact
  • Client project data: 6 years after project completion (for legal and accounting purposes)
  • Marketing communications: Until you unsubscribe or withdraw consent
  • Website analytics: 26 months (Google Analytics default)

After these periods, we will securely delete or anonymize your data unless legally required to retain it longer.

International Data Transfers

Your personal data is primarily processed within the UK. Where we use third-party services (such as Google Analytics or cloud hosting), data may be transferred outside the UK to countries with adequate data protection standards or under appropriate safeguards such as Standard Contractual Clauses.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

  • The right to access and receive a copy of your personal information
  • The right to rectify inaccurate personal information
  • The right to erase your personal information
  • The right to restrict processing of your personal information
  • The right to data portability

If you are a client who collects personal data through your own systems or tools, you are responsible for complying with applicable data protection obligations as a separate data controller.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies:

  • Essential cookies: Necessary for website functionality (no consent required)
  • Analytics cookies: Google Analytics to understand website usage (requires consent)

You can control cookie settings through your browser preferences or withdraw consent at any time. Blocking certain cookies may affect website functionality.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

Data Processing for Clients

While we primarily act as a data controller, in limited cases where we may access or handle personal data provided by a client (e.g., during software development or troubleshooting), this is done strictly under the client’s instructions and only to the extent necessary to deliver the contracted service. In such cases, we expect the client to enter into an appropriate Data Processing Agreement (DPA) if required under applicable law.

Supervisory Authority

If you believe we have not handled your personal data in accordance with UK GDPR, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: ico.org.uk
Phone: 0303 123 1113

Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Smart Bee Software Solutions Ltd
Email: info@smartbee.uk
Address: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF