How SmartBooks handles your data.

1. Who we are

SmartBooks is operated by SmartBooks Ltd, a company in the Rajoka portfolio, based in the United Kingdom. We are the data controller for personal data collected through usesmartbooks.com and the SmartBooks platform.

For privacy queries, contact privacy@usesmartbooks.com.

2. The personal data we collect

We collect only what we need to operate the service. At the pre-launch stage that means:

• Waitlist form: your work email address.
• Demo request form: your name, work email, firm or business name, role, client/document volume bracket, and an optional free-text note.
• Technical data: IP address, user agent and pages visited (collected by our hosting provider Vercel for operational logging and abuse prevention).
• Cookies: a single first-party cookie that stores your cookie-banner preference. Analytics cookies set only if you opt in.

3. Why we collect it

• Waitlist: to notify you when early access opens and to send pre-launch product updates. Lawful basis: consent (UK GDPR Article 6(1)(a)).
• Demo: to schedule and prepare a 15-minute product walkthrough tailored to your firm or business. Lawful basis: pre-contractual measures at your request (Article 6(1)(b)).
• Technical data: to keep the service running, detect abuse and meet our legal obligations. Lawful basis: legitimate interests (Article 6(1)(f)).

4. How long we keep it

• Waitlist email addresses: until you unsubscribe, or 24 months after the last contact, whichever is sooner.
• Demo submissions: 24 months after the demo, unless we sign an engagement.
• Technical logs: 90 days.

5. Sub-processors

SmartBooks shares personal data only with sub-processors that have signed data-processing agreements. The current list is published on the Trust & security page.

6. Your rights under UK GDPR

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent at any time
• Right to lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, email privacy@usesmartbooks.com. We respond within one calendar month.

7. Cookies

SmartBooks uses one strictly-necessary cookie to remember your cookie-banner preference. Analytics or marketing cookies are only set if you opt in via the cookie banner.

8. Contact

Questions, complaints or rights requests: privacy@usesmartbooks.com.

You can also complain to the ICO at ico.org.uk.