Privacy notice
Zotix Collective Limited is the data controller for everything described here. SmartyPads is the name it trades under.
What we collect, and why
Your account
Name, email address, phone number if you give one, and which of the five service options you chose. The service option records what you want help with — never a health condition, a disability or an age. We do not ask, and there is no field anywhere that could record one.
Lawful basis: Contract — we cannot run your project without it.
Your project
What you want the home to do, photographs and video you upload, plans and documents, messages between us, and the stage the work has reached.
Lawful basis: Contract.
Photographs of your home
Only what you upload, or what is taken during a survey with your agreement. They are private to your project. Nothing is published anywhere without separate written permission, and the system refuses to publish a case study that has no recorded permission against it.
Lawful basis: Contract, and consent for any publication.
Remote support sessions
If you agree to a screen-share, we record that you agreed, what wording you agreed to, when, and afterwards the date, length and purpose of the session. You can see every session on your own project. We never ask for a password and no field in this system can accept one.
Lawful basis: Consent, which you can withdraw at any time.
Enquiries
What you send through the contact form, and where you arrived from.
Lawful basis: Legitimate interests — answering someone who asked us a question.
Marketing email
Only if you tick the box. Registering for the portal is not consent to be marketed to, and the two are stored separately.
Lawful basis: Consent. One click to stop, honoured everywhere.
Quotes and invoices
What was quoted, for what, and whether it was accepted.
Lawful basis: Contract, and a legal obligation to keep financial records.
How long we keep it
- Video of your property is deleted twelve months after your project completes, unless you ask us to keep it.
- If you delete your account, your profile, contact record, enquiries, message contents, comments and every uploaded file are genuinely erased or irreversibly anonymised within 30 days.
- Quotes and invoices are kept for six years because tax law requires it.
- Consent records and remote-session logs are kept against an anonymised identifier after account deletion, as evidence that permission was given. They no longer identify you.
Where it is kept, and who else sees it
Your data is held on a server in Manchester, in the United Kingdom. It does not leave the UK for storage.
These companies process some of it on our behalf:
- Hostinger — the server itself, in the UK.
- Cloudflare — storage for photographs, video and documents.
- Resend — sending email such as sign-in links and notifications.
- Cal.com — booking appointments, and the video-call link.
- Google — only if you choose to sign in with a Google account, or join a call on Google Meet.
- Sentry — error reports, with personal data stripped out before they are sent.
- Zoho — remote support sessions, once that is switched on.
- Trustpilot — reviews, if you choose to leave one.
Some of these are outside the UK. Where they are, transfers rely on the UK International Data Transfer Addendum or an adequacy decision.
What you can ask for
A copy of what we hold, a correction, deletion, a restriction on what we do with it, or a machine-readable export. You can also object to processing based on legitimate interests, and withdraw any consent you have given.
Deleting your account from your profile page does most of this immediately. For anything else, use the contact form.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office at ico.org.uk. We would rather you told us first so we can put it right.