Privacy Policy

This Privacy Policy sets out how we will use your personal data when you visit the smartspaces.app website.

Who We Are

We are Smart Spaces Global Ltd (Company Registration No. 7116878, VAT No. 984-4271-88, Registered Office: Portsoken House, 155-157 Minories, London, EC3N 1LJ).

“Our use of your personal data is regulated under the General Data Protection Regulation (Regulation (EU) 2016/679)) for as long as the United Kingdom is a member of the European Union or is subject to any transition arrangements after leaving the European Union,  the Data Protection Act 2018 and any other privacy related laws or regulations the UK may implement as a result of it leaving the European Union.   We are responsible as “Controller” for the purposes of those laws”

Information We Collect From You

We will collect and process the following data about you:

• Information you give us (Submitted information): This is information you give us about you by filling in forms on the website (smartspaces.app) (our Site), or by corresponding with us (for example, by e-mail or chat). It includes information you provide when you subscribe to any of our Services, share data via the social media functions, enter a competition, promotion or survey, send an application for a vacancy and when you report a problem with our Site. If you contact us, we will keep a record of that correspondence.
• The information you give us may include your name, e-mail, address, phone number and a profile image.
• Information we collect about you and your device. Each time you visit our Site we will automatically collect the following information:
  • the MAC address of the Device’s wireless network interface, the type of browser you use, and time zone setting (Device Information);
  • details of your visits to our Site including, but not limited to traffic data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access (Log Information).

Image Information (Photos and Videos)

Data collected, and for what purpose:

• Videos (Optional) for App functionality
• Photos (Optional) for App functionality

Our website and application may collect user images for various purposes, such as profile pictures or content submission. Please be aware that any images submitted to our platform may be stored on our servers for future use. However, we do not share these images with third parties; they are only used for internal purposes, such as improving our services and user experience. By submitting an image to our platform, you acknowledge and consent to our collection and storage of your image.

Cookies

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

Uses made of this information

We use information held about you in the following ways:

• Submitted Information: to provide and tailor Services directly to you; communicate with you;
• Device information: to determine how many people use the Site on particular browsers and different devices so that we can ensure adequate technical support for each type of device and browser.
• Third-Party Information: to monitor performance of the Service; to protect you and other people from fraud or misuse of the Services.

We may associate any category of information with any other category of information and will treat the combined information as personal data in accordance with this policy for as long as it is combined.

Permitted Disclosures

We may also disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
• If Smart Spaces or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request.
• In order to:
  • enforce or apply our Terms of Use, Terms and Conditions of our Site and other agreements or to investigate potential breaches; or
  • protect the rights, property or safety of (company name), our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. These staff may be engaged in the fulfilment of your request, order or reservation, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Any payment transactions carried out by us or our chosen third-party provider of payment processing services will be encrypted using industry-leading encryption technology. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our Sites, you are responsible for keeping this password confidential. We strongly recommend you not to share your password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Your Rights

There are multiple opt-out options for users of the site even where you have already given your consent to a specified use of your personal information:

• Opt-out of all information collection
• Opt-out of us processing your personal information for marketing purposes

We will always inform you (before collecting your personal information) of how we plan to use that personal information. You can exercise your right to prevent such processing by checking certain boxes on the Site when you submit
your information. You can also exercise the right at any time by contacting us via email to dpo@smartspaces.app.

Our Site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as contact and location data. Please check these policies before you submit any personal data to these websites or use these services.

Data retention

If you’d like us to delete your personal information, please contact us at dpo@smartspaces.app. and we will respond within the time limit prescribed by law. Please note that we may be required to retain certain information by law.

Access to Information

You have the right to access information held about you. You may request a copy of your information by emailing us at dpo@smartspaces.app.

Request to rectify inaccuracies

You have the right to request rectification of any incomplete or inaccurate personal data we hold on you. We work to high standards when it comes to processing your personal information. If you have queries or concerns, please email us at dpo@smartspaces.app and we will make sure we update our systems with correct information.

Changes to privacy policy

Any changes we may make to our privacy policy in the future will be posted on our Site at smartspaces.app/privacy-policy/. The new terms may be displayed on-screen and you may be required to read and accept them.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to Privacy Team, Smart Spaces, Portsoken House, 155-157 Minories, London, EC3N 1LJ or emailed to dpo@smartspaces.app..

You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Privacy Policy last reviewed by the DPO on 17th July 2025