Privacy

SmarterBots is a trading name of All Aspect Media Ltd, registered , UKin England & Wales (Company No.11258564.

We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, and protect your information when you use our website and chatbot services.

1. Who We Are

This Privacy Policy applies to SmarterBots, operated by:

All Aspect Media Ltd
Registered office: 16 East View Road, Ringwood, Hampshire BH24 1PP, UK
Email: info@smarterbots.co.uk
Data Controller: All Aspect Media Ltd.

If you have questions about this policy, please contact us at the email above.

2. What Data We Collect

We may collect and process the following types of personal data:

a) Information you provide directly:

• Name

• Email address

• Company name (if applicable)

• Payment and billing details

• Support enquiries or messages

b) Information collected automatically:

• IP address

• Browser type and version

• Operating system

• Device type

• Referral source

• Pages visited and interaction data (via cookies or analytics)

c) Data uploaded to the chatbot:

• Any content or documents you provide for use in your chatbot (including names, job titles, company info, or customer data if included in uploaded files)

3. How We Use Your Data

We process personal data for the following purposes:

• To provide and manage access to our chatbot service

• To deliver support and respond to enquiries

• To process payments and manage subscriptions

• To send important service updates or account notifications

• To analyse website and service performance (using anonymised data)

• To comply with legal obligations

We do not use your uploaded chatbot content for advertising or resale purposes. Your content remains private to your account.

4. Legal Basis for Processing (UK GDPR)

We process your data under the following lawful bases:

• Contract – to deliver the service you have signed up for

• Legitimate interest – for improving our services, fraud prevention, and support

• Consent – for marketing communications (only where you have opted in)

• Legal obligation – for complying with laws (e.g. tax records)

5. Data Sharing and Third Parties

We only share personal data with trusted third parties when necessary to operate our business:

• Payment processors (e.g. Stripe, Paypal, WooCommerce)

• Hosting providers (ChatLab – our technology partner)

• CRM or support tools (e.g. Mailerlite)

• Legal or regulatory authorities, if required by law

All third parties are required to handle your data securely and in compliance with data protection laws.

6. International Data Transfers

Our service infrastructure is hosted by ChatLab, which may process data in jurisdictions outside the UK. Where data is transferred internationally, we ensure adequate safeguards (such as standard contractual clauses or UK data protection equivalency decisions) are in place.

7. Data Retention

We retain your personal data only for as long as necessary:

• Account and billing data – retained for 6 years for tax and legal compliance

• Chatbot content – retained for the duration of your subscription

• Email communications – retained while your account is active or until you unsubscribe

You may request deletion of your data at any time (subject to legal obligations).

8. Your Rights (Under UK GDPR)

You have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request deletion (where applicable)

• Object to processing

• Restrict processing

• Request data portability

• Withdraw consent at any time (e.g. marketing emails)

To exercise any of these rights, contact us at info@smarterbots.co.uk

If you are unhappy with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk.

9. Cookies

We use cookies and similar technologies to improve site performance and analyse visitor behaviour. You can manage cookie settings in your browser or via our cookie banner.

For more detail, please see our Cookie Policy.

10. Marketing Emails

We may send occasional updates about SmarterBots. You’ll only receive these if you have opted in during sign-up or explicitly requested them. You can unsubscribe at any time by clicking the link in the email.

11. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

• SSL encryption

• Access controls

• Regular backups

• Secure data storage via trusted partners

However, no system is 100% secure. You are responsible for protecting your own login credentials and access devices.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on our website. We’ll notify you of any material changes via email or account notification.

13. Contact Us

For data privacy questions or to exercise your rights, contact:

Email:info@smarterbots.co.uk
Postal: SmarterBots, 6 East View Road, Ringwood, Hampshire BH24 1PP, UK