Privacy Policy

1. Introduction

At Smart-Help.ai and SmarterWebsites.ai (“we”, “us”, “our”), we are committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our:

• Websites
• AI chatbot and voice services
• SMS and email communications
• Marketing and automation systems

We aim to operate in line with GDPR and applicable data protection laws.

2. What Data We Collect

We may collect and store the following information:

• Name and contact details (email, phone number)
• Business information (if applicable)
• Messages and enquiries submitted via forms, chatbots, or calls
• Appointment and booking details
• Communication history (SMS, email, chat)
• Website usage data (cookies, analytics)

3. How We Use Your Data

We use your data to:

• Respond to enquiries and provide services
• Deliver AI chatbot, voice, and automation services
• Send service-related communications
• Send review requests and follow-ups
• Improve our services and user experience
• Send marketing communications (only where consent or lawful basis exists)

4. Communication & Marketing

We may contact you via:

• Email
• SMS (text messages)
• Website chat

We only send marketing communications where:

• You have given consent, or
• There is a legitimate interest (e.g. existing customer relationship)

5. Data Storage & Security

We take data security extremely seriously.

Your data is stored securely within our CRM and automation systems, which provides:

• Encrypted data storage
• Secure access controls
• Role-based permissions
• Monitoring and system safeguards

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

• Unauthorised access
• Loss or misuse
• Alteration or disclosure

While we maintain high security standards, no system can be guaranteed 100% secure, and users should take reasonable precautions when sharing data online.

6. Data Sharing

We do NOT sell or share your personal data with third parties for advertising purposes.

We may only share data with:

• Trusted service providers (e.g. CRM, hosting, communication tools)
• Where required by law or regulation

All providers are selected based on their commitment to data protection and security.

7. GDPR & Consent

We follow key principles of GDPR, including:

• Lawful basis for processing (consent, contract, or legitimate interest)
• Data minimisation (only collecting what is necessary)
• Transparency (clear explanation of data usage)

User rights, including:

• Access to your data
• Correction of inaccurate data
• Deletion (“right to be forgotten”)
• Withdrawal of consent

Consent is obtained where required via:

• Form checkboxes
• Opt-in mechanisms
• Clear communication notices

8. Data Retention

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

• Provide services
• Comply with legal obligations
• Resolve disputes

You may request deletion of your data at any time.

9. Sub-Account Users & Client Responsibility

For clients using our platform (e.g. businesses using Smart-Help.ai services):

• You are responsible for how you collect, use, and manage your customer data
• You act as the data controller for your contacts
• We act as a data processor providing the infrastructure

You agree to:

• Obtain proper consent from your users
• Use the system in compliance with applicable laws
• Not misuse or unlawfully process personal data

We are not liable for misuse of the platform by sub-account users.

10. Cookies & Tracking

Our websites may use cookies and tracking tools to:

• Improve user experience
• Analyse traffic
• Support marketing efforts

You can control cookie settings through your browser.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date.

12. Contact

If you have any questions about this Privacy Policy or your data, contact:

Smart-Help.ai
📧 hello@smart-help.ai