PRIVACY NOTICE AND DATA PROTECTION POLICY
SMARTTEC SYSTEMS LIMITED
Last updated: 11.8.2026
SmartTec Systems Limited respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains how SmartTec Systems Limited collects, uses, stores and protects personal information when you visit our website, contact us, request a quotation, purchase Products or Services from us, arrange an installation, receive technical support, or otherwise communicate with us.
This Privacy Notice should be read together with our Terms and Conditions of Business and, where applicable, our CCTV Installation, Responsibility and Liability Notice.
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- WHO WE ARE
SmartTec Systems Limited is the data controller for personal information that we process for our own business purposes, except where another organisation is responsible for determining the purposes and means of processing.
SmartTec Systems Limited
Lavender House
Bleasby Road
Thurgarton
Nottinghamshire
NG14 7FW
Telephone: 0800 999 1230
Email: info@smarttec-systems.co.uk
Website: www.smarttec-systems.co.uk
Company registration number: 11766731
VAT registration number: 331 299 701
For privacy or data-protection enquiries, please contact us using the details above.
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- WHAT PERSONAL INFORMATION DO WE COLLECT?
Depending on how you interact with us, we may collect and process information including:
* your name;
* postal address;
* installation or service address;
* email address;
* telephone number;
* mobile telephone number;
* company or business details;
* information contained within enquiries;
* quotation and order information;
* Products and Services purchased;
* payment and invoice information;
* records of communications with us;
* information required to arrange an installation or service visit;
* information relating to access to premises;
* information relating to equipment installed or serviced;
* technical information necessary to configure or support equipment;
* website usage information;
* IP address and device information;
* cookie and analytical information;
* information relating to complaints, disputes or warranty claims; and
* any other information you voluntarily provide to us.
We will only collect information which is reasonably necessary for the purposes for which it is being processed.
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- HOW WE COLLECT YOUR INFORMATION
We may collect personal information when you:
* contact us by telephone;
* contact us by email;
* complete a website enquiry or quotation form;
* request Products or Services;
* request an installation;
* request technical support;
* enter into a contract with us;
* purchase Products or Services;
* communicate with our employees, engineers or subcontractors;
* visit or use our website;
* communicate with us through social media or other online platforms;
* provide information during an installation or service visit; or
* otherwise voluntarily provide information to us.
We may also receive limited information from third parties where this is necessary to provide Products or Services or administer our business.
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- HOW WE USE PERSONAL INFORMATION
We may use personal information for purposes including:
* responding to enquiries;
* preparing quotations;
* supplying Products;
* arranging installations;
* providing Services;
* carrying out repairs and maintenance;
* providing technical support;
* administering warranties;
* processing payments;
* issuing invoices;
* recovering outstanding payments;
* communicating with customers;
* maintaining customer and service records;
* arranging deliveries;
* arranging engineer or technician visits;
* managing our suppliers and subcontractors;
* maintaining appropriate business records;
* dealing with complaints and disputes;
* protecting our property, systems and business;
* detecting and preventing fraud or misuse;
* complying with legal and regulatory obligations;
* maintaining website security;
* improving our website and Services; and
* sending marketing communications where we are legally permitted to do so.
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- CUSTOMER COMMUNICATIONS AND ACCESS TO PREMISES
To enable SmartTec Systems Limited to provide, arrange and complete the Products and Services agreed with the Customer, we may contact the Customer using the contact details provided to us.
This may include contact by:
* email;
* telephone;
* SMS/text message; and
* other reasonable electronic or written communication methods where appropriate.
We may contact the Customer for purposes including:
* arranging an installation or service appointment;
* confirming or changing an appointment;
* confirming access arrangements;
* requesting information required to carry out the works;
* requesting access to the premises;
* providing installation or service updates;
* notifying the Customer of delays or changes;
* confirming completion of works;
* arranging follow-up visits;
* dealing with technical or warranty matters;
* requesting information required to diagnose or resolve a fault;
* providing invoices, payment information or other contractual communications; and
* communicating with the Customer about matters reasonably necessary to perform the Agreement.
The Customer acknowledges that providing accurate and up-to-date contact information is important to enable SmartTec to carry out the agreed works.
Where the Customer does not respond to reasonable requests for information, access or confirmation, this may delay the installation or Services.
Where such delay results in additional visits, wasted appointments or additional costs, SmartTec may charge reasonable additional costs where permitted under the Agreement and applicable law.
These communications are service and contractual communications and are separate from marketing communications.
SmartTec may retain relevant communications and contact details where reasonably necessary for the performance of the Agreement, customer service, warranty purposes, accounting, legal obligations, dispute resolution or the establishment, exercise or defence of legal claims.
Where a Customer has opted out of marketing communications, this will not prevent SmartTec from contacting the Customer where the communication is necessary to provide, administer or complete the Products and Services or otherwise manage the contractual relationship.
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- OUR LAWFUL BASIS FOR PROCESSING
We will process personal information only where there is a lawful basis for doing so under applicable data-protection legislation.
Depending on the circumstances, this may include:
Contract
Processing may be necessary to enter into or perform a contract with you, including providing quotations, supplying Products, arranging installations and providing Services.
Legitimate Interests
We may process information where this is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and interests.
Examples may include:
* managing customer relationships;
* administering our business;
* maintaining records;
* recovering money owed to us;
* protecting our property and systems;
* preventing fraud;
* improving our Services;
* dealing with enquiries and complaints; and
* defending or pursuing legal claims.
Legal Obligation
We may process information where necessary to comply with a legal or regulatory obligation.
Consent
Where consent is legally required, we will seek it.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
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- WE DO NOT RELY ON GENERAL CONSENT
Simply visiting our website, contacting us or becoming a customer does not mean that you automatically consent to all processing of your personal information.
Where the law requires consent, we will obtain it in an appropriate manner.
We may process information without consent where another lawful basis applies, including contract, legitimate interests or legal obligation.
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- PAYMENT INFORMATION
Where you make a payment to us, payment may be processed through a third-party payment provider, bank or card-processing service.
We do not normally store complete debit or credit card details on our own systems.
Payment providers may process your information in accordance with their own privacy notices and security procedures.
We may retain payment, transaction and invoice information where necessary for accounting, tax, legal, contractual or business purposes.
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- INFORMATION SHARED WITH THIRD PARTIES
We do not sell or rent customer personal information.
We may share information where reasonably necessary with trusted third parties who assist us in operating our business or providing Products and Services.
These may include:
* equipment manufacturers;
* distributors and suppliers;
* delivery and courier companies;
* subcontractors;
* engineers and technicians;
* IT and software providers;
* website and hosting providers;
* email providers;
* SMS or telecommunications providers;
* accounting and bookkeeping providers;
* payment providers;
* insurers;
* professional advisers;
* solicitors and other legal advisers;
* debt recovery providers;
* courts and other legal authorities;
* law enforcement agencies; and
* government or regulatory authorities where required.
Where we use third-party service providers to process personal information on our behalf, we will take reasonable steps to ensure that appropriate contractual and security arrangements are in place.
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- CCTV AND SECURITY SYSTEM INSTALLATIONS
SmartTec Systems Limited supplies and installs CCTV and related security equipment.
Unless expressly agreed otherwise in writing, SmartTec does not operate or continuously monitor the Customer’s CCTV system.
SmartTec does not normally:
* monitor CCTV footage;
* routinely view Customer recordings;
* determine the purpose for which the Customer uses CCTV;
* determine how long the Customer retains recordings;
* determine who the Customer permits to access recordings; or
* determine whether the Customer should use audio recording.
The Customer is normally responsible for determining how its CCTV system is used and for complying with applicable data-protection and privacy requirements.
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- CCTV DATA CONTROLLER
Where SmartTec installs CCTV at a Customer’s premises, the Customer will normally be the data controller in relation to footage captured by that system because the Customer determines the purpose and manner in which the CCTV is used.
SmartTec does not normally become the data controller simply because it installs, configures or services CCTV equipment.
Where SmartTec accesses a Customer’s system for technical support, maintenance or configuration, the nature of that access will depend on the circumstances.
Where required by law, appropriate data-processing arrangements will be put in place.
SmartTec does not provide legal or data-protection advice unless expressly agreed in writing.
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- ACCESS TO CUSTOMER CCTV SYSTEMS
Where reasonably necessary to provide installation, configuration, maintenance or technical support, SmartTec may require temporary access to a Customer’s CCTV system.
Such access will be limited to what is reasonably necessary for the work being undertaken.
SmartTec will not routinely monitor Customer CCTV footage.
Where remote access credentials are provided to SmartTec, the Customer should ensure that appropriate permissions are provided and that access is removed or changed where appropriate following completion of the work.
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- CCTV RECORDINGS AND PERSONAL DATA
Unless expressly agreed otherwise, SmartTec does not store or control the Customer’s CCTV recordings.
The Customer is normally responsible for:
* determining the retention period;
* controlling access;
* securing recordings;
* responding to requests for footage;
* deciding whether footage should be disclosed to third parties;
* complying with applicable data-protection requirements; and
* ensuring appropriate signage and notices are provided where required.
Further information is contained in our separate CCTV Installation, Responsibility and Liability Notice.
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- INFORMATION SECURITY
We take reasonable technical and organisational measures to protect personal information against:
* unauthorised access;
* accidental loss;
* destruction;
* alteration;
* disclosure; and
* other unlawful or unauthorised processing.
Security measures may include access controls, passwords, secure systems, appropriate software updates, backups and other reasonable technical and organisational safeguards.
No method of storing or transmitting information over the internet can be guaranteed to be completely secure.
You should therefore take reasonable care when transmitting information to us electronically.
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- WEBSITE SECURITY
We take reasonable steps to protect our website and associated systems.
Where appropriate, our website may use encryption and other security measures.
However, we cannot guarantee that our website or any information transmitted through the internet will always be completely secure or free from malicious activity.
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- COOKIES
Our website may use cookies and similar technologies.
Cookies are small files stored on a device when a website is visited.
We may use cookies for purposes including:
* enabling website functionality;
* improving website performance;
* understanding how visitors use our website;
* analysing website traffic;
* remembering preferences;
* improving our website; and
* where lawfully permitted, supporting advertising or remarketing activities.
Some cookies may be provided by third-party services.
Where required by law, we will request appropriate consent before placing non-essential cookies on your device.
You can also manage or disable cookies through your browser settings.
Disabling certain cookies may affect website functionality.
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- WEBSITE ANALYTICS
We may use third-party analytics services to help us understand how visitors use our website.
These services may collect information such as:
* IP address;
* device type;
* browser type;
* operating system;
* pages visited;
* approximate location;
* time spent on pages;
* referral information; and
* other website usage information.
Where third-party analytics services process personal information, their own privacy policies and terms may also apply.
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- MARKETING
We may contact existing customers about Products or Services which may be relevant to them where permitted by applicable law.
We may also send marketing communications where we have obtained the appropriate consent.
You can opt out of marketing communications at any time by:
* using an unsubscribe facility provided in an electronic communication;
* contacting us by email;
* contacting us by telephone; or
* writing to us.
Opting out of marketing does not prevent us from sending important service, contractual, safety, payment or administrative communications.
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- DO NOT AUTOMATICALLY ADD CUSTOMERS TO MARKETING
We will not automatically treat every person who contacts us as having consented to receive marketing communications.
Where consent is required, appropriate consent will be obtained.
We may still contact existing customers where permitted by applicable law, including where the communication relates to the Products or Services previously supplied.
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- DATA RETENTION
We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer period is required or permitted by law.
Retention periods may depend upon:
* the nature of the information;
* the purpose for which it is used;
* our contractual relationship with you;
* accounting and tax requirements;
* warranty requirements;
* legal requirements;
* insurance requirements;
* dispute resolution; and
* the need to establish, exercise or defend legal claims.
When information is no longer required, we will take reasonable steps to securely delete or dispose of it.
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- CUSTOMER AND CONTRACT RECORDS
We may retain information relating to customers, quotations, orders, installations, invoices, warranties, repairs, servicing and communications for as long as reasonably necessary.
This may include technical information about equipment installed at a property where such information is necessary to provide future support or establish what work was carried out.
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- LEGAL AND REGULATORY DISCLOSURES
We may disclose personal information where we reasonably believe that disclosure is necessary to:
* comply with a legal obligation;
* comply with a court order;
* respond to lawful requests from law enforcement;
* prevent or investigate fraud;
* protect our rights or property;
* protect the rights or safety of another person;
* establish, exercise or defend legal claims; or
* comply with applicable regulatory requirements.
Where legally permitted, we will seek to ensure that requests for information are properly authorised.
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- DEBT RECOVERY
Where a Customer fails to pay amounts properly due to SmartTec, we may process and disclose relevant information to:
* debt recovery companies;
* solicitors;
* courts;
* credit-control providers; and
* other professional advisers.
We will only disclose information reasonably necessary for the recovery or administration of the debt.
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- INSURANCE CLAIMS AND SECURITY INCIDENTS
Where necessary, we may disclose relevant information to insurers, loss adjusters, law enforcement agencies or other appropriate parties in connection with:
* theft;
* damage;
* security incidents;
* insurance claims;
* fraud;
* disputes; or
* legal proceedings.
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- INTERNATIONAL DATA TRANSFERS
Some third-party service providers we use may process information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take reasonable steps to ensure that the transfer is carried out in accordance with applicable data-protection legislation and that an appropriate legal safeguard is in place where required.
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- YOUR DATA-PROTECTION RIGHTS
Subject to applicable law, you may have rights including:
* the right to be informed about how your information is used;
* the right to request access to personal information we hold about you;
* the right to request correction of inaccurate information;
* the right to request deletion of information in certain circumstances;
* the right to request restriction of processing in certain circumstances;
* the right to object to certain processing;
* the right to withdraw consent where processing is based on consent;
* the right to data portability in certain circumstances; and
* rights relating to automated decision-making where applicable.
These rights are subject to legal exemptions and limitations.
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- HOW TO EXERCISE YOUR RIGHTS
If you wish to exercise any of your data-protection rights, please contact:
SmartTec Systems Limited
Lavender House
Bleasby Road
Thurgarton
Nottinghamshire
NG14 7FW
Email: info@smarttec-systems.co.uk
Telephone: 0800 999 1230
We may need to verify your identity before providing personal information or making changes to your records.
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- SUBJECT ACCESS REQUESTS
You may request a copy of personal information that we hold about you.
We will deal with valid requests in accordance with applicable data-protection legislation.
Where permitted by law, we may ask for additional information to verify your identity or clarify the information being requested.
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- KEEPING YOUR INFORMATION ACCURATE
We aim to keep personal information accurate and up to date.
If your name, address, telephone number, mobile number, email address or other relevant information changes, please let us know.
You can contact us using the details provided in this Privacy Notice.
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- DATA BREACHES
If we become aware of a personal-data breach, we will assess the incident and take appropriate steps in accordance with applicable data-protection legislation.
Where notification to the Information Commissioner’s Office or affected individuals is legally required, we will make the appropriate notification within the applicable timescale.
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- THIRD-PARTY WEBSITES
Our website may contain links to third-party websites.
We are not responsible for the privacy practices, content, security or operation of third-party websites.
You should review the privacy notice of any third-party website before providing personal information to it.
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- CHILDREN
Our website and Services are not specifically directed at children.
We do not knowingly seek to collect personal information from children where such collection is not appropriate.
If you believe that a child has provided personal information to us in circumstances where it should not have been collected, please contact us.
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- AUTOMATED DECISION-MAKING
We do not currently use personal information to make decisions about customers based solely on automated processing which produces legal or similarly significant effects.
If this changes, we will update this Privacy Notice where required.
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- COMPLAINTS
If you have concerns about the way we have handled your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.
You also have the right to complain to the UK data-protection regulator.
The regulator is the:
Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
You can find information about making a data-protection complaint on the ICO website.
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- CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time to reflect:
* changes in our business;
* changes to our Services;
* changes in technology;
* changes in data-protection law; or
* changes in how we process personal information.
The latest version will be published on our website with the date on which it was last updated.
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- CONTACT DETAILS
If you have any questions about this Privacy Notice or how SmartTec Systems Limited handles personal information, please contact us.
SmartTec Systems Limited
Lavender House
Bleasby Road
Thurgarton
Nottinghamshire
NG14 7FW
Telephone: 0800 999 1230
Email: info@smarttec-systems.co.uk
Website: www.smarttec-systems.co.uk
Company registration number: 11766731
VAT registration number: 331 299 701
⸻
IMPORTANT INFORMATION FOR CCTV CUSTOMERS
SmartTec Systems Limited is primarily an installer and supplier of CCTV and security equipment.
Unless expressly agreed otherwise in writing, we do not provide continuous CCTV monitoring, emergency response, ongoing review of CCTV footage or management of the Customer’s CCTV recordings.
SmartTec is responsible for carrying out the installation and configuration Services that have been agreed with the Customer and for exercising reasonable skill and care in doing so.
The Customer is normally responsible for deciding how its CCTV system is used and for ensuring that its use complies with applicable privacy and data-protection requirements.
The Customer is also responsible for the ongoing operation of the system, including passwords, authorised users, internet connectivity, retention of recordings, access to recordings, signage and responding to alerts, unless SmartTec has expressly agreed otherwise in writing.
Our separate CCTV Installation, Responsibility and Liability Notice provides further information about the respective responsibilities of SmartTec and the Customer.
Nothing in this Privacy Notice is intended to exclude or restrict any statutory rights or obligations which cannot lawfully be excluded or restricted.
⸻
SmartTec Systems Limited
Lavender House
Bleasby Road
Thurgarton
Nottinghamshire
NG14 7FW
Telephone: 0800 999 1230
Email: info@smarttec-systems.co.uk
Website: www.smarttec-systems.co.uk
Company No.: 11766731
VAT No.: 331 299 701