Privacy Policy
Company: Smart Workplace Solutions Ltd
Company number: 16082821
Registered office: Oxfordshire, UK
Contact email: info@smartworkplace-solutions.com
Revision date: 1 September 2026
1. Introduction
Smart Workplace Solutions Ltd (“SWS”, “we”, “us” or “our”) provides workplace and real estate consultancy, including fractional leadership, workplace reviews, office relocation and workplace transformation. This policy explains how we collect, use, store and protect personal data when you visit our website, contact us, or book time with us, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are the "data controller" of the personal data described in this policy.
2. The data we collect
We collect personal data in the following ways:
Contact form: when you submit an enquiry through our website, we collect your name, email address, phone number (if provided) and the content of your message.
Booking/calendar tool: when you book a call or meeting through our Google Calendar booking page, we collect your name, email address and any details you provide about the meeting purpose.
Website analytics: our website uses Squarespace's built-in analytics, which may use cookies to collect information about how visitors use the site (such as pages viewed and general location). See our Cookie Policy for full details.
Correspondence: if you email or call us directly, we keep a record of that correspondence and any personal data it contains.
We do not knowingly collect financial, payment card, or special category data (such as health or racial/ethnic data) through our website.
3. How we use your data and our legal basis
We use your personal data for the following purposes:
To respond to enquiries and correspond with you — legal basis: legitimate interests (responding to business enquiries) or steps taken at your request prior to entering a contract.
To arrange and manage meetings and calls you book with us — legal basis: legitimate interests / pre-contractual steps.
To provide our services to clients once engaged, including invoicing and record-keeping — legal basis: performance of a contract and compliance with legal obligations (e.g. tax records).
To understand how our website is used and improve it — legal basis: legitimate interests, or consent where required for non-essential cookies (see Cookie Policy).
To comply with our legal and regulatory obligations.
We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects, and we do not sell your personal data to third parties.
4. Who we share your data with
We share personal data with a limited number of trusted third-party service providers who process data on our behalf ("processors"), including:
Squarespace, Inc. — website hosting and built-in analytics.
Google (Google Calendar) — to manage meeting bookings via our scheduling page.
Our email provider — to send and receive correspondence.
Professional advisers (e.g. accountant, legal adviser) where necessary, and regulators or law enforcement where required by law.
These providers may use your data only as instructed by us and in line with their own privacy and security obligations. We do not share your data with third parties for their own marketing purposes.
5. International data transfers
Some of our service providers (including Squarespace and Google, for our booking calendar) are based in, or transfer data to, the United States or other countries outside the UK. Where this happens, we rely on appropriate safeguards recognised under UK data protection law, such as Standard Contractual Clauses or the provider's participation in an approved data transfer framework, to ensure your data continues to receive an equivalent level of protection.
6. How long we keep your data
We keep enquiry and correspondence data for as long as reasonably necessary to deal with your enquiry and for a short period afterwards in case you get back in touch, and no longer than 24 months unless a client relationship develops. We keep client contracts and financial records for the period required by UK tax and company law (currently at least 6 years). We delete or anonymise data once it is no longer needed for these purposes.
7. Your rights
Under UK GDPR, you have the right to:
Access the personal data we hold about you.
Have inaccurate data corrected.
Request erasure of your data in certain circumstances.
Restrict or object to our processing of your data in certain circumstances.
Receive a copy of your data in a portable format, where applicable.
Withdraw consent at any time, where processing is based on consent (e.g. non-essential cookies).
Complain to the Information Commissioner's Office (ICO) if you believe we have not handled your data properly.
To exercise any of these rights, contact us using the details above. You can contact the ICO at ico.org.uk or on 0303 123 1113.
8. Keeping your data secure
We use reasonable technical and organisational measures to protect personal data, including relying on the security features of our website platform and service providers, restricting access to data to those who need it, and using secure, reputable business tools to store and send information.
9. Cookies
Our website uses cookies. Our separate Cookie Policy sets out full details of the cookies we use and how to manage them.
10. Children
Our website and services are directed at businesses and professionals. We do not knowingly collect personal data from children.
11. Changes to this policy
We may update this policy from time to time, for example to reflect changes in our tools or the law. The "last updated" date at the top of this page shows when we last revised it.
12. Contact us
If you have any questions about this policy or how we handle your data, please contact us using the details above.