Privacy Policy

1. Who we are

SmartSelf AI (“we”, “us”, “our”) is a United Kingdom trading name operated by Constantine Lourdas, providing bespoke staffing software for UK agencies. For the purposes of UK GDPR and the Data Protection Act 2018, we are the data controller for personal data collected through this website.

Contact: info@smartselfai.io

2. What personal data we collect

We collect personal data in the following ways:

• Contact & enquiry forms — name, email, company, role, vertical, approximate staff count, and any free-text you voluntarily share when requesting an audit, booking a call, or contacting us.
• Essential cookies — small pieces of data required for the site to function, including your cookie preference itself. These do not require consent.
• Analytics & marketing cookies (optional) — only set if you accept them via the cookie banner. These include Google Analytics, Meta Pixel, and LinkedIn Insight Tag, and they record things like pages visited and form submissions for measurement purposes.
• Server logs — our hosting provider records standard access logs (IP, user-agent, timestamp) for security and diagnostics.

3. Why we process your data and our lawful basis

• To respond to your enquiry — lawful basis: legitimate interests (operating a business) and, where you've initiated the request, steps preparatory to a contract.
• To deliver the service you asked for (e.g. recording and sending an audit, or providing a download) — lawful basis: performance of a contract.
• To send occasional follow-ups — lawful basis: consent (given via the form tick-box), which you can withdraw at any time.
• Analytics & marketing measurement — lawful basis: consent (given via the cookie banner).

4. Who we share your data with

We share data only with processors we rely on to run the business:

• Vercel Inc. (hosting) — serves this website and stores server logs.
• Resend — sends transactional and reply emails (for contact forms, audit delivery, etc.).
• Supabase — stores structured form submissions where relevant (audit requests, download leads).
• Google (Analytics), Meta, and LinkedIn — only if you've accepted marketing/analytics cookies.
• Google Workspace — email and calendar for discovery calls.

Some of these providers operate outside the UK. Where that's the case, transfers rely on UK-approved safeguards such as the UK International Data Transfer Addendum to the EU SCCs, or an adequacy regulation.

We do not sell your personal data.

5. How long we keep your data

• Enquiry & lead-form data: up to 24 months from last contact.
• Client contract data: for the life of the contract + 7 years (HMRC requirement).
• Analytics data: per the default retention of each platform (usually 14 months).

6. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Have inaccurate data corrected
• Have your data erased where lawful grounds exist
• Restrict or object to our processing
• Port your data to another controller
• Withdraw consent at any time (where processing is based on consent)

To exercise any right, email info@smartselfai.io. We'll respond within one calendar month.

You can also lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, though we'd appreciate a chance to resolve concerns directly first.

7. Cookies

We categorise cookies as essential (required), analytics (optional) and marketing (optional). The banner on your first visit lets you accept all, reject non-essential, or customise. You can revisit this choice at any time by clearing our cookies and reloading the site.

8. Security

We use HTTPS across the whole site, modern security headers (HSTS, CSP, X-Frame- Options), and least-privilege access to processor platforms. That said, no system is perfectly secure — we encourage you to report any issue you notice to the contact address above.

9. Changes

We'll update this page when our practices change. The “last updated” date at the top tells you when. If we change anything materially we'll notify enquiry-list contacts by email.