Privacy Policy

01. Who We Are

Smart XS ("we", "us") is the trading name of Smart X S Limited. We design, build and manage exhibition stands, events and interiors. We are the data controller for personal information collected through smartxs.co.uk and through enquiries made to us. We handle your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• Company: Smart X S Limited, registered in England and Wales, company number 05440278
• Registered office: 35 Chesterton Close, Hunt End, Redditch, Worcestershire, B97 5XS, United Kingdom
• Email: info@smartxs.co.uk
• Phone: +44 (0) 1527 457784

If you have any questions about this policy or your information, please contact us using the details above.

02. What Information We Collect

Information You Give Us

When you request a quote, use our contact form, email us or call us, we may collect:

• Your name, job title and company name
• Your email address and phone number
• Your company website
• Event details, such as the event name, date, venue and stand size
• Your budget range
• Files you upload, such as images or plans of previous stands
• Anything else you include in your message

Information Collected When You Use Our Website

When you visit smartxs.co.uk, we may automatically collect technical information such as your IP address, browser type, device type, the pages you view and how you arrived at our site. This is collected through cookies and similar technologies (see Cookies below).

Information From Projects

If you become a client, we hold the contact and project details needed to design, build, deliver and invoice your project.

We do not knowingly collect special category data (such as health information), and we ask that you do not send it to us.

03. How We Use Your Information

We only use your information where the law allows us to. The table shows what we use it for and the legal reason.

We will only send you marketing emails if you have agreed to receive them, or if you are an existing client and we are telling you about similar services. You can opt out at any time by replying to any email or contacting info@smartxs.co.uk.

We do not sell your personal information, and we do not use it for automated decision-making.

04. Cookies

Cookies are small text files stored on your device when you visit a website. We use them as follows:

• Essential cookies keep the website working and secure, for example remembering your choices on the cookie banner. These do not need your consent.
• Analytics cookies come from Google Analytics. They tell us how many people visit, which pages they view and how they found us. The information is aggregated and does not identify you by name. We only set these with your consent.

Our website also loads fonts from Google Fonts, which means your IP address is shared with Google so the fonts can be displayed.

You can change your cookie choices at any time through our cookie banner, or block cookies in your browser settings. Blocking essential cookies may stop parts of the site from working.

05. Who We Share Your Information With

We only share your information where it is needed to run our business or deliver your project:

• Website and IT providers, including our website host (Hostinger) and email provider
• Analytics providers, such as Google Analytics, if you have consented
• Project partners, such as joiners, printers, AV suppliers and hauliers. They work from a project scope that we prepare, and we do not pass on the personal details you submit through our website
• Event organisers and venues, where we must register contractors or submit stand plans on your behalf
• Professional advisers, such as accountants, lawyers and insurers
• Authorities, where the law requires us to

Everyone we share information with must keep it secure and use it only for the purpose we gave it to them.

International Transfers

Some providers, such as Google, may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement. If we deliver a project at an overseas event, we may need to share relevant details with organisers, venues and suppliers in that country.

06. How Long We Keep Your Information

We keep personal information only for as long as we need it:

After this, we securely delete or anonymise it.

07. How We Keep Your Information Safe

We use appropriate technical and organisational measures to protect your information, including secure (HTTPS) connections on our website, password-protected systems and limiting access to staff and partners who need it. No method of sending information over the internet is completely secure, but we work to protect your information and act quickly if a problem occurs.

08. Your Rights

Under UK data protection law, you have the right to:

• Ask for a copy of the information we hold about you
• Ask us to correct information that is wrong or incomplete
• Ask us to delete your information
• Ask us to limit how we use your information
• Object to us using your information, including for marketing
• Ask us to transfer your information to another organisation
• Withdraw your consent at any time, where we rely on consent

To use any of these rights, email info@smartxs.co.uk or write to us at the address above. We will respond within one month. There is normally no charge.

09. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection, at ico.org.uk or on 0303 123 1113.

10. Changes to This Policy

We may update this policy from time to time. The latest version will always be on this page.