Privacy Policy

1. Who We Are and How to Contact Us

This Privacy Policy explains how The Smart Business System Ltd (“SBS”, “we”, “our”, or “us”) collects and uses personal information when you use:

• The Smart Business System marketing website
• The MySBS app and AI tools
• Our online community
• Our courses, coaching, events, and related services

Data protection lead: Matt Ross
Privacy email: privacy@thesmartbusinesssystem.com

When we say “you” or “your”, we mean visitors to our website, customers, trial users, community members and anyone interacting with us. We act as a data controller for the personal information we collect about you. Some third-party providers (such as Stripe) will also act as independent controllers of certain data.

2. Scope of This Policy

This policy covers personal information we collect when you:

• Visit our websites and landing pages
• Create an account or start a free trial
• Log in and use the MySBS app
• Join and participate in the SBS community
• Enrol in courses or attend live sessions, workshops or events
• Subscribe to our mailing lists or download resources
• Contact us for support or general enquiries

It does not cover services we don’t control (for example third-party websites you access via links, or tools run by franchise partners). Those services have their own privacy terms.

3. The Personal Information We Collect

We only collect information that we need to run SBS, provide our services, improve the product and meet our legal obligations.

3.1 Identity and contact data

• First and last name
• Business name, job title or role
• Email address
• Phone number (where provided)
• Postal or billing address (where provided)

3.2 Account and profile data

• Username and login details (passwords are stored in hashed, unreadable form)
• Profile information such as profile photo, timezone and short bio
• Business details such as industry, team size or goals if you choose to share them
• Groups, courses, spaces and events you join
• Community activity (posts, comments, messages, likes)
• Course enrolments, lesson progress and completion data
• Quiz responses and results (for example our AI readiness or diagnostic quizzes)

3.3 Usage and technical data

• IP address, browser type and version, operating system and device type
• Log data such as login times, feature usage, error logs and performance data
• How you navigate our websites and app (pages visited, buttons clicked, time on page)
• Interactions with our emails (opens, clicks, unsubscribes)
• Prompts, text inputs and outputs you submit to MySBS AI tools, to the extent needed to operate the tools, provide the service and improve features

3.4 Transaction data

• Subscription plan, free trial status and renewal dates
• Payment history, invoices, refunds and credit notes
• Card details and payments: We do not store or have access to your full payment card details. All card payments are processed securely by Stripe or similar payment providers.

3.5 Marketing and communication data

• Your marketing preferences (opt-ins, opt-outs and unsubscribes)
• Records of which emails, campaigns and resources you interact with

3.6 Information we do not intentionally collect

We do not intentionally collect professional/recruitment data or special category data (health, ethnicity, etc.).

4. How We Collect Your Information

• Directly from you: Sign-ups, forms, profile updates, and direct contact.
• Automatically: Cookies and analytics tools.
• From third parties: Payment processors (Stripe), CRM/Marketing tools (Zoho), Scheduling tools (Calendly/Zoom), and automation platforms (Zapier).

5. How We Use Your Information and Legal Bases

• 5.1 To provide and manage our services: Contract / Legitimate interests
• 5.2 To process payments and manage subscriptions: Contract / Legal obligation
• 5.3 To provide support and communicate with you: Contract / Legitimate interests
• 5.4 To run the community, courses and events: Contract / Legitimate interests
• 5.5 To send you marketing and helpful content: Consent / Legitimate interests
• 5.6 To improve SBS and develop new features: Legitimate interests
• 5.7 To comply with law and protect our rights: Legal obligation / Legitimate interests

6. Who We Share Your Information With

Typical categories of recipients include:

• Hosting and infrastructure providers (Replit, cloud servers)
• Payment processors (Stripe)
• CRM and marketing tools (Zoho, MailerLite, Mailchimp)
• Analytics and user insight tools (Google Analytics 4, Hotjar)
• Community and learning tools (WordPress, BuddyBoss, LearnDash)
• Automation tools (Zapier)
• Scheduling tools (Calendly, Zoom)
• Professional advisers and authorities

7. International Transfers

Data may be transferred outside the UK/EEA (e.g., to the US). We ensure protection via adequacy decisions, Standard Contractual Clauses, or equivalent safeguards.

8. How Long We Keep Your Information

• Active accounts: While active.
• After cancellation: Core records for up to 24 months.
• Financial records: 7 years for tax/accounting.
• Marketing data: Until unsubscribe.
• Support logs: Up to 3 years.
• Analytics: 14–26 months.

9. Cookies

We use strictly necessary, performance/analytics, functionality, and marketing cookies. Users can manage preferences via the cookie banner or browser settings.

10. How We Protect Your Information

Measures include HTTPS encryption, secure password hashing, role-based access controls, multi-factor authentication, and regular backups.

11. Your Rights

You have the right to: Access, Rectification, Erasure, Restriction, Portability, Objection, and Withdrawal of Consent. Contact privacy@thesmartbusinesssystem.com to exercise these rights. Complaints can be lodged with the ICO (UK).

12. Age Restrictions

Services are not directed at children; we do not knowingly collect information from anyone under 18.

13. Changes to This Policy

Significant updates will be reflected in the “Last updated” date and notified via email or app notice where appropriate.