Privacy Policy

SmartScanit Group Ltd ("SmartScanit", "we", "us" or "our") is committed to protecting your privacy and handling personal data lawfully, transparently and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what personal data we collect, why we collect it, how we use it and the rights you have.

This policy applies to the SmartScanit Group website (smartscanitgroup.co.uk) and to every product we operate under the SenseEngine™ platform — including LedgerSense™, LedgerSense Ltd, AnalystSense, QuoteSense™, SalonSense™, LanguageSense™, LetterSense™ and the other named portals in the SmartScanit suite.

1. Who we are

The data controller for personal data described in this policy is:

2. What personal data we collect

We collect only what we need to operate our services, respond to enquiries, and meet our legal obligations. The categories differ depending on your relationship with us.

2.1 Website visitors

When you browse smartscanitgroup.co.uk we collect minimal technical information needed to serve the site securely: IP address, browser user-agent, requested URL and timestamp. This information is processed by our hosting and edge infrastructure providers (Lovable, Cloudflare, Supabase) and is retained only as long as necessary for security, abuse-prevention and operational logging.

2.2 Pilot and product enquirers

When you submit an enquiry through a form on the site (for example the LedgerSense pilot enquiry form) we collect the information you provide: name, work email, company name, area of interest and any free-text message. This information is used to reply to your enquiry and to progress a pilot or purchase conversation with you.

2.3 LedgerSense and Sense-suite customers

If your firm engages us to run a matter through LedgerSense or any Sense-suite product, we process the working documents you upload for that matter — bank statements, ledgers, invoices, contracts, tax records, correspondence and similar working papers. These may contain personal data about you, your clients, employees, directors or counterparties.

For those working documents SmartScanit Group Ltd acts as a data processor, and your firm is the data controller. We only process documents on your instruction and in line with our written engagement terms, and we enter into a data processing addendum on request.

2.4 Account and billing information

For paying customers we hold contact and billing details (name, business address, email, VAT number where applicable) and records of invoices issued and payments received. Payment card details are not stored by us — they are handled by our regulated payment providers.

3. Our lawful bases for processing

Under Article 6 of the UK GDPR we rely on the following lawful bases:

• Contract — to provide the services you or your firm have engaged us to provide, and to take steps at your request before entering into a contract (for example handling a pilot enquiry).
• Legitimate interests — to keep our sites secure, prevent fraud and abuse, understand which of our products are used, respond to enquiries, and improve our services. We balance these interests against your rights and interests.
• Legal obligation — to keep accounting records, comply with tax law (HMRC), respond to lawful requests from regulators or courts, and meet our obligations under the UK GDPR.
• Consent — where we rely on your consent (for example, for non-essential cookies or optional marketing communications) we ask for it clearly and you can withdraw it at any time.

4. Sub-processors

We use a small set of vetted service providers to run our infrastructure. Each is bound by written data-processing terms and, where personal data leaves the UK, by appropriate transfer safeguards (International Data Transfer Agreement, UK Addendum to the EU Standard Contractual Clauses, or an adequacy regulation).

We update this list when sub-processors change. A current list is always the one published on this page.

5. How long we keep data

• Site logs — up to 30 days for security and abuse-prevention purposes.
• Pilot and product enquiries — up to 12 months from your last interaction with us, unless the enquiry becomes an active engagement.
• Working documents uploaded to a matter — retained for the duration of the engagement and for 90 days after the final report is delivered, after which they are securely deleted. Longer retention is available on written request from the client firm.
• Engagement, invoicing and tax records — retained for six years after the end of the accounting period, as required by UK company and tax law.

6. Your rights

Under the UK GDPR you have the right to:

• Be informed about how we use your personal data (this policy).
• Access the personal data we hold about you.
• Have inaccurate personal data corrected.
• Have your personal data erased in certain circumstances ("the right to be forgotten").
• Restrict or object to our processing of your personal data.
• Receive your personal data in a portable format.
• Withdraw consent at any time where our processing is based on consent.
• Not be subject to a decision based solely on automated processing that has a legal or similarly significant effect on you.

To exercise any of these rights, contact us at the address in section 8. We respond within one calendar month of receiving a valid request.

7. Cookies

The SmartScanit Group site uses only cookies that are strictly necessary for the site to work — for example, session and CSRF tokens for our own authenticated areas. We do not use advertising or cross-site tracking cookies. If we ever add analytics or preference cookies we will ask for your consent through a cookie banner and describe them here.

8. Contact us

For any privacy question, subject access request, or complaint about how we handle personal data, contact:

9. Complaints to the ICO

You have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection, if you believe your rights have been infringed. We would appreciate the chance to address your concern first, but you can go directly to the ICO at any time.

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113 · ico.org.uk

10. Changes to this policy

We may update this policy from time to time. Material changes will be flagged at the top of the page and, where appropriate, notified to you by email. The "Last updated" date at the top always reflects the current version.