Privacy Policy
The Smarta Way to protect data
Privacy Policy
1. Introduction
​
This Privacy Policy explains how Smarta Energy Limited collects, uses, shares, retains and protects personal information when individuals use its website, contact it, receive communications from it, register for events or resources, apply for employment, provide services to it, or otherwise interact with it in a business or professional capacity. Smarta Energy Limited is the controller of the personal information described in this policy unless it expressly states otherwise in a specific context.
​
2. Controller Details
​
Controller: Smarta Energy Limited
Company number: 12403001
Registered office: Building 3, Workwell Office, Selby Road, Leeds, West Yorkshire, England, LS15 4LG
Website: www.smartaenergy.com
Email: enquiries@smartaenergy.com
Telephone: 0330 0947 110
If Smarta Energy appoints a data protection officer or a UK representative whose details must be disclosed by law, this policy will be updated to include the relevant contact information.
​
3. Who this policy applies to
​
This policy applies to personal information relating to:
(a) website visitors;
(b) individuals who make enquiries or request information;
(c) current, former and prospective clients and client contacts;
(d) supplier, contractor, consultant, intermediary and partner contacts;
(e) individuals who register for events, webinars, downloads or updates;
(f) job applicants and prospective workers; and
(g) other individuals who communicate with Smarta Energy or represent organisations dealing with it.
​
4. Categories of personal information we may collect
Depending on the nature of your interaction with us, we may collect and use the following categories of personal information:
(a) Identity and professional details: name, title, employer, role, department and professional contact profile
(b) Contact details: business email address, telephone number, postal address and communication preferences
(c) Relationship and enquiry information: details of your enquiry, correspondence, meeting notes, requests, interests and records of dealings with you or your organisation
(d) Service, proposal and account information: information relevant to proposed or actual services, contracts, tenders, quotations, billing, account administration and operational support
(e) Marketing and engagement information: records of preferences, subscriptions, event attendance, download activity and engagement with communications
(f) Website and technical information: IP address, browser type, device information, online identifiers, page interaction data, log data and cookie-related information
(g) Recruitment information: CVs, application details, employment history, qualifications, references and right-to-work or suitability information where provided
(h) Compliance and risk information: due-diligence information, sanctions or adverse-media screening results where appropriate, and information relevant to legal or regulatory compliance
(i) Special category or sensitive information: only where lawfully provided and genuinely necessary, for example recruitment adjustments or legal claims information
​
5. Sources of personal information
​
We may collect personal information directly from you, from your employer or organisation, through forms and communications, through use of our website, from publicly available sources such as company websites or professional networking platforms, from service providers acting on our behalf, and from third parties involved in transactions, referrals, recruitment or compliance checks.
​
6. How and why we use personal information
​
The purposes for which we use personal information, and the principal lawful bases on which we rely, are set out below. More than one lawful basis may apply depending on the circumstances.
​
Purpose of processing
Typical personal information used
Principal lawful basis
Administering, operating, securing and improving the website and related digital services
Technical data, cookie related data, usage data, IP address, device and browser information
Legitimate interests in operating and improving our website; compliance with legal obligations where applicable; consent for non-essential cookies and similar technologies where required
Responding to enquiries, arranging meetings and providing requested information
Identity, contact details, enquiry details, correspondence
Legitimate interests in managing business communications and opportunities; steps prior to entering into a contract where applicable
Preparing proposals, discussing services and managing prospective client relationships
Identity, business contact details, organisation data, service requirements, correspondence
Legitimate interests in developing and managing commercial relationships; steps at the request of the data subject before entering into a contract where applicable
Delivering services, managing contracts, administering accounts and supporting operational activities
Contact details, contract and account information, communications, operational records
Performance of a contract; legitimate interests in administering business operations
Managing supplier, consultant and partner relationships, including procurement and payment processes
Business contact details, due diligence information, payment and contractual information
Performance of a contract; legitimate interests in supply-chain and business management; legal obligation where appilcable
Recruitment and assessment of candidates
Application materials, employment history, qualifications, interview records, references
Legitimate interests in recruitment and workforce planning; steps prior to entering into a contract; legal obligation where applicable; consent in limited circumstances
Managing events, webinars, downloads, subscriptions and resource requests
Identity, contact details, registration information, attendance and engagement records
Legitimate interests in business development and knowledge-sharing; consent where required for certain communications
Sending business-to business updates, market intelligence and other direct marketing communications
Identity, business contact details, role, organisation, engagement history, preferences
Legitimate interests in promoting relevant services and insights; consent where required under PECR or where otherwise relied upon
Complying with legal, regulatory and governance obligations
Identity, contact, due-diligence, compliance, contractual and transactional records
Legal obligation; legitimate interests in governance, audit, risk management and legal compliance
Protecting legal rights, managing disputes, obtaining advice and pursuing or defending claims
Any information relevant to the matter concerned
Legitimate interests in establishing, exercising or defending legal rights; legal obligation where applicable
Business administration, record-keeping, transaction management and corporate reorganisation
Contact, contractual, financial, relationship and due-diligence information
Legitimate interests in responsible business management and corporate continuity
7. Direct Marketing and your right to object
​
Smarta Energy may send business-to-business communications which it considers relevant to the recipient’s professional role, organisation or expressed interests. Such communications may include
market updates, service information, event invitations, publications and insights.
​
Where electronic direct marketing is subject to PECR, we will seek to ensure that communications are sent only where a lawful basis exists and any consent requirement or other PECR condition is satisfied. The availability of business contact details does not automatically remove the need to comply with PECR.
You have the right to object at any time to the processing of your personal information for direct marketing purposes. If you object, we will stop using your personal information for that purpose. You may
unsubscribe using any unsubscribe facility included in a communication, or by contacting us using the details in this policy.
​
8. Cookies and similar technologies
​
Our website may use cookies and similar technologies. For further information, including how to manage your preferences, please see our Cookies Policy. Where non-essential cookies or similar technologies are used, consent will be obtained where required by law unless a statutory exception applies.
​
9. Who we may share personal information with
​
We may share personal information, where lawful and appropriate, with the following categories of recipient:
​
(a) service providers and technology suppliers supporting our website, systems, communications, hosting, analytics, recruitment, administration or professional operations;
(b) professional advisers, including legal, regulatory, audit, insurance or compliance advisers;
(c) banks, payment providers and counterparties involved in commercial transactions;
(d) regulators, public authorities, law-enforcement bodies or courts where disclosure is required or appropriate;
(e) actual or prospective purchasers, investors, funders or transaction counterparties, together with their advisers, in connection with a business transaction or reorganisation; and
(f) other recipients where you request or authorise disclosure, or where disclosure is otherwise lawful
​
We do not describe specific processors or providers in this policy because those arrangements may change over time. Where a third party acts as our processor, we expect it to process personal information only on appropriate instructions and subject to contractual safeguards.
​
10. International transfers
​
Some recipients of personal information, including service providers, may be located outside the United Kingdom. Where personal information is transferred internationally, we will take reasonable steps to ensure that the transfer is made lawfully and that appropriate safeguards are in place. Those safeguards may include adequacy regulations, international data transfer agreements, addenda to standard contractual clauses, or another mechanism recognised by UK data-protection law.
You may contact us if you require further information about the safeguards relevant to a particular transfer.
​
11. Retention of personal information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, tax, accounting, contractual, dispute-resolution or record keeping requirements. Retention periods may therefore vary according to the nature of the relationship, the information concerned and the legal or operational context.
​
In determining retention, we may take into account:
​
(a) the nature, sensitivity and volume of the information;
(b) the purpose for which it was collected and whether that purpose remains current;
(c) the risk of harm from unauthorised use or disclosure;
(d) applicable legal or regulatory requirements; and
(e) relevant limitation periods for claims.
​
12. Security
​
We take appropriate technical and organisational measures intended to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access and other unlawful forms of processing. Such measures may include access controls, role-based permissions, contractual safeguards, secure systems, training and internal governance arrangements. No internet transmission or information system is completely secure, and we cannot guarantee absolute security.
​
13. Your Rights
​
Subject to applicable law and any relevant exemptions, you may have the right to:
(a) be informed about how your personal information is used;
(b) request access to personal information we hold about you;
(c) request correction of inaccurate or incomplete information;
(d) request erasure of personal information in certain circumstances;
(e) request restriction of processing in certain circumstances;
(f) object to processing carried out on the basis of legitimate interests;
(g) object at any time to processing for direct marketing;
(h) receive certain personal information in a portable format where the right applies;
(i) withdraw consent at any time where processing is based on consent; and
(j) lodge a complaint with the Information Commissioner’s Office.
These rights are not absolute and may be subject to legal conditions, qualifications and exemptions. We may need to verify your identity before acting on a request.
​
14. Complaints and how to raise concerns
​
If you have a concern about how we handle personal information, we encourage you to contact us in the first instance so that we can review the matter and seek to resolve it. We will take reasonable steps to make the complaints process accessible, including by allowing complaints to be made electronically.
Where a data-protection complaint is made to us, we will aim to acknowledge it within 30 days and respond without undue delay, taking account of the nature and complexity of the matter. This reflects
current expectations under the data-protection framework as amended by the Data (Use and Access) Act 2025.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Further information is available from the ICO.
​
15. Automated decision-making
​
Smarta Energy does not currently use personal information to make decisions based solely on automated processing, including profiling, which produce legal effects or similarly significant effects in relation to website users or ordinary business contacts. If that position changes, this policy and any related fair processing information will be updated as required by law.
​
16. Children
​
Our website and services are intended principally for organisations and professional users. They are not directed at children. If we become aware that we have collected personal information from a child in circumstances not intended by our services, we will review the matter and, where appropriate, take steps to delete or otherwise deal with the information lawfully.
​
17. Links to third-party websites
​
Our website may contain links to websites, platforms or services operated by third parties. We are not responsible for the privacy practices of those third parties, and you should review their privacy information before submitting personal information to them or using their services.
​
18. Changes to this policy
​
We may amend this Privacy Policy from time to time to reflect changes in law, regulation, guidance, technology or business operations. The current version should be made available on the website together with the effective date.
​
19. Contact Details
Smarta Energy Limited Building 3, Workwell Office, Selby Road, Leeds, West Yorkshire, England, LS15 4LG
Email: enquiries@smartaenergy.com
Telephone: 0330 0947 110
​
Approved by K Dixon – Managing Director