Last updated on: 3 April 2025

TRW LTD trading as Smart Secretary (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose and protect your personal data when you interact with our website https://smartsecretary.ai (the “Website”).

This policy complies with the UK GDPR, the Data Protection Act 2018, the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), and the California Online Privacy Protection Act (CalOPPA).

1. Information We Collect

We collect personal information that you voluntarily provide via our contact form. This may include:

• First name and last name

• Email address

• Phone number

• Address (as input in the form)

• Your message or inquiry

In addition, we may automatically collect certain technical data, such as:

• IP address

• Browser type and version

• Device information

• Referring website

• Usage data (e.g. pages visited, time on site)

This technical data is collected through third-party analytics tools, including:

• Google Analytics

• Hotjar

2. How We Use Your Information

We use the information collected for the following purposes:

• To respond to your enquiries and messages sent via our contact form

• To manage and improve our Website and services

• To analyse site usage through tools like Google Analytics and Hotjar

• To store and manage your enquiry within our CRM system (Monday.com)

• To comply with legal obligations where applicable

We do not use your personal data for unsolicited marketing communications.

3. Sharing Your Information

We may share your personal data in the following circumstances:

• With service providers who help us operate our website and CRM (e.g., GoDaddy for hosting, Monday.com for CRM)

• If legally required to do so, to comply with a legal obligation or protect our legal rights

• In the event of a merger, acquisition or sale of business assets

We do not sell or rent your personal data to third parties.

4. Data Storage and International Transfers

All personal data is processed and stored in hosting centres operated by GoDaddy. These servers may be located outside the United Kingdom.

Where data is transferred internationally, we ensure that appropriate safeguards are in place in accordance with UK and EU data protection regulations.

5. Your Rights

If you are a resident of the United Kingdom, the EU, or California, you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request deletion of your data, subject to legal retention obligations

• Object to or restrict processing of your data

• Withdraw your consent at any time (where applicable)

• Lodge a complaint with a supervisory authority

To exercise any of these rights, please contact us at: info@smartsecretary.ai

6. Children’s Privacy

We do not knowingly collect or process data from individuals under the age of 13. If we become aware that we have collected personal information from a child without verified parental consent, we will delete such information promptly.

7. Cookies and Tracking Technologies

We use cookies and tracking technologies to enhance your user experience and monitor website usage. These cookies collect anonymous data via:

• Google Analytics

• Hotjar

By using the Website, you consent to the use of these cookies. You may modify your browser settings to decline cookies.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, or to comply with legal and contractual obligations. Once data is no longer required, it will be securely deleted or anonymised.

9. Changes to This Policy

We reserve the right to update this Privacy Policy from time to time. We will notify you of any significant changes by posting an updated version on our Website with the new effective date.

10. Contact Us

If you have any questions or requests regarding this Privacy Policy, please contact:

TRW LTD T/A Smart Secretary
Unit 2, 26 Foxbury Road
Ringwood, Dorset, BH24 2SG
United Kingdom
Email: info@smartsecretary.ai