SMARTR Personal data and cookies policy

1. Introduction

Smart Buildings Limited (“Smart Buildings”, “We”, “our”) operates the SMARTR platform. As a result, Smart Buildings processes the personal data of its customers, potential customers and suppliers (hereon after jointly referred to as “customers”) and adheres to the applicable regulations pertaining to personal data protection.

Smart Buildings operates the SMARTR portal as a Data Processor for customers that are utilizing its Building Management Systems (“BMS”). It is important to us that you feel confident that your personal information is safe and being handled correctly. This Personal Data and Cookies Policy sets out Smart Buildings commitment to protect your privacy and personal data with respect to the Services which we provide to you.

2. Purpose of data processing

Our SMARTR portal is provided in order to facilitate the provision of various services including:

• Provide or improve the Services that you or your employer have requested from us.
• Contact you about products and Services that we think may be of interest to you or your employer.
• Meet any contractual commitments that we have made to you or your employer.

Subsequently, we collect limited personal data from you when you register interest in our products or services and hold personal data on the users of our Services in order to:

• Create, operate and maintain your account;
• Allow users to make full use of our Services features;
• Provide you and/or your Company with support and respond to your enquiries and requests for assistance;
• To manage and improve our Services and aid in the detection, prevention and resolution of any technical issues.

3. Data Categories

When you or your employer join us as a customer, use our SMARTR portal, or get in touch with us, we collect personal data in order to provide you with our Services. We only collect data that is strictly necessary for its intended purposes.

Several categories of data are collected, in particular:

• Personal details (name, reference number and location),
• Contact details (email address and telephone number),
• Other details for example a dedicated reference number, service request number or SMARTR account information such as security questions and passwords.

4. Recipients of the data

Only authorized recipients receive and have access to personal data, in compliance with current applicable data protection regulations. We would like to send you information about products and services but will not share any of your information with third parties. Of course, anyone who does not wish to give consent for their data to be processed in the provision of our SMARTR portal has the opportunity to decline Recipients of personal data may include:

• Our employees involved in the provision of our Services (who are based in the UK).
• Our legal representatives or other concerned parties in circumstances where we reasonably believe that disclosing personal data is necessary to help identify, contact or bring legal action against anyone damaging, injuring or interfering with our rights or property, users or anyone else who could be harmed by such activities;
• Our approved sub-processors including Cloud service providers (Amazon Web Services) and email marketing software. Please note, we only distribute email marketing after your explicit and unequivocal consent is given; data shared is limited only to first name, surname and email You have the right to withdraw from marketing at any time,
• Other potential third-parties to whom you’ve requested products or services, or where we are required by law to disclose information.

5. Data retention

We will not retain your data for any longer than necessary for the purposes set out in this policy. We keep your personal data for the term of your/your employers’ contract with us and ensure it’s been securely deleted from our systems following from the end of your/your employers’ contract with us. Different retention periods apply for different types of data, however the longest we will normally hold your data is 2 years.

6. Storage, transfer and security

Smart Buildings is based in the UK and personal data will only be stored and processed in the EU. If for any reason we need to process personal data outside of the UK, for example where we use website or analytics tools, data will be transferred using the relevant safeguards that have been approved by the relevant regulatory body.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, electronic and managerial controls to safeguard and secure the information we hold. Transaction data is encrypted for your safety.

Smart buildings ensures that any subcontractors it uses implement all necessary technical and organizational measures necessary to ensure that your data is protected.

7. Your rights to your data

You have the right to access, query, amend, delete, limit or request a copy of any personal data which we hold on you. If you would like to exercise these rights, please contact us via the following:

privacy.uk@equans.com or write to us at

Smart Buildings Ltd
Number One,
Great Exhibition Way,
Kirkstall Forge,
Leeds,
LS5 3BF

If you are not satisfied with the response which you receive, you may contact the Information Commissioners Office to make a complaint.

8. Cookies

A cookie is a small text file which is stored on your device. Once you agree, the file is added, and the cookie helps analyse traffic or lets you know when you visit a particular site. Cookies allow internet applications to respond to you as an individual. The internet application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about traffic and improve our portal in order to tailor it to our customer’s needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better Service, by enabling us to monitor which pages you find useful and which you do not. Cookies do not give us access to your device or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most browsers automatically accept cookies, but you can modify your browser setting to decline cookies if you prefer. This however may prevent you from taking full advantage of our portal.

The cookies used within this context are:

9. Updates

Smart Buildings may update this Personal Data and Cookies Policy at any time. Consequently, the user is invited to regularly consult the Personal Data and Cookies Policy that is currently being applied.