Privacy notice

Last updated: 6 October 2026

This notice explains how Smart Profit Hub handles personal information when you visit our website, contact us, purchase a contractor tool or arrange a custom website, shop, app or business tool.

It covers smartprofithub.io and our Renewal Pack, Renewal Room, Missing Bills and Claim Pack services. Separately operated customer websites and other projects may have their own privacy notices.

1. Who is responsible for your information?

We are the data controller for information used to manage our enquiries, customer relationships, orders and business administration.

When a business customer provides files containing other people's personal information for us to process on its behalf, that customer may be the controller and we may act as its processor. The relevant service agreement must explain those responsibilities and processing instructions.

2. What information we collect

• Contact and enquiry information: your name, email address, business name and information you provide about a proposed project or support request.
• Account information: account identifiers, login details and subscription or workspace status.
• Order and payment records: the service purchased, amount, transaction reference, payment status, invoices and relevant billing details.
• Uploaded files and project materials: documents, photographs, messages, invoices and other materials supplied for a tool or agreed custom build. These may contain information about your staff, customers, contractors or other people.
• Technical information: information recorded by the website and service providers, which may include IP addresses, browser details, access times and error logs.

Information usually comes directly from you, from an authorised person at your business or from providers handling a transaction or operating the service.

Only provide information needed for the job. Do not upload passwords, full payment-card details or unnecessary sensitive information. Contact us before supplying health information, criminal-offence information or other particularly sensitive records so we can establish whether and how they can be handled.

3. Why we use information and our lawful bases

• Enquiries and individual customer contracts: to discuss your requirements, prepare a quote and deliver an agreed service. Where you are the contracting individual, this is necessary to take steps at your request before a contract or to perform that contract.
• Business contacts and service administration: our legitimate interests in communicating with customers, managing projects and providing support, balanced against the rights of the people involved.
• Payments and statutory records: to administer purchases and meet applicable accounting, tax and other legal obligations.
• Security and disputes: our legitimate interests in protecting accounts, investigating faults or misuse and establishing or defending legal claims.

[CONFIRM YOUR MARKETING ACTIVITIES AND LAWFUL BASIS: describe any email marketing, how people subscribe, how they opt out and whether an applicable existing-customer exception is used.]

Where processing relies on consent, you can withdraw it at any time. Withdrawal does not affect processing lawfully carried out before that withdrawal.

If information necessary to provide a service is not supplied, we may be unable to complete the purchase, deliver the service or investigate a support request.

4. Uploaded files and assisted processing

We use materials you supply to provide the service you request, such as organising a document pack, identifying potentially missing invoices or preparing project deliverables.

You are responsible for having authority to share information about other people. Where you act as their controller, you must provide appropriate privacy information and a lawful basis for the processing.

[CONFIRM WHETHER FILES OR THEIR CONTENTS ARE SENT TO AI SERVICES. If so, identify the providers, purposes, relevant data categories, retention arrangements and any use for model training.]

Tool-generated classifications or suggestions require review before you rely on them or share the resulting documents.

[CONFIRM WHETHER ANY SOLELY AUTOMATED DECISIONS WITH LEGAL OR SIMILARLY SIGNIFICANT EFFECTS ARE MADE. If applicable, explain the decision process, consequences and available safeguards.]

5. Providers and other recipients

Our service setup includes the following providers. We share information relevant to the functions they perform:

• Hostinger: hosting the website and related infrastructure.
• Base44: operating our hosted business-tool applications and their associated account and file functions.
• Stripe: processing payments and providing transaction information. Card details entered into its payment facilities are handled by Stripe; Smart Profit Hub does not need your full card number by email.

[ADD ANY OTHER ACTUAL PROVIDERS: email delivery, storage, backups, analytics, advertising tags, AI processing or support services. Remove any provider above that is no longer used.]

Information may also be disclosed to professional advisers, authorities or other recipients where necessary for a legal obligation or the establishment or defence of legal claims.

6. International processing

[CONFIRM WHERE YOUR PROVIDERS PROCESS PERSONAL INFORMATION. Identify relevant processing outside the UK, the applicable adequacy decision or other transfer safeguard, and how a person can obtain information about that safeguard.]

7. How long information is kept

Retention depends on why the information is held. We need to distinguish uploaded working files from account information, support correspondence and records required for accounting or legal purposes.

• Uploaded files and generated packs: [ADD THE ACTUAL RETENTION PERIOD OR CLEAR DELETION CRITERIA FOR EACH TOOL, INCLUDING AFTER WORKSPACE CLOSURE.]
• Accounts and support correspondence: [ADD THE ACTUAL PERIOD OR RETENTION CRITERIA.]
• Custom-project materials: [ADD THE AGREED RETENTION AND HANDOVER ARRANGEMENTS.]
• Transaction and tax records: [ADD THE APPLICABLE RETENTION PERIOD FOR YOUR BUSINESS.]
• Logs and backups: [ADD THE ACTUAL LOG RETENTION AND BACKUP DELETION CYCLE.]

Information needed for an unresolved dispute or legal obligation may have to be retained longer. Deletion of a live record may not immediately remove copies from backups.

8. Cookies and similar technologies

Websites, application login systems and payment facilities may use cookies or similar technologies for functions such as maintaining a session, security and processing a purchase.

[ADD YOUR ACTUAL COOKIE AND TRACKING DETAILS: names or categories, purposes, providers, durations and how visitors manage choices. Include analytics or Google Ads conversion tracking if installed. State how consent is obtained where required.]

Browser settings can restrict cookies, but disabling essential storage may prevent login or other requested functions from working. Running an advertising campaign does not by itself establish which tracking technologies are installed on this site.

9. Protecting information

[DESCRIBE YOUR VERIFIED SECURITY MEASURES AT A SUITABLE HIGH LEVEL, INCLUDING ACCESS CONTROLS AND FILE-SHARING SETTINGS. DO NOT CLAIM FILES ARE PRIVATE OR ENCRYPTED WITHOUT CHECKING.]

Keep your login details secure. If you suspect that an account or file has been accessed without permission, contact us promptly using the email address above.

10. Your data protection rights

Depending on the circumstances and lawful basis, you may have rights to:

• Request access to your personal information.
• Ask for inaccurate or incomplete information to be corrected.
• Request deletion where the right applies.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Object to use of your information for direct marketing.
• Receive or transfer information where portability applies.
• Withdraw consent where processing relies on it.

These rights are not absolute. For example, we may need to retain some records to meet a legal obligation.

Contact hello@smartprofithub.io to make a request. We may need proportionate information to confirm your identity. We will respond within the applicable statutory timescale, normally one month, and explain any lawful extension.

11. Complaints

Please contact us if you have a concern about how your information is handled. You also have the right to complain to the UK's Information Commissioner's Office.

Contact the Information Commissioner's Office

12. Updates to this notice

We will update this notice when our services or processing arrangements change. The date above identifies the latest revision. Where required, we will bring material changes to your attention.