Privacy Policy

SmartFlo Systems is the data controller for information about our own customers and website visitors. Where you use our tools and widgets to handle information about your own customers, staff or drivers, you are the controller and we act as your processor, handling that data only on your instructions.

• Account data — name, work email, company name, phone number, workspace settings and team roles.
• Billing data — subscription plan, invoices, billing address and tax status. Card details are handled by Stripe and never stored on our systems.
• Content you create — quotes, deals, jobs, routes, vehicle checks, photos, signatures, documents and messages you put into the tools.
• Data collected by widgets on your site — enquiries, chat messages, calculator results, job applications and cart details submitted by your visitors.
• Technical data — IP address, browser type, device, pages viewed, and error and security logs. Field and driver apps record location only while a run is active.

• To provide the service — performance of our contract with you.
• To take payment and prevent fraud — contract and legitimate interests.
• To keep the platform secure and improve it — legitimate interests.
• To send service emails such as sign-in codes, invoices and deadline reminders — contract.
• To send product and marketing updates — consent, which you can withdraw at any time.
• To meet legal and accounting obligations — legal obligation.

Some features send the content you supply to AI model providers to generate drafts, summaries and recommendations. We only send what is needed for the request, and our providers are contractually barred from using your content to train their models. Don't paste information into AI features that you are not comfortable sharing with a processor.

We use carefully selected providers to run the platform:

• Lovable Cloud (Supabase) — database, authentication and file storage;
• Stripe — payments, subscriptions, invoicing and tax calculation;
• Resend — transactional and sign-in email;
• AI model providers — generation features described above;
• Outscraper — review collection, where you enable it;
• Companies House and HMRC — company and filing lookups, where you enable them;
• Google, Xero and QuickBooks — only where you connect those accounts yourself.

We never sell personal data. We only disclose it otherwise where the law requires it.

Some providers process data outside the UK. Where they do, transfers are protected by UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

Workspace content is kept while your account is active and for 30 days after cancellation, after which it is deleted. Invoices and financial records are kept for six years to meet UK tax law. Security logs are kept for 12 months. Sign-in codes expire within minutes.

Data is encrypted in transit and at rest, access is restricted at the row level so one workspace can never read another's, and optional two-step verification is available to every account. Payment card data never touches our servers.

We use only the small amount of browser storage needed to keep the site working. We do not run advertising trackers, analytics scripts or social media pixels, so there is no cookie pop-up: nothing is loaded that requires your permission first.

When you pay, Stripe may set its own cookies during checkout on Stripe's pages; see Stripe's own privacy notice for details. Our embeddable widgets set only the storage needed to run the widget on your site.

If we ever add analytics or advertising tools in future, we will update this page and show a cookie banner asking for your consent before anything loads.

You have the right to access, correct, delete or port your data, to object to or restrict processing, and to withdraw consent. Email support@smartflosystems.com and we will respond within one month. If you are not satisfied you can complain to the Information Commissioner's Office at ico.org.uk.

The platform is for business use and is not intended for anyone under 18.

We will post any updates on this page and, where the change is significant, notify you by email before it takes effect.