Privacy & Cookies

Overview

Smartvisual Ltd respects your privacy. This notice explains how we collect and use personal information when you visit our website, make an enquiry, create an account, place an order, request a quotation, arrange delivery or installation, or ask for support. It also explains the cookies and similar technologies currently used on the website.

Smartvisual Ltd is the controller of the personal information described in this notice. We are registered in England and Wales under company number 04075614. Our registered office is Ty Menter, Navigation Park, Abercynon, Rhondda Cynon Taf, Wales, CF45 4SN.

To ask a privacy question or exercise a data-protection right, use the contact form on our Contact page or write to our registered office. You can also telephone 020 3137 9551.

Last reviewed: July 2026. We review this notice when services, suppliers or cookie behaviour change.

1. Information we collect

Depending on your interaction with us, we may collect:

• your name, organisation, job role and contact details;
• account login and account-preference information;
• enquiry, quotation, order, billing, delivery and transaction information;
• installation location, access requirements and project information;
• product models, serial numbers and support communications;
• information contained in forms, correspondence, calls or complaints;
• website and device information such as IP address, browser, device type, referring source, pages viewed during a session and cookie identifiers;
• records needed to prevent fraud, protect the website and demonstrate compliance.

Please do not send special-category information or confidential personal information unless it is genuinely necessary and we have asked for it.

2. How we obtain information

We usually receive information directly from you, from a colleague acting for your organisation, or automatically from your browser when you use the website. We may also receive delivery or order updates from suppliers, manufacturers, installers, couriers and payment providers involved in fulfilling your request.

3. Why we use information and our lawful bases

We use information:

• to answer enquiries, prepare quotations and take steps requested before a contract — contract or legitimate interests;
• to process orders, payments, deliveries, installation, warranties, returns and support — contract;
• to manage business-customer relationships where the contract is with an organisation — legitimate interests in providing and administering our services;
• to keep tax, accounting, product-safety and other legally required records — legal obligation;
• to secure the website, prevent fraud, troubleshoot faults and establish or defend legal claims — legitimate interests and, where applicable, legal obligation;
• to improve products, services and website usability using limited session attribution information — legitimate interests, subject to PECR requirements;
• to send electronic marketing where permitted — consent or the applicable PECR business/soft-opt-in rule, with an opt-out in every message.

Where we rely on legitimate interests, those interests include operating and protecting our business, responding to professional enquiries, fulfilling organisational orders, improving service and preventing misuse. We consider necessity, reasonable expectations and privacy impact before relying on this basis.

We do not currently identify any solely automated decision that produces legal or similarly significant effects for customers.

4. Website orders, accounts and payments

When you create an account or place an order, we may process contact, billing, delivery, order, account and technical information. We use it to administer your account, accept and fulfil orders, communicate about them, handle returns or warranties, maintain accounting records and detect misuse.

Online card and supported wallet payments will be processed by Stripe when payments are enabled. Payment details are submitted securely to Stripe, which processes them under its own privacy information and applicable data-protection responsibilities. Smartvisual may receive payment status, transaction references, fraud or risk indicators and limited card information such as card type and last digits, but does not intend to store full card numbers or security codes. We use this information because it is necessary to take payment and perform the contract, prevent fraud and maintain legally required financial records.

5. Enquiries, demonstrations and support

Forms may collect your name, organisation, email address, telephone number, enquiry type, order number and message. We use this information to route and respond to the request, prepare a quotation, arrange a demonstration or installation, and maintain an appropriate service record.

The form consent statement acknowledges submission and response to the enquiry; where processing is necessary to answer a request, contract or legitimate interests may be the relevant lawful basis rather than consent.

6. Sharing information

We share only what is reasonably necessary with categories of recipient such as:

• suppliers and manufacturers involved in availability, fulfilment, warranty or technical support;
• couriers, logistics providers and installers;
• website, hosting, email, backup, security and IT-support providers;
• Stripe and any replacement payment provider used to authorise payments, prevent fraud and administer refunds;
• advertising and measurement partners, but only where the relevant technology has been enabled and any consent required by PECR and UK data-protection law has been obtained;
• accountants, professional advisers, insurers and banks;
• regulators, courts, law-enforcement bodies or other authorities where legally required;
• a purchaser or adviser in connection with a genuine business sale or restructuring, subject to appropriate confidentiality safeguards.

The website is currently hosted in the UK. We describe the hosting location rather than naming the provider because providers may change. We require service providers to protect information and use it only for authorised purposes.

7. International transfers

Some suppliers or technology providers, including Stripe, advertising and measurement partners, and product-data services, may process information outside the UK. Where that happens, we will use a lawful transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards, and any required transfer-risk assessment. You may request information about applicable safeguards through our contact form.

Some catalogue information and manufacturer media are supplied through a third-party product-data service. That service may operate internationally. Its processing, storage behaviour and safeguards should be rechecked periodically and before any material expansion of embedded content.

8. Retention

We do not keep personal information indefinitely. Because Smartvisual has not adopted fixed retention periods, we use documented criteria: the nature and duration of the enquiry or customer relationship; warranty, support and project requirements; legal limitation periods; tax and accounting obligations; product-safety needs; disputes; security; and whether the information is still necessary for its original purpose.

Information is deleted, anonymised or securely archived when it is no longer reasonably required. Smartvisual should adopt an internal retention schedule so this section can later state clearer periods.

9. Security

We use proportionate technical and organisational measures designed to protect information from unauthorised access, loss, misuse or alteration. Measures may include access controls, secure website connections, software maintenance, backups and limiting access to people and providers who need the information. No internet service can guarantee absolute security.

10. Your rights

Depending on the circumstances, you may have rights to be informed; obtain access; correct inaccurate information; request erasure or restriction; object to processing; receive certain information in a portable format; withdraw consent; and challenge certain automated decisions.

The right to object to direct marketing is absolute. Other rights can be limited by legal exemptions or the lawful basis being used. To exercise a right, use our contact form or write to our registered office. We may ask for proportionate information to verify identity.

You may complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the opportunity to address your concern first.

11. Cookies and similar technologies

Cookies are small files or values stored on or accessed from your device. PECR normally requires clear information and consent before non-essential cookies are used. Consent is not normally required for technology strictly necessary to provide a service you request, such as maintaining a shopping basket, but it must still be explained.

Essential shopping cookies

• basket-status cookies detect changes to basket contents and whether the basket contains items;
• shopping-session cookies associate a visitor with their server-side basket and maintain the shopping session;
• recently-viewed cookies support that feature where it is enabled; and
• store-notice cookies remember when a visitor dismisses a website notice.

These essential shopping cookies last only for the browser session or for the limited period needed to maintain the basket, shopping session or dismissed notice. They do not themselves store payment-card information. Account login and website-security cookies may also be used when a user signs in.

Order-source information

With your consent, we may use cookies or similar technologies to understand how visitors found our website—for example, through a search engine, advertisement, campaign or another website. If you place an order, this source information may be associated with the order to help us assess website and marketing performance. These technologies are not used until the required consent has been obtained.

Payment technology

Payment pages may use cookies or similar technologies for secure payment processing, fraud prevention, authentication and payment-session continuity. Strictly necessary payment technology may operate without marketing consent where the legal exception applies. Any payment technology used for additional measurement or advertising purposes will be used only after the required consent has been obtained.

Advertising and conversion measurement

Smartvisual may use third-party advertising and measurement partners. Depending on the services enabled, these partners may use cookies, pixels or similar technologies to measure advertising conversions, limit or personalise advertising, build audiences, attribute visits and detect fraud. This may involve online identifiers, IP address, device and browser information, page visits, interactions, referral information and order or conversion data.

Advertising and non-essential measurement technology will not be loaded until the user has made the relevant consent choice. Users can reject it as easily as they accept it and can change their choice later.

Third-party catalogue data and embedded product media

Product pages may load catalogue information, manufacturer media or videos through a third-party product-data service. Opening embedded content can disclose technical information such as IP address and browser details to the external provider and may result in third-party storage or cookies. Non-essential embedded content should be consent-controlled where required. The provider does not need to be promoted in the main privacy wording, but the final cookie audit must still identify any third party that actually sets or reads non-essential cookies where needed to give users clear information.

Managing cookies

Users can delete or block cookies through browser settings, but blocking essential cookies can prevent the basket, checkout or account from working. A consent control must be provided before non-essential cookies or embedded services are enabled. Users should be able to change their choice as easily as they gave it.

12. Children

The website sells professional technology and is not directed at children. We do not knowingly ask children to create accounts or place orders. A parent, guardian, school or other responsible organisation should contact us if they believe a child has provided personal information inappropriately.

13. Changes to this notice

We may update this notice when our activities, suppliers, website technology or the law changes. The page will show the date of the latest material review. Material changes will be communicated where reasonably appropriate.