Company number will be added once incorporation is complete.
For website enquiries and our own account administration, SmartBay determines how information is used. For booking and operational information provided through a warehouse customer’s service, that customer directs its use. The final controller/processor allocation and contractual terms require legal confirmation; the statement above does not make SmartBay the sole controller of every booking record.
Information we collect
We handle business identity and contact details; organisation, warehouse and customer configuration; account and access information; and support or contact enquiries. Booking records may include contact names, telephone numbers, vehicle and load details, appointment times, references and uploaded delivery paperwork.
The service also records booking status history, audited changes, notification delivery information and technical information used to authenticate access and protect the service. Please provide only information relevant to your enquiry or warehouse visit.
How we use information
We use information to provide and secure SmartBay, authenticate access, create and manage bookings, support warehouse operations, send configured notifications and respond to support and contact enquiries. We may also use information to meet legal obligations and aggregated information to improve the product.
Legal confirmation required: specify the lawful basis for each purpose, including any legitimate interests and the handling of information supplied by other people.
Retention
Cancelled and historical bookings, attached delivery paperwork, status history and audit records are retained by the service. Pausing an organisation or allowing its trial to expire retains its data and setup; it does not automatically delete them. Contact enquiries are retained for follow-up.
Unattached upload sessions become eligible for cleanup only after 24 hours without session or object activity. That cleanup does not delete attached booking paperwork.
Legal confirmation required: the retention schedule for each category, backup retention, deletion procedures and the customer’s instructions. No fixed general retention period has yet been approved.
Your rights
Depending on the circumstances and applicable law, you may ask to access or correct your personal information, request erasure or restriction, object to processing or request a portable copy. Where processing relies on consent, you may withdraw it. These rights are subject to conditions and exceptions.
Send a request to the contact address below, describing the information and relevant organisation or booking. We may need to verify your identity and coordinate with the warehouse customer responsible for the information. You can raise a concern with the UK Information Commissioner’s Office (ICO) if you are unhappy with how your information is handled.
Legal confirmation required: request-handling arrangements, applicable response periods and the final allocation of responsibility for warehouse customer requests.
Contact
For privacy questions or to exercise your information rights, contact:
Staging legal-review draft. Subject to legal confirmation before publication.