Privacy Policy

1. Introduction

Smart Wolf Ltd ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, process, and protect your personal data when you visit our website (https://smartwolf.co.uk), use our FileMaker development and support services, or interact with us.

As a UK-based company, we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We maintain Cyber Essentials certification to ensure robust security of your data.

2. Information We Collect

2.1 Information You Provide Directly

We collect information when you:

• Complete contact forms on our website
• Email us directly
• Engage our FileMaker development or support services
• Subscribe to our communications
• Participate in consultations or project discussions

This may include:

• Name and contact details (email, phone, address)
• Company information and role
• Project requirements and technical specifications
• Communication preferences
• Any other information you choose to share

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent
• Referring website
• Device type and screen resolution

2.3 Communication Tracking

We may record:

• Email opens and link clicks in our communications
• Response times and interaction patterns
• Support ticket communications via our support management system

2.4 Service Delivery Information

When providing our services, we may access or process:

• FileMaker database structures and configurations
• System performance data
• User access logs (for support purposes)
• Integration data with third-party systems

3. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Legitimate Interest: Website analytics, security monitoring, business development
• Contract: Delivering FileMaker development and support services
• Consent: Marketing communications and non-essential cookies
• Legal Obligation: Tax records, data protection compliance

4. How We Use Your Information

4.1 Service Delivery

• Providing FileMaker development, web development, and support services
• Project management and communication
• Technical support via our support management system
• System monitoring and maintenance

4.2 Website Improvement

• Analysing website usage to improve user experience
• Optimising site structure and content
• Understanding popular content and services

4.3 Communication

• Responding to enquiries and providing information
• Sending service updates and important notifications
• Sharing relevant industry insights (with consent)
• Support ticket management and resolution

4.4 Business Operations

• Account management and billing
• Quality assurance and service improvement
• Legal compliance and record keeping

5. Cookies and Tracking Technologies

5.1 Essential Cookies

We use essential cookies for:

• Website functionality and security
• User session management
• Form submission processing

5.2 Analytics Cookies

• Google Analytics 4: Provides anonymous usage statistics
• We do not have access to personally identifiable information through analytics
• You can opt out via browser settings or Google's opt-out tools

5.3 Your Cookie Choices

• Configure preferences through browser settings
• Some functionality may be limited if cookies are disabled
• You can withdraw consent for non-essential cookies at any time

6. Data Protection and Security

6.1 Security Measures

We implement comprehensive security measures including:

6.2 Data Storage

• Client data stored in secure cloud environments with reputable providers
• Regular backups with encryption
• Geographically distributed storage for redundancy
• Data retention policies aligned with business and legal requirements

7. Data Sharing and Third Parties

7.1 Trusted Service Providers

We share data only with trusted third parties who assist in our operations:

• Communication platforms: Client communication and project collaboration
• Support systems: Support ticket management and client assistance
• Analytics services: Anonymous website usage statistics (including Google Analytics)
• Financial systems: Billing and accounting management
• Hosting providers: Secure web hosting and data storage services

7.2 Legal Requirements

We may disclose information when required by law, to:

• Comply with legal obligations or court orders
• Protect our rights, property, or safety
• Enforce our terms of service
• Prevent fraud or illegal activities

7.3 No Commercial Data Sharing

We do not sell, trade, or commercially transfer your personal information to third parties for marketing purposes.

8. International Data Transfers

When we transfer data outside the UK:

• We ensure adequate protection through standard contractual clauses
• Recipients are required to maintain equivalent data protection standards
• Transfers are limited to necessary business operations

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

9.1 Access and Portability

• Request copies of your personal data
• Receive data in a structured, machine-readable format

9.2 Correction and Deletion

• Correct inaccurate personal information
• Request deletion of your data (subject to legal requirements)

9.3 Processing Controls

• Object to processing based on legitimate interests
• Restrict processing in certain circumstances
• Withdraw consent for marketing communications

9.4 Exercising Your Rights

Contact us at admin@smartwolf.co.uk to exercise any of these rights. We will respond within one month and may request verification of your identity.

10. Data Retention

We retain personal data only as long as necessary for:

• Service delivery: Duration of our business relationship plus 7 years
• Legal compliance: As required by UK tax and business regulations
• Website analytics: 26 months (Google Analytics default)
• Marketing: Until you unsubscribe or object

11. Children's Privacy

Our services are designed for businesses and professional users. We do not knowingly collect personal information from individuals under 16 years of age.

12. Third-Party Websites

Our website may contain links to third-party sites. We are not responsible for their privacy practices. We recommend reviewing their privacy policies before providing personal information.

13. Changes to This Policy

We may update this Privacy Policy to reflect:

• Changes in our business practices
• New legal requirements
• Improvements to our services

Updated versions will be posted on this page with a revised "Last Updated" date. Significant changes will be communicated via email to existing clients.

14. Contact Information