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The Smart Business System
Last updated: 8 December 2025
Welcome to The Smart Business System! We provide an AI-powered, cloud-based platform designed for solopreneurs and small business owners to help you plan, organise and grow your business. Our Services combine an AI workspace, community, courses and practical systems so you can run more of your business from one place.
These Terms form our contract with you and set out our obligations as a service provider and your obligations as a customer.
You must not use our Services unless you agree to these Terms.
In these Terms, when we say SBS, we, us or our, we mean:
When we say you or your, we mean both:
For questions about these Terms, or to get in touch with us, you can contact us using the details below:The Smart Business System LtdSix Heather CourtWest Cliff RoadBournemouthBH2 5EPUnited KingdomEmail: hello@thesmartbusinesssystem.com
1. These Terms apply from the earlier of:
and continue until your Account is terminated in line with these Terms.
2. When you sign up to a paid plan, you may select a minimum term (the Commitment Period) such as monthly or annual. Unless we agree otherwise in writing:
3. If you do not want your plan to renew, you must cancel your subscription in your Account settings or by contacting us before the end of your current Commitment Period. If you cancel after that, cancellation will normally take effect at the end of the next Commitment Period.
4. We may update these Terms from time to time. If we make a material change, we will notify you (for example by email or a notice in the app or community). Unless stated otherwise, the updated Terms will apply from your next renewal date. If you do not agree with the changes, you should cancel your Account before renewal. By continuing to use SBS after the updated Terms take effect, you accept them.
1. SBS is designed for business and professional use only, for example by solopreneurs, small businesses and teams.
2. By using SBS you confirm that:
• you are at least 18 years old;• you are using SBS for business purposes, not purely as a consumer; and• if you are using SBS on behalf of a business or organisation, you are authorised to bind that entity to these Terms.
3. If you use SBS as a consumer despite this, you may have additional rights under consumer law. Nothing in these Terms is intended to exclude rights that cannot legally be excluded.
4.1 What we provide
Subject to these Terms and the payment of any applicable fees (the Fees) and the plan you select, we provide you with:
• access to the MySBS app and AI-powered workspace;• access to the SBS community and member areas;• access to courses, challenges, workshops and live sessions;• access to support channels as described on our website or in your plan; and• any other related services we agree to provide on our website(together, the Services).
We will provide the Services with reasonable care and skill and in line with applicable law.
4.2 How you access SBS
You may access the Services via:
You are responsible for ensuring your devices and connections are suitable and free from viruses or harmful code.
4.3 Support
Unless otherwise agreed:
4.4 Not professional advice
SBS provides education, tools and support, including AI-assisted content. Our Services do not constitute legal, financial, tax, investment or other professional advice. You should seek your own professional advice where needed.
You remain responsible for how you use SBS in your business and for any decisions you make.
1. SBS includes AI-powered tools and features, which may be delivered by us and/or third-party AI providers.
2. AI technology is experimental and evolving. AI-generated content may be inaccurate, incomplete, biased or inappropriate. We do not guarantee that any AI output will be correct, suitable or fit for your particular purpose.
3. You are responsible for:• checking that any data you input into AI tools is lawful and appropriate for your business use;• reviewing, editing and verifying AI-generated content before using it, publishing it or sending it to customers;• ensuring AI-generated content does not infringe any person’s intellectual property, privacy or other rights;• not using AI tools for illegal, discriminatory or harmful purposes; and• complying with any additional terms of the underlying AI providers that we notify you of.
4. You should avoid entering unnecessary personal data about identifiable individuals into AI tools. You must not use AI features to process special category data (such as health, ethnicity or beliefs) unless you have a lawful basis, appropriate safeguards and it is consistent with our Privacy Policy.
5. To the extent allowed by law, we are not liable for any loss, damage or claims arising out of or in connection with your use of AI tools or reliance on AI-generated content.
5.1 Ownership of AI Output Subject to your compliance with these Terms and payment of applicable Fees, SBS assigns to you all its right, title and interest in and to the output generated by the AI tools in response to your specific inputs (“AI Output”). This means you own the AI Output and can use it for your business purposes.
However, due to the nature of artificial intelligence, you acknowledge that:• AI Output may not be unique and other users may receive similar content from the AI tools; and• This assignment does not extend to the underlying AI models, algorithms, or the general content libraries of SBS or our third-party providers.
1. Depending on your plan, you may invite other users to access SBS under your Account (each an Authorised User).
2. You are responsible for:• ensuring each Authorised User is aware of and complies with these Terms; and• managing their access and permissions.
3. Each Authorised User login is for one person only. You must not share logins between multiple people. If we reasonably believe logins are being shared, we may:• ask you to purchase additional seats; and/or• suspend or restrict access until the issue is resolved.
4. You are responsible and liable for the acts and omissions of your Authorised Users as if they were your own.
7.1 Plans and Fees1. Details of our subscription plans (the Plans) and Fees are shown on our website.
2. Unless we agree otherwise in writing:• Fees are payable in advance for each billing period (for example monthly or annually);• Fees are non-refundable except where we are required to provide a refund by law;• Fees are exclusive of taxes, which may be added as required by law.
3. We may update our Plans and Fees from time to time. If we increase the Fees for a Plan you are already on, we will give you at least 30 days’ notice and the new Fees will apply from your next renewal. If you do not agree, you may cancel before that renewal date.
7.2 Free trials1. We offer a 14 day free trial of certain Plans for a limited period (a Free Trial). Eligibility, duration and inclusions for Free Trials are shown on our website.2. Free Trials are offered at our discretion and may be restricted to new customers. We may end a Free Trial early if we reasonably believe it is being misused.3. If you have provided payment details and do not cancel before the end of your Free Trial, your subscription may automatically convert to a paid Plan and the applicable Fees will be charged.
7.3 Overages and fair use1. Some Plans may include usage limits (for example seats, workspaces, projects, storage or AI usage). You agree not to deliberately circumvent these limits (for example by repeatedly creating and deleting assets purely to avoid Fees).
2. If your usage materially exceeds the limits of your Plan or what we consider reasonable for similar customers, we may:• ask you to move to a more suitable Plan; and/or• apply additional Overage Fees for the extra usage at our then-current rates.
3. We will normally give you 3 days notice before applying Overage Fees or changing your Plan, unless your usage is causing technical or security issues.
1. You may request to upgrade or downgrade your Plan in your Account settings or by contacting us.
2. If you upgrade:• the new Plan will usually take effect immediately; and• any increase in Fees may be charged straight away or pro-rated on your next billing date.
3. If you downgrade:• the new Plan will take effect either immediately or from your next billing date (as shown in your Account); and• downgrading may result in the loss of certain features, limits, content or data.
4. You are responsible for backing up any data you wish to keep before downgrading. To the extent allowed by law, we are not liable for loss resulting from a downgrade you request.
1. If we cannot collect any Fees when due, we may:• retry your payment method; and• notify you that payment is overdue.
2. If payment remains outstanding for more than 14 days after the due date, we may:• suspend or restrict access to your Account (including the app and community) until all overdue amounts are paid; and/or• treat non-payment as a material breach and terminate your Account under section 15.
10.1 Your Data
1. In these Terms, Your Data means:• content, files and information you upload, create or store in SBS (for example documents, notes, templates, plans, targets, transcripts and AI prompts/outputs);• messages, posts and other contributions you make in the community; and• any other data you submit or share through the Services.2. You retain ownership of Your Data.3. You grant SBS a non-exclusive, worldwide, royalty-free licence to host, use, reproduce and display Your Data as needed to:• provide, maintain and improve the Services;• operate the community, courses and events;• provide support; and• comply with our legal obligations.4. We will handle personal data within Your Data as described in our Privacy Policy.
10.2 Backups and exportWe take reasonable steps to protect and back up data on our systems, but:• we do not guarantee that Your Data will always be available or recoverable; and• you are responsible for maintaining your own backups of important information.Before cancelling, downgrading or making major changes, you should export or copy any data you wish to keep.
10.3 Community content and moderationSome parts of SBS are visible to other members (for example community spaces and comments). You understand that:• content you post in shared or public spaces may be visible to other users;• we may moderate, edit, move or remove content that we reasonably consider to be inappropriate, harmful or in breach of these Terms.You are responsible for ensuring your content is lawful, accurate and appropriate for a professional business community.
11.1 Our IPAll intellectual property rights in the Services (including the MySBS app, website, community, courses, templates, branding, designs and underlying technology) are owned by or licensed to The Smart Business System Ltd.We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Services for your internal business purposes, subject to these Terms and your Plan.You must not (and must not allow others to):• copy, modify or distribute significant parts of the Services;• remove or alter any copyright, trade mark or proprietary notices;• use our name, logo or branding without our prior written permission (other than as allowed by fair and honest use).
11.2 Your IPYou retain ownership of the intellectual property in Your Data and content you create using SBS (subject to any rights you grant to your own customers or third parties).By submitting or posting content via SBS, you grant us the licence described in section 10.1.
11.3 Feedback
If you give us feedback, suggestions or ideas about SBS (Feedback), you agree that we may use this Feedback in any way for our business without obligation to you. We own all rights in any improvements or changes we make based on your Feedback.
You must not use SBS:
We may remove content and, if necessary, suspend or terminate access if we reasonably believe these rules are being breached.
1. SBS may integrate with or link to third-party services, such as:• analytics tools (e.g. Google Analytics 4, Hotjar);• payment processors (e.g. Stripe);• CRM and email tools (e.g. Zoho, MailerLite, Mailchimp, ConvertKit);• automation tools (e.g. Zapier);• scheduling and meeting tools (e.g. Calendly, Zoom); and• other platforms and plugins.
2. These third-party services are provided by others, not SBS. Your use of them may be subject to separate terms and privacy policies, which you are responsible for reviewing.
3. To the extent allowed by law, we are not responsible for and are not liable for:• the availability, performance or actions of third-party services; or• any loss or damage arising from your use of them, except where law requires otherwise.
14.1 Roles of the Parties
14.2 Data Processing Obligations
Where SBS acts as a Processor for Third-Party Data, we agree to:
15.1 Your right to cancel
You may cancel your subscription or Account:
Unless we agree otherwise in writing:
If you have committed to a minimum term (for example an annual plan at a discounted rate), you may remain liable to pay Fees for the rest of that term, even if you cancel early, unless we agree otherwise or the law requires a different outcome.
15.2 Our right to suspend or terminate
We may suspend or terminate your access to SBS (in whole or in part) if:
If we terminate without cause (for example because we are closing the service), we will usually refund any prepaid Fees for the remaining part of the current paid-up period.
15.3 Effect of termination
On termination or expiry of your Account:
To the fullest extent permitted by law:
Nothing in these Terms excludes or limits any warranty or liability that cannot be excluded or limited under applicable law, such as liability for fraud or for death or personal injury caused by negligence.
1. We will not be liable to you for any:
2. Our total aggregate liability to you for all claims arising out of or in connection with SBS and these Terms (whether in contract, tort, negligence or otherwise) is limited to the total Fees you actually paid to SBS in the 12 months immediately before the event giving rise to the claim.
Nothing in these Terms limits liability that cannot lawfully be limited, including liability for fraud or fraudulent misrepresentation, or for death or personal injury caused by negligence.
You agree to indemnify and hold harmless SBS (and our directors, officers, employees and contractors) from and against any claims, losses, damages, costs and expenses (including reasonable legal fees) arising out of or in connection with:
except to the extent caused by our own breach of these Terms or our infringement of third-party rights.
20.1 Assignment
You must not assign, transfer or subcontract any of your rights or obligations under these Terms without our prior written consent.
We may assign or transfer our rights and obligations under these Terms to another entity (for example if we merge, sell or restructure our business). If that happens, we will make sure your rights are not unfairly affected and will let you know where appropriate.
20.2 Entire agreement
These Terms, together with any Order Forms, plan descriptions and our Privacy Policy, form the entire agreement between you and SBS in relation to the Services and replace any previous agreements or understandings.
20.3 No waiver
If we delay or fail to enforce a right under these Terms, that does not mean we have waived that right.
20.4 Severability
If any part of these Terms is held invalid or unenforceable, the rest will continue in full force and effect.
20.5 Governing law and jurisdiction
These Terms and any dispute or claim arising out of or in connection with them are governed by the laws of England and Wales.
Both you and SBS agree that the courts of England and Wales will have non-exclusive jurisdiction. This means you may also have the right to bring proceedings in your own country if mandatory local law gives you that right.
The all-in-one system that brings together AI tools, expert guidance and a supportive community to help you grow your business with less stress and more clarity.
Our Phone: +44 1234 56789
Our Email:support@thesmartbusinesssystem.com
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© 2025 The Smart Business System. All rights reserved.
This Privacy Policy explains how The Smart Business System Ltd (“SBS”, “we”, “our”, or “us”) collects and uses personal information when you use:
The Smart Business System LtdSix Heather CourtWest Cliff RoadBournemouthBH2 5EPUnited Kingdom
Data protection lead: Matt RossPrivacy email: privacy@thesmartbusinesssystem.com
When we say “you” or “your”, we mean visitors to our website, customers, trial users, community members and anyone interacting with us.
We act as a data controller for the personal information we collect about you. Some third-party providers (such as Stripe) will also act as independent controllers of certain data – we explain this below.
This policy covers personal information we collect when you:
It does not cover services we don’t control (for example third-party websites you access via links, or tools run by franchise partners). Those services have their own privacy terms.
We only collect information that we need to run SBS, provide our services, improve the product and meet our legal obligations.
3.1 Identity and contact data
3.2 Account and profile data
3.3 Usage and technical data
3.4 Transaction data
Card details and paymentsWe do not store or have access to your full payment card details. All card payments are processed securely by Stripe or similar payment providers. They act as separate data controllers or processors for your card information. We receive only limited payment information (for example last 4 digits of your card, expiry month/year, and whether a payment was successful).
3.5 Marketing and communication data
3.6 Information we do not intentionally collect
We do not intentionally collect:
If you choose to share this type of information in a free-text field or community post, you are responsible for what you disclose. We will treat it with care but may remove it if inappropriate or not relevant.
We collect personal information in the following ways:
We do not buy lists or use data brokers.
We use your personal information for the following purposes and under these legal bases under the UK GDPR:
5.1 To provide and manage our services
Legal basis:
5.2 To process payments and manage subscriptions
5.3 To provide support and communicate with you
5.4 To run the community, courses and events
5.5 To send you marketing and helpful content
You can opt out of marketing communications at any time by clicking “unsubscribe” in our emails or contacting us at privacy@thesmartbusinesssystem.com.
5.6 To improve SBS and develop new features
5.7 To comply with law and protect our rights
We do not make decisions about you that have legal or similarly significant effects based solely on automated processing.
We only share your personal information when necessary for the purposes described above, and only with trusted service providers or when required by law.
Typical categories of recipients include:
All such service providers are only allowed to use your personal information to provide services to us and must keep it secure and confidential.
We will never sell your personal information.
We are based in the United Kingdom. Some of our service providers are located, or store data, outside the UK and European Economic Area (EEA), including in the United States and other countries.
Where your personal information is transferred outside the UK/EEA, we take steps to ensure it is protected, for example by:
You can contact us for more information about the specific safeguards in place.
We keep personal information only for as long as reasonably necessary for the purposes set out in this policy, including to meet legal, accounting and reporting requirements. As a guide:
Where we no longer have a legal or business reason to keep data, we will delete or anonymise it.
Like most online services, we use cookies and similar technologies to:
9.1 Types of cookies we use
9.2 Managing cookies
When you first visit our site, you may see a cookie banner or notice. Depending on the tool we use, you may be able to choose which non-essential cookies to accept.
You can also manage cookies directly in your browser settings. Blocking some types of cookies may impact your experience of the site or app.
We take security seriously and use a combination of technical and organisational measures to protect your personal information, including:
No system is completely secure, but we aim to apply best-practice safeguards appropriate to the nature of the data we handle.
If we become aware of a data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and relevant authorities where required by law.
Depending on where you live, and subject to some conditions, you may have the following rights over your personal information:
To exercise any of these rights, please contact us at privacy@thesmartbusinesssystem.com. We may need to verify your identity before acting on your request.
Complaints
If you’re unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with your local data-protection authority. In the UK, this is the Information Commissioner’s Office (ICO).
SBS is designed for adults, particularly business owners and professionals. Our services are not directed at children, and we do not knowingly collect personal information from anyone under 18. If you believe that a child has provided us with personal information, please contact us so we can remove it.
We may update this Privacy Policy from time to time to reflect changes in our services, law or best practice. When we make significant changes, we will:
Please check this page regularly to stay informed about how we handle your personal information.