Terms of Service

The Smart Business System

Terms of Service

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.

1. Who We Are and How to Contact Us

In these Terms, when we say SBS, we, us or our, we mean:

When we say you or your, we mean both:

• you as an individual, and
• if you are using SBS for or on behalf of a business, that business or organisation.

For questions about these Terms, or to get in touch with us, you can contact us using the details below:

The Smart Business System Ltd
Six Heather Court
West Cliff Road
Bournemouth
BH2 5EP
United Kingdom
Email: hello@thesmartbusinesssystem.com

2. Engagement, Term and Commitment Period

1. These Terms apply from the earlier of:

• the date you first create an SBS account through our website or app; or
• the date you sign any written proposal with us.

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:

• your Commitment Period will automatically renew for the same length at the end of each Commitment Period; and
• the Fees for your plan will be charged on or shortly after each renewal date.

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.

3. Who can use SBS

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. Our Services

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:

• a compatible web browser and internet connection; and
• any mobile or desktop apps we make available from time to time.

You are responsible for ensuring your devices and connections are suitable and free from viruses or harmful code.

4.3 Support

Unless otherwise agreed:

• support is available to paying customers and active trial users via the channels described on our website;
• support does not include custom development, implementation, on-site work or support for third-party systems unless we specifically agree this with you.

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.

5. AI tools and AI-generated content

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.

6. Accounts and Authorised Users

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. Plans, Fees, Free Trials and Overages

7.1 Plans and Fees

1. 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 trials

1. 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 use

1. 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.

8. Changes to your Plan

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.

9. Non-payment

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. Your Data and content

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 export

We 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 moderation

Some 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. Intellectual property

11.1 Our IP

All 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 IP

You 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.

12. Acceptable use and fair usage

You must not use SBS:

• in any way that is illegal or breaches applicable laws or regulations;
• to infringe or violate the rights of others, including intellectual property, privacy and confidentiality rights;
• to transmit, share or store content that is defamatory, obscene, discriminatory, hateful, abusive, threatening or harassing;
• to send spam, unsolicited marketing or other unwanted communications;
• to upload, transmit or store viruses, malware or other harmful code;
• to attempt to gain unauthorised access to systems, accounts or data;
• to bypass or compromise security or access controls;
• to reverse engineer or attempt to derive the source code or underlying ideas of SBS (except as allowed by law);
• to sell, resell, rent, lease or provide SBS as a “service bureau” without our written consent; or
• to build a competing service using unauthorised access to SBS.

We may remove content and, if necessary, suspend or terminate access if we reasonably believe these rules are being breached.

13. Third-party services and integrations

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. Privacy and Data Protection

14.1 Roles of the Parties

• SBS as Controller: We act as a data controller for your account information (e.g., your login details, billing info, and usage data). We process this data in line with our Privacy Policy.
• SBS as Processor: Where you upload personal data relating to third parties (e.g., your own clients, leads, or team members) into the Services for us to host or process on your behalf (“Third-Party Data”), you are the Controller and SBS is the Processor.

14.2 Data Processing Obligations

Where SBS acts as a Processor for Third-Party Data, we agree to:

• Instructions: Process that data only on your documented instructions (which includes these Terms and your use of the Service features), unless required otherwise by law.
• Confidentiality: Ensure that our staff and contractors authorised to process the data are committed to confidentiality.
• Security: Implement appropriate technical and organisational measures to protect the data (as described in our Privacy Policy).
• Sub-processors: You grant us general authorisation to use third-party sub-processors (such as our hosting and AI providers) to provide the Services. We remain liable for their acts and omissions.
• Assistance: Provide reasonable assistance to you (at your expense) to help you respond to data subject rights requests and handle data breaches, taking into account the nature of processing.
• Deletion: On termination of your Account, we will delete or return Third-Party Data to you (via the export tools available) in accordance with Section 15.3, unless law requires storage.

15. Ending the Services

15.1 Your right to cancel

You may cancel your subscription or Account:

• via your Account settings (where available); or
• by contacting us using the details above.

Unless we agree otherwise in writing:

• cancellation will take effect at the end of your current Commitment Period; and
• Fees already paid are non-refundable, except where we are required to give a refund by law.

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:

• you fail to pay Fees when due and do not remedy this within a reasonable period;
• you materially breach these Terms and (if the breach can be fixed) do not remedy it within 14 days after we ask you to;
• we reasonably believe your use of SBS is unlawful, harmful, abusive or poses a risk to us, our systems or other users; or
• we decide to discontinue SBS entirely (in which case we will normally give reasonable prior notice, unless it would be unlawful or unsafe to do so).

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:

• your right to access and use SBS ends;
• we may delete or anonymise Your Data after a reasonable period, subject to any legal retention obligations;
• any rights and obligations that have already built up (for example payment obligations and limitations of liability) will continue to apply.

16. Warranties and disclaimers

To the fullest extent permitted by law:

1. SBS is provided on an “as is” and “as available” basis.
2. We do not guarantee that SBS will be uninterrupted or error-free, or that it will always meet your specific requirements.
3. We do not guarantee any particular results, such as increased sales, leads, productivity or profit.
4. All implied warranties or conditions (including those relating to quality, fitness for purpose, non-infringement and reasonable care and skill) are excluded, except where they cannot lawfully be excluded.

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.

17. Limitation of liability

To the fullest extent permitted by law:

1. We will not be liable to you for any:

• loss of profits, revenue, sales or business;
• loss of savings or goodwill;
• loss or corruption of data;
• loss arising from business interruption; or
• indirect, consequential or special loss or damage.

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.

18. Indemnity

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:

• your breach of these Terms;
• your misuse of SBS;
• Your Data and content you submit or share through SBS; or
• any claim that your use of SBS infringes a third party’s rights,

except to the extent caused by our own breach of these Terms or our infringement of third-party rights.

19. Changes to SBS and these Terms

1. We may update or change SBS from time to time (for example adding, removing or modifying features). Where a change is material and negative, we will try to give reasonable notice where practical.
2. We may update these Terms as described in section 2.5. If you continue to use SBS after the updated Terms take effect, you will be deemed to have accepted them. If you do not agree, you must stop using SBS and cancel your Account.

20. General

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.

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Privacy Policy

The Smart Business System

Privacy Policy

Last updated: 8 December 2025

1. Who We Are and How to Contact Us

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 marketing website
• The MySBS app and AI tools
• Our online community
• Our courses, coaching, events, and related services

The Smart Business System Ltd
Six Heather Court
West Cliff Road
Bournemouth
BH2 5EP
United Kingdom

Data protection lead: Matt Ross
Privacy 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.

2. Scope Of This Policy

This policy covers personal information we collect when you:

• Visit our websites and landing pages
• Create an account or start a free trial
• Log in and use the MySBS app
• Join and participate in the SBS community
• Enrol in courses or attend live sessions, workshops or events
• Subscribe to our mailing lists or download resources
• Contact us for support or general enquiries

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.

3. The Personal Information We Collect

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

• First and last name
• Business name, job title or role
• Email address
• Phone number (where provided)
• Postal or billing address (where provided)

3.2 Account and profile data

• Username and login details (passwords are stored in hashed, unreadable form)
• Profile information such as profile photo, timezone and short bio
• Business details such as industry, team size or goals if you choose to share them
• Groups, courses, spaces and events you join
• Community activity (posts, comments, messages, likes)
• Course enrolments, lesson progress and completion data
• Quiz responses and results (for example our AI readiness or diagnostic quizzes)

3.3 Usage and technical data

• IP address, browser type and version, operating system and device type
• Log data such as login times, feature usage, error logs and performance data
• How you navigate our websites and app (pages visited, buttons clicked, time on page)
• Interactions with our emails (opens, clicks, unsubscribes)
• Prompts, text inputs and outputs you submit to MySBS AI tools, to the extent needed to operate the tools, provide the service and improve features

3.4 Transaction data

• Subscription plan, free trial status and renewal dates
• Payment history, invoices, refunds and credit notes

Card details and payments
We 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

• Your marketing preferences (opt-ins, opt-outs and unsubscribes)
• Records of which emails, campaigns and resources you interact with

3.6 Information we do not intentionally collect

We do not intentionally collect:

• Professional / recruitment data (CVs, interview notes, etc.)
• Special category data such as health, ethnicity, religious beliefs or political opinions

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.

4. How We Collect Your Information

We collect personal information in the following ways:

• Directly from you

• When you sign up for a trial, subscription, event, course or community
• When you complete forms on our website (contact, lead magnets, surveys, feedback forms, quizzes)
• When you update your account, profile or settings
• When you contact us by email, support ticket, chat or video call

• Automatically

• Through cookies and similar technologies when you browse our website and use MySBS
• Through analytics tools which track usage and performance

• From third parties

• Payment processors such as Stripe (limited payment and billing information)
• CRM and marketing tools such as Zoho and email service providers
• Scheduling and meeting tools like Calendly and Zoom (booking details and attendance)
• Automation platforms like Zapier, which help connect your actions across tools

We do not buy lists or use data brokers.

5. How We Use Your Information and Legal Bases

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

• Creating and managing your SBS account and profile
• Providing access to MySBS, courses, community, events and resources
• Personalising your experience (e.g. remembering preferences, showing relevant content)

Legal basis:

• Performance of a contract (when you sign up for SBS or start a trial)
• Legitimate interests (operating and improving a small business platform)

5.2 To process payments and manage subscriptions

• Setting up subscriptions and free trials
• Processing payments and issuing invoices
• Handling upgrades, downgrades, cancellations and refunds

Legal basis:

• Performance of a contract
• Compliance with legal obligations (accounting and tax)

5.3 To provide support and communicate with you

• Responding to questions, support requests and feedback
• Communicating changes to the service, downtime and security issues
• Sending transactional messages about your account (e.g. password resets, billing notices)

Legal basis:

• Performance of a contract
• Legitimate interests (keeping you informed about the service you use)

5.4 To run the community, courses and events

• Managing membership and access to groups, spaces and events
• Showing your name, profile and posts in the community
• Recording course progress and attendance for live sessions where needed

Legal basis:

• Performance of a contract
• Legitimate interests (operating an engaged learning and community environment)

5.5 To send you marketing and helpful content

• Sending newsletters, updates, invitations and resources related to SBS and AI for business
• Following up on downloads, webinar registrations and trials where you’d reasonably expect to hear from us

Legal basis:

• Consent (where you explicitly opt in)
• Legitimate interests (for existing customers or where permitted by “soft opt-in”)

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

• Analysing how the website, app and AI tools are used
• Running A/B tests and measuring feature adoption
• Fixing bugs and improving reliability and performance

Legal basis:

• Legitimate interests (developing and improving our services)

5.7 To comply with law and protect our rights

• Keeping records required by law
• Preventing fraud, misuse or security incidents
• Handling disputes or enforcing our Terms of Use

Legal basis:

• Compliance with legal obligations
• Legitimate interests (protecting our business, users and systems)

We do not make decisions about you that have legal or similarly significant effects based solely on automated processing.

6. Who We Share Your Information With

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:

• Hosting and infrastructure providers
  • For example, MySBS hosting (including providers such as Replit, cloud servers and managed WordPress hosting)
• Payment processors
  • Stripe and similar providers to process card payments and manage subscriptions
• CRM and marketing tools
  • Zoho (e.g. Zoho CRM and Zoho Campaigns)
  • Email service providers such as MailerLite, Mailchimp or ConvertKit for sending campaigns and newsletters
• Analytics and user insight tools
  • Google Analytics 4
  • Hotjar and similar tools to understand behaviour and improve UX
• Community and learning tools
  • WordPress, BuddyBoss, LearnDash, MemberPress and add-ons that support our community and courses
• Automation and integration tools
  • Zapier and similar platforms used to connect different services, purely as instructed by us
• Scheduling and communication tools
  • Calendly and Zoom for booking and running calls, workshops and webinars
• Professional advisers and authorities
  • Accountants, auditors, legal advisers, or regulators where necessary

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.

7. International Transfers

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:

• Using providers in countries that have been recognised as providing an adequate level of protection; or
• Putting in place Standard Contractual Clauses or equivalent safeguards approved under UK and EU data-protection law; and
• Requiring our providers to apply appropriate technical and organisational security measures.

You can contact us for more information about the specific safeguards in place.

8. How Long We Keep Your Information

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:

• Active accounts and subscriptions
  • We keep your account and profile data while your SBS account or community membership is active.
• After cancellation or inactivity
  • We normally retain core account records and essential usage data for up to 24 months after cancellation or last active use, in case you return and for limited legitimate interests (for example handling disputes or questions).
• Financial and transaction records
  • We keep invoices, payment history and related financial records for 7 years to comply with tax and accounting law.
• Marketing data
  • We keep email marketing records (such as your email address and subscription status) until you unsubscribe or we decide to stop sending campaigns to that list. We may keep a record of your “unsubscribe” to ensure we honour your choice.
• Support and communications
  • Support tickets, emails and chat logs are typically kept for up to 3 years for training, quality, and to understand historic issues.
• Analytics data
  • Analytics and usage data is kept according to the retention settings of the tools we use (for example 14–26 months in Google Analytics, unless we configure otherwise).

Where we no longer have a legal or business reason to keep data, we will delete or anonymise it.

9. Cookies

Like most online services, we use cookies and similar technologies to:

• Make our website and app work properly
• Remember your preferences (such as login status and settings)
• Understand how visitors use SBS, so we can improve the experience
• Support our marketing, advertising and retargeting efforts

9.1 Types of cookies we use

• Strictly necessary cookies
  Required for the website, community and app to function (for example, keeping you logged in, ensuring security). You can’t turn these off via our systems.
• Performance and analytics cookies
  Used to collect aggregated information about how visitors use our site and app, through tools like Google Analytics 4 and Hotjar.
• Functionality cookies
  Help remember your settings and choices to provide a more personalised experience.
• Marketing and advertising cookies
  Used to deliver and measure marketing campaigns, including retargeting through platforms such as Google or social networks (if implemented).

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.

10. How We Protect Your Information

We take security seriously and use a combination of technical and organisational measures to protect your personal information, including:

• Encrypted connections (HTTPS) across our websites and app
• Secure password handling with hashing and salting
• Role-based access controls so only authorised staff and contractors can access systems
• Multi-factor authentication for key systems where available
• Regular backups and disaster-recovery measures
• Careful selection and due diligence of third-party providers, including data-processing agreements where appropriate
• Internal policies, staff guidance and training on data protection and information security

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.

11. Your Rights

Depending on where you live, and subject to some conditions, you may have the following rights over your personal information:

• Right of access – to obtain a copy of the personal information we hold about you.
• Right to rectification – to have inaccurate or incomplete information corrected.
• Right to erasure – to ask us to delete your personal information in certain circumstances.
• Right to restrict processing – to ask us to pause the use of your data in certain situations.
• Right to data portability – to receive personal data you provided in a structured, commonly used, machine-readable format, and to request that we transmit it to another controller where technically feasible.
• Right to object – to object to our processing of your data where we rely on legitimate interests or for direct marketing.
• Right to withdraw consent – where we rely on consent, you can withdraw it at any time (for example by unsubscribing from marketing emails).

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).

12. Age Restrictions

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.

13. Changes To This Policy

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:

• Update the “Last updated” date at the top of this page, and
• Where appropriate, notify you by email or via a notice in the app or community.

Please check this page regularly to stay informed about how we handle your personal information.

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