Privacy Policy

1. Who we are Smart Design is a Dutch web agency. We design and build websites, webshops and apps, provide API integrations and SEO, register and transfer domain names, and provide maintenance and support. Smart Design is the controller for the processing of personal data described in this privacy policy. Smart Design, Roordastraat 47, 2035 SB Haarlem, Chamber of Commerce (KvK) number 91907632. E-mail: info@smartdesing.nl, phone: +31 6 14806846. 2. Data we process - Contact details: name, company name, e-mail address, phone number and address. - Information you send us through the contact form, quote requests, e-mail or WhatsApp. - Customer and billing data: VAT number, Chamber of Commerce number, orders, invoices and payment status. - Domain registration data: the registrant and contact details that a registry (such as SIDN for .nl) requires. - Client portal account data: login details (passwords stored encrypted), tickets and messages. - Technical data: IP address, browser type and server logs, needed for security and for the website to work properly. - Only with your consent: anonymous statistics about website visits (analytics cookies). 3. What we use your data for - To answer your questions and quote requests. - To perform our agreement with you: building and delivering projects, registering and transferring domain names, and maintenance and support. - To invoice and process payments. - To comply with legal obligations, such as the statutory tax retention period. - To secure and improve our website and services. 4. Legal bases We process personal data on the basis of the performance of a contract, a legal obligation, our legitimate interest (such as security and answering questions) or your consent (analytics cookies). You can withdraw your consent at any time. 5. Payments Online payments are processed by our payment service provider Mollie B.V. We do not receive or store full card or bank details. 6. Processors and recipients We only share data when this is necessary for our services, with: - Mollie (payments); - our hosting provider, with servers inside the European Union (website and client portal); - our e-mail provider (business e-mail and sending messages); - domain registries and registrars, to register and manage domain names. We conclude a data processing agreement with our processors. We never sell your data to third parties. 7. Retention periods We do not keep data longer than necessary. Invoices and accounting records are kept for 7 years (statutory obligation). Contact requests that do not lead to an assignment are deleted no later than 12 months after the last contact. 8. Cookies We use functional cookies that are needed for the website and the client portal to work. Analytics and marketing cookies are only placed after you consent; you can change that choice at any time. 9. Security We take appropriate technical and organisational measures, such as encrypted connections (HTTPS), encrypted passwords, access restrictions and regular back-ups. 10. Your rights Under the GDPR (AVG) you have the right to access, rectification, erasure, restriction of processing, data portability and to object. Send your request to info@smartdesing.nl; we respond within one month. You can also file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). 11. Smart Design Social (social media management) Through our platform Smart Design Social (https://social.smartdesing.nl) we schedule and publish posts for our clients on TikTok, Instagram, Facebook and YouTube. Each client connects their own account through the platform's official login (such as TikTok Login Kit or Facebook Login). We only get access to accounts whose owner has authorised it. - Data we receive: account ID, username, display name, profile photo and profile link, verification status, public statistics (such as followers, likes and video count), a list of the public videos with their views, likes, comments and shares, and the access tokens the platform gives us. For automatic replies, also comments and private messages on the connected pages. - Purpose: to schedule posts and videos and publish them on the client's behalf, to show the connected account in our dashboard, to prepare monthly reports and, if the client wants this, to answer comments and messages. Reply texts are drafted with the help of our AI provider Anthropic; messages are not used to train AI models. - Where: on our own server with our hosting provider in the European Union. Access tokens are only used for the connection and are never shared. - Retention: for as long as the account is connected. After disconnecting, or on request, we delete the access tokens and related data within 30 days. - Disconnecting: the client can revoke access at any time in our dashboard, in the app itself (for example TikTok: Settings and privacy > Security > Manage app permissions), or by emailing info@smartdesing.nl. - We never sell this data, do not use it for advertising, and comply with the terms of TikTok, Meta and Google (YouTube API Services; see also Google's privacy policy: https://policies.google.com/privacy). 12. Changes We may update this privacy policy. The most recent version is always available on this page.