Privacy policy

Smart Core Privacy Policy

Effective date: 25 September 2025

This privacy policy explains how Smart Core, trading as part of Vanti Ltd, collects, uses, and protects personal information. It applies to visitors to our website, users of the Smart Core platform and associated products (including Smart Core BOS and Smart Core Connect), and individuals who interact with us for support, recruitment, or marketing purposes. We are committed to protecting your personal data and handling it in accordance with the General Data Protection Regulation (GDPR) and UK data protection law.

Who we are

Smart Core is a trading name of Vanti Ltd, registered at: 44 Upper Gough Street, Birmingham, West Midlands, England, B1 1JL. For privacy and data protection enquiries, you can contact us at hello@smartcore.io. Our general contact for data protection is Mike Brooman.

What we collect

We may collect and process the following categories of personal information: Account registration data: name, email address, organisation, role, login credentials. Marketing data: contact details, marketing preferences, event sign-ups. Usage data: IP address, device/browser type, in-app actions, error logs. Building/workplace data: occupancy data, access logs, sensor readings (to the extent these may relate to an identifiable person). Support interactions: chat, email, tickets, and call records. Recruitment data: information provided in job applications.

How we use your data

We process your personal data for the following purposes: Operating the Smart Core platform and services. Providing customer support and resolving issues. Improving our services, including analytics, product telemetry, and feature development. Marketing and sales outreach, where you have given consent. Recruitment processes.

Lawful basis

We process personal data under the following legal bases: Contractual necessity: to provide and support Smart Core services. Legitimate interests: to improve our services and maintain secure operations. Legal obligation: where required to comply with law. Consent: for marketing communications (you can withdraw at any time).

Sharing your data

We will not sell your personal information. We may share it only where necessary: With trusted service providers (such as cloud hosting, analytics, CRM, and support providers) who process data on our behalf. With resellers, partners, or integrators, where reasonably required as part of a sales or co-selling process. Where required by law, or to establish, exercise, or defend legal claims. All processors are bound by data protection agreements and act only on our instructions.

International transfers

We currently store data in the UK. If in future data is transferred outside the UK/EU, we will ensure appropriate safeguards such as Standard Contractual Clauses are in place.

Data retention

We keep personal data only as long as necessary for the purposes described: Platform and account data: retained for the duration of your contract, then anonymised. Workplace/building data: anonymised as part of our standard processing. Marketing data: retained until you unsubscribe or request deletion. Recruitment data: retained only as long as reasonably necessary for the process.

Security

We use appropriate technical and organisational measures to protect your personal data. These include encryption, anonymisation, access controls, and monitoring. While no system is entirely risk-free, we continuously review our practices against recognised standards.

On-premise Smart Core BOS

Smart Core BOS is an on-premise platform deployed within customer environments. This means that Smart Core does not have access to customer building or workplace data generated by BOS unless such access is explicitly provided by the customer for support or integration purposes. Customers retain full control of their data in BOS installations.

Marketing communications

If you subscribe to updates, we may send product news, events, and marketing communications. You may unsubscribe at any time via the link in each email or by contacting us.

Your rights

Under GDPR, you have the right to: Be informed about how we use your data. Access your personal data. Request correction or deletion of data. Restrict or object to processing. Request data portability. Not be subject to automated decision-making or profiling. You can exercise these rights by contacting us at hello@smartcore.io or via our web form. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

Children’s data

Smart Core services are not directed at children under 16, and we do not knowingly collect personal data from them.

Updates to this policy

We may update this policy from time to time. Please check back on this page to ensure you are happy with any changes.

Contact us

If you have questions or concerns about this policy or your data, contact us at: Smart Core (Vanti Ltd), 44 Upper Gough Street, Birmingham, West Midlands, England, B1 1JL. Email: hello@smartcore.io.