--- title: "Privacy policy | Smart Data" url: https://www.smartdata.net/privacy description: "How smartdata.net collects, uses and protects information, the analytics it uses, and the privacy choices you have." source: "Smart Data (smartdata.net). Markdown copy of the page; the HTML page is canonical." --- Company # Privacy policy **Last updated:** October 2026 This policy covers the website at smartdata.net (the “site”). It is operated by Smart Data (“Smart Data,” “we,” “us”), headquartered at 8571 Gander Creek Drive, Miamisburg, Ohio 45342. Strategic Data Systems (SDS) is part of Smart Data. Other sites we operate, such as sds.io, have their own notices. Questions about this policy or your information: email [info@smartdata.net](mailto:info@smartdata.net), write to us at the address above, or call (937) 886-9166. This site is built for businesses. We don’t sell products to consumers through it, and we don’t use it to collect sensitive information such as health, financial account or government ID data. ## What we collect ### Information you give us **Forms.** When you use a form on the site (for example to talk to us about scope, request a workshop, or get your data readiness summary), we collect: - First name, last name, work email and company name - Your message, if you write one - Your answers to the questions on that form, including any assessment you completed **Data readiness assessment.** When you take the assessment at /data-readiness-assessment, we store your answers and your scored result so we can show you your profile and improve the assessment. We don’t ask for your name to take it. If you ask for your one-page summary, we also collect your work email and organization (and, if you tick the box, that you want our newsletter), and that request reaches us like any other form. The summary opens in your browser; we don’t email it. To prevent abuse, the assessment service keeps a one-way hash of your IP address, never the address itself. **Email and phone.** If you email or call us, we receive what you choose to send, along with your email address or phone number. **Job applications.** The careers page lists open roles from our applicant tracking system, Loxo. When you click a role you go to a job page hosted by Loxo, and your application is collected there under Loxo’s terms, not through this site. ### Information collected automatically - **Device and connection data:** IP address, browser type, operating system, device type, and approximate location (city or region) derived from the IP address - **Usage data:** pages you view, how you arrived (the referring site and campaign tags in the link, such as utm_source), the first page of your visit, the links and buttons you click, and whether you start, send or have trouble with a form - **Security data:** signals our spam check (Cloudflare Turnstile) uses to tell people from automated bots Our own analytics events never include what you type into a form. **How form data connects to your visit.** When you send a form, it carries the page you were on, the campaign tags and landing page of that visit, and the referring site, so we know which page or campaign brought you. If you allow visitor insights, it also carries the HubSpot cookie, which links your request to your earlier visits to the site. ### Cookies and similar technologies We don’t use these technologies to build advertising profiles of you across other websites. We don’t run advertising or retargeting tags. ## How we use information - Reply to your inquiry and set up a conversation - Route your request to the right person on our team - Keep a record of our business relationship - Understand how the site is used and improve its content - Measure which channels and campaigns bring people to the site - Protect the site and our forms from spam, fraud and abuse - Comply with legal obligations and enforce our rights Sending a form doesn’t add you to a newsletter or marketing list unless you tick the box asking for our newsletter, and you can unsubscribe from any newsletter email. We use your details to reply. **We don’t sell your personal information**, and we don’t share it for cross-context behavioral advertising. ## Who we share it with We share information with service providers who process it for us, only as needed for the purposes above: We also share information: - **Within our company,** with our US staff who need it to respond to you - **With related companies** in the Smart Data family, including SDS, where they help us respond to you - **For legal reasons,** when required by law, subpoena or court order, or to protect our rights, safety or property - **In a business transfer,** such as a merger, acquisition or sale of assets, subject to this policy ## Your privacy choices - **On this site.** Use **Your privacy choices** at the bottom of any page to turn analytics, page experience recording or visitor insights on or off for your browser. The site works the same either way. - **Global Privacy Control.** If your browser sends the Global Privacy Control signal, we don’t load Microsoft Clarity or HubSpot’s tracking. - **Browser settings.** Most browsers let you block or delete cookies. Blocking them doesn’t stop you from using the site or its forms. - **Google Analytics.** You can also install Google’s opt-out add-on at tools.google.com/dlpage/gaoptout. ## How long we keep information - **Form submissions and customer relationship records:** as long as needed to respond to you and manage our business relationship. Contacts who never become clients are deleted or anonymized 3 years after their last activity. - **Backup email copies of form submissions:** 12 months, then deleted - **Google Analytics data:** event-level data for 14 months, after which only aggregate reports remain - **HubSpot visit data:** kept with the contact or company record it belongs to, under the same rules as customer relationship records - **Microsoft Clarity recordings:** under Microsoft’s standard retention (currently 30 days for recordings) - **Assessment answers and results:** kept for up to 3 years, then deleted. A summary request you send is kept like any other form submission. - **Form processing logs:** our form service logs a one-way hash of the email address, never the address itself. These logs expire within days. - **Job applications:** kept in Loxo under our recruiting practices ## Security We use reasonable administrative, technical and physical safeguards. All site traffic is encrypted with HTTPS; form submissions are checked for origin, spam and allowed fields before they are stored; our form service keeps only the fields each form needs; and our logs record a hash of email addresses rather than the addresses. No method of transmission or storage is completely secure. If we learn of a security incident affecting your personal information, we will notify you where the law requires. ## Your rights You can ask us what personal information we hold about you, and ask us to correct or delete it, or to stop contacting you. Email [info@smartdata.net](mailto:info@smartdata.net) and we will respond within 30 days. We may need to verify your identity first. We won’t treat you differently for making a request. Residents of some US states, including California, have rights under state privacy laws, such as the right to know what personal information a business collects and how it is used, to request deletion or correction, and to opt out of the sale or sharing of personal information. We honor these requests from any state. An authorized agent may make a request for you with your written permission. **Visitors outside the United States.** Smart Data serves clients in the United States, and the site is hosted and its data processed in the United States. If you visit from another country, your information is transferred to and processed in the United States. Visitors from the European Economic Area, the United Kingdom and Switzerland are asked before any analytics or other optional technology loads. Where your local law gives you rights over your personal information, contact us and we will respond as that law requires. ## Children This site is for business audiences. It isn’t directed to children under 16, and we don’t knowingly collect their personal information. If you believe a child has sent us personal information, contact us and we will delete it. ## Links to other sites The site links to other websites, including Loxo job pages, LinkedIn and partner sites. Their own privacy policies apply there. ## Changes to this policy We may update this policy as our site, tools or legal obligations change, and we will change the date at the top when we do. If a change materially affects how we use information you already gave us, we will take reasonable steps to let you know. ## Contact us Smart Data, 8571 Gander Creek Drive, Miamisburg, Ohio 45342 · [info@smartdata.net](mailto:info@smartdata.net) · (937) 886-9166