Smart Hands

Privacy Policy

Last updated: 3 April 2026

1. Who we are

Smart Hands is a trading name of Logical Llama Limited, a company registered in England and Wales (company number 16803899). Our registered address is 86-90 Paul Street, London, EC2A 4NE.

For the purposes of data protection law, Logical Llama Limited is the data controller. If you have any questions about this policy or how we handle your personal data, please contact us at [email protected].

2. What data we collect

We may collect and process the following personal data:

  • Account information — name, email address, phone number, job title, and company details when you register for a Smart Hands Portal account or submit a get-started enquiry.
  • Authentication data — hashed passwords, two-factor authentication secrets, and single sign-on (SSO/SAML) identifiers.
  • Usage data — information about how you use our website, portal, and mobile app, including pages visited, features used, and timestamps.
  • Location data — GPS coordinates collected when engineers check in to or check out of site visits via the mobile app. This is collected only at the point of check-in/check-out and only with your device’s permission.
  • Device information — device name, operating system, and push notification tokens when you use our mobile app.
  • Communications — messages, attachments, and notes exchanged through the portal or mobile app in relation to work orders, materials orders, and support requests.
  • Billing information — billing contact details, invoicing addresses, and payment-related information. We do not store credit or debit card numbers directly.

3. How we use your data

We use your personal data for the following purposes:

  • Service delivery — to provide, manage, and improve our smart hands and infrastructure services, including work order management, site visit coordination, and materials procurement.
  • Account management — to create and maintain your portal account, authenticate your identity, and manage team membership.
  • Communication — to send you service-related messages, updates on work orders, and responses to support requests.
  • Notifications — to deliver push notifications and email notifications about activity relevant to you.
  • Invoicing — to generate and send invoices, credit notes, and related financial documents.
  • Legal compliance — to comply with applicable laws, regulations, and legal processes.
  • Security — to protect our services, detect fraud, and enforce our terms.

4. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract — processing necessary for the performance of our contract with you or your organisation (e.g. delivering services, managing your account).
  • Legitimate interests — processing necessary for our legitimate business interests, such as improving our services, ensuring security, and communicating with you about your projects.
  • Legal obligation — processing necessary to comply with legal requirements (e.g. tax and accounting obligations).
  • Consent — where you have given specific consent, such as opting in to marketing communications. You may withdraw consent at any time.

5. How we share your data

We may share your personal data with:

  • Service providers — trusted third parties who help us deliver our services, including cloud hosting providers, email delivery services, and accounting software (e.g. Xero). These providers process data only on our instructions and are contractually bound to protect your data.
  • Your organisation — if you access Smart Hands through a team or company account, your team administrator may be able to view your activity within the portal.
  • Legal authorities — where required by law, regulation, or legal process.

We do not sell your personal data to third parties.

6. Data retention

We retain your personal data for as long as your account is active or as needed to provide you with our services. When an account is deactivated, we retain data for a reasonable period to comply with legal obligations (e.g. tax records for 7 years), resolve disputes, and enforce our agreements. We periodically review and delete data that is no longer required.

7. Data security

We take appropriate technical and organisational measures to protect your personal data, including encryption in transit (TLS), encryption at rest, access controls, two-factor authentication, and regular security reviews. While no system is completely secure, we are committed to protecting your data to the highest practical standard.

8. Your rights

Under UK data protection law, you have the following rights:

  • Access — request a copy of the personal data we hold about you.
  • Rectification — request correction of inaccurate or incomplete data.
  • Erasure — request deletion of your personal data, subject to legal retention requirements.
  • Restriction — request that we limit how we use your data.
  • Portability — request a copy of your data in a structured, machine-readable format.
  • Objection — object to processing based on legitimate interests.

To exercise any of these rights, please contact us at [email protected]. We will respond within one month.

9. Cookies and analytics

Our website uses Google Analytics and LinkedIn Insight Tag to understand how visitors interact with our site. These services may set cookies on your device. Our portal and mobile app do not use third-party tracking cookies.

10. International transfers

Some of our service providers may process data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner’s Office (ICO).

11. Children

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

12. Changes to this policy

We may update this privacy policy from time to time. We will notify you of any significant changes by posting the updated policy on this page with a revised “last updated” date.

13. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

14. Contact

If you have any questions about this privacy policy, please contact us:

  • Email: [email protected]
  • Post: Logical Llama Limited, 86-90 Paul Street, London, EC2A 4NE