Privacy Policy

Your privacy is important to us. This Privacy Policy explains how SMEBase collects, uses, stores and protects your personal information.

Effective Date: 1 January 2026

By using SMEBase you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy explains how Diligent Technology Group collects, uses, stores and protects personal information when you use the SMEBase platform.

We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Depending on how you use SMEBase, we may collect:

• Name and contact information.
• Company information.
• Email address and telephone number.
• User account details.
• Documents and files uploaded by you.
• Payment and subscription information.
• Usage statistics and audit logs.
• IP address and browser information.

Your information is used to:

• Provide and maintain SMEBase.
• Create and manage your account.
• Process subscriptions and payments.
• Provide customer support.
• Improve our products and services.
• Deliver AI-powered features.
• Maintain platform security.
• Meet our legal obligations.

We process personal information under one or more of the following lawful bases:

• Your consent.
• Performance of a contract.
• Compliance with legal obligations.
• Legitimate business interests.

We do not sell your personal information.

We may share information with trusted service providers where necessary to provide SMEBase, including payment processors, cloud hosting providers, email delivery services and other technology partners operating under appropriate contractual safeguards.

Your information is stored using secure cloud and hosting infrastructure.

We take reasonable technical and organisational measures to protect customer information against unauthorised access, alteration, disclosure or destruction.

Only authorised personnel and approved service providers have access to systems containing customer information.

SMEBase implements a range of security measures including, where appropriate:

• Encrypted communications (HTTPS).
• Password authentication.
• Role-based user permissions.
• Audit logging.
• Regular software updates.
• Secure hosting infrastructure.
• Backup and disaster recovery procedures.

While we strive to protect your information, no internet-based system can be guaranteed to be completely secure.

We retain personal information only for as long as necessary to:

• Provide our services.
• Meet legal and regulatory obligations.
• Resolve disputes.
• Enforce our agreements.

When information is no longer required it will be securely deleted or anonymised where appropriate.

SMEBase uses cookies and similar technologies to improve your experience and help the platform operate effectively.

Cookies may be used to:

• Keep you signed in.
• Remember your preferences.
• Improve website performance.
• Measure website usage.
• Enhance security.

You may manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of SMEBase.

Where personal information is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with applicable data protection legislation.

Such safeguards may include:

• UK International Data Transfer Agreements (IDTA).
• International Data Transfer Addendums.
• Adequacy Regulations.
• Other legally recognised transfer mechanisms.

We take reasonable steps to ensure that all third parties handling personal information provide an appropriate level of protection.

Under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), you may have the following rights:

• To access the personal information we hold about you.
• To request correction of inaccurate or incomplete information.
• To request deletion of your personal information where legally applicable.
• To restrict or object to certain types of processing.
• To request a copy of your information in a portable format.
• To withdraw consent where processing is based on consent.
• To lodge a complaint with the Information Commissioner's Office (ICO).

Requests relating to your personal information should be submitted using the contact details provided at the end of this Privacy Policy.

From time to time we may send you information about:

• New SMEBase features.
• Software updates.
• Security notifications.
• Training materials.
• Product announcements.
• Special offers and promotions.

Where required by law, marketing communications will only be sent with your consent.

You may unsubscribe from marketing emails at any time by clicking the unsubscribe link contained within the email or by updating your account preferences.

Important service announcements relating to security, billing or system availability may still be sent even if you opt out of marketing communications.

SMEBase includes Artificial Intelligence ("AI") features designed to assist users by generating summaries, recommendations, reports and business insights.

When you use AI features, information you submit may be processed for the purpose of generating responses.

We take reasonable steps to minimise the information processed and to protect customer confidentiality.

AI-generated responses:

• are provided for informational purposes only;
• may occasionally contain inaccuracies;
• should not be regarded as legal, financial, tax or professional advice; and
• should be independently verified before important business decisions are made.

Where third-party AI providers are used, they are selected to support the secure operation of the Service and are subject to appropriate contractual and legal safeguards where applicable.

SMEBase is intended for use by businesses and individuals aged 18 years or over.

We do not knowingly collect personal information from children.

If we become aware that personal information relating to a child has been submitted without appropriate authority, we will take reasonable steps to delete that information promptly.

SMEBase may contain links to third-party websites or integrate with external services.

Examples include payment providers, mapping services, accounting software, cloud storage providers, communication platforms and government services.

These third-party services operate independently of SMEBase and have their own privacy policies and terms of use.

We recommend that you review the privacy policies of any third-party services before providing them with personal information.

SMEBase is not responsible for the privacy practices or content of third-party websites.

We may update this Privacy Policy from time to time to reflect:

• Changes in legislation.
• New features and services.
• Changes to our business operations.
• Security improvements.
• Changes to data processing activities.

The latest version of this Privacy Policy will always be published on the SMEBase website.

Where changes are significant, we will make reasonable efforts to notify registered users by email or through the SMEBase platform.

Your continued use of SMEBase after any changes become effective constitutes acceptance of the revised Privacy Policy.

If you have any questions regarding this Privacy Policy or how we process your personal information, please contact us.

If you are unhappy with the way we have handled your personal information, we encourage you to contact us first so that we have the opportunity to resolve your concerns.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

For the purposes of applicable data protection legislation, Diligent Technology Group is the Data Controller for personal information processed through SMEBase unless otherwise agreed in writing.

Customers using SMEBase to store and process personal information relating to their own employees, customers or suppliers are responsible for ensuring that they comply with all applicable data protection legislation.

Where appropriate, SMEBase acts as a Data Processor on behalf of its customers.

Thank you for trusting SMEBase with your business information.