Date: 5 Oct 2023
Who We Are
Our website is https://www.smoothmind.com/.
It is owned and managed by Smoothmind Ltd, which is registered in England and Wales with company number 14844573. Smoothmind Ltd is registered with the UK’s Information Commissioner’s Office under the Data Protection Act 2018. Our data controller is Gopesh Raichura, and we encourage you to get in touch with any questions you may have about Smoothmind Ltd.
You can reach us by:
- Email: email@example.com
- Post: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Smoothmind Ltd takes your privacy seriously. That is why we will only use your personal information to provide you with the products and services you have requested, as well as to administer your account. We will not sell or share your information with third-parties unless you grant us explicit permission to do so, and we will never use your personal data for any reason other than the reasons described within this policy.
About Our Privacy Notice
Our Privacy Notice outlines your relationship with our company and explains in detail how we use the information that you provide us with.
How We Do Business
Smoothmind Ltd is committed to upholding and maintaining your personal rights. We operate our business in-line with the European Union’s General Data Protection Regulation and observe your rights to change or withdraw your opt-in options at any time. As part of our ongoing commitment to uphold your rights, Smoothmind Ltd will also extend advice on how you can issue formal complaints to relevant authorities, such as the Information Commissioner’s Office.
Smoothmind Ltd does not collect any sensitive data about you. Sensitive data refers to (but is not limited to) information about your race or ethnic background, religious or political affiliations, trade union affiliations, sexual orientation, criminal background or health background.
This privacy notice has been developed to inform users of Smoothmind Ltd how we use their data. Smoothmind Ltd is a Thought Leadership, Business Consulting, Professional Development, Media and Publishing company. As a consequence, we need to process the data of individuals to offer our products and/or services. With that in mind, our privacy notice applies to any and all individuals registered with us as a user, customer, administrator or in any other capacity.
What Information This Notice Applies To
There is a lawful basis for processing your data, and this section of our privacy notice outlines how this applies to the personal information you provide us with or allow us to collect.
The information this notice applies to include information that you:
- Provide as part of any registration process
- Provide as part of any campaign creation activity
- Provide in the form of numerical data, metadata or communications
- Give us as part of our ongoing relationship
This notice also applies to information that we:
- Collect relating to how you interact with our website
- Must process to complete purchases and other transactions
Please note that when you submit personal data on our website, you are giving Smoothmind Ltd your explicit consent that we can use that data in-line with our privacy notice.
After giving Smoothmind Ltd your consent, you are free to amend your consent or withdraw your consent at any time. You have the right to object to the processing of your data. To opt-out, change your preferences or revoke your consent, simply contact us by emailing firstname.lastname@example.org. If you have opted-in to receive our email newsletter, you can also opt-out, update your preferences or unsubscribe using the respective links in the footer section of any email newsletter you receive from us.
Data Processing and Storage
Smoothmind Ltd collects and stores data in the UK.
Smoothmind Ltd stores data relating to transactions, payments and orders for a period of up to seven years. This period may be extended under certain circumstances as part of our ongoing commitment to comply with UK and international law.
We use carefully selected and recognised third-parties to help us take payments, provide commerce services and manage company accounts. Some of these third-parties may operate outside the European Union.
Smoothmind Ltd may process your data based on more than one legal ground.
Circumstances under which we may be required to process your data under more than one legal ground may include:
|Reason||Data type||Legal basis|
|Customer registration||Identity and contact information||To carry out a contract we’ve made with you|
|Processing and/or delivering your order||Identity, contact information, financial information, financial and transactional data||To carry out a contract we’ve made with you and to exercise our legitimate interests to recover debts owed|
|To manage our customer relationship with you||Identity, contact information, marketing and communications preferences||To carry out a contract we’ve made with you, to comply with legal obligations and to exercise our legitimate interests to keep our records updated|
Marketing and Communications
Smoothmind Ltd may send you marketing communications if you have given us your contact details and opted-in to marketing communications.
You can opt-out of these marketing communications and manage your preferences at any time.
Our Company Obligations
As a data controller, Smoothmind Ltd is legally responsible for the data you provide us with. In honouring that responsibility, we pledge to uphold our commitments under GDPR and the Data Protection Act 2018.
We will only ever use your data:
- In ways that are both fair and legal
- As described within this policy
- In ways that are necessary for the purposes described
In addition, Smoothmind Ltd processes the personal data you submit to us or we collect as a data processor. As part of this role, Smoothmind Ltd takes all necessary precautions to secure the personal data we collect, process and store.
We may occasionally use the data you provide us with for marketing, relationship management or account management activities. These activities are designed to ensure you have adequate information about other products and/or services we offer, that we have reason to believe you may be interested in. You have the right to opt-out of these activities at any time.
Smoothmind Ltd never shares your personal data with Third-Parties unless those parties have been explicitly mentioned within our privacy statement. Third-Parties are listed below:
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
If you leave a comment on our website you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
1.4 Embedded content from other websites
Articles on this website may include embedded content (e.g. videos from smoothmind YouTube channel, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
1.5 Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
1.6 How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
1.7 What rights you have over your data
If you have an account on this website, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
1.8 Where your data is sent
Visitor comments may be checked through an automated spam detection service.
If you have subscribed to our newsletter or if you are a member of our website (you can log in) or if you have purchased on our website, there is a good chance you will receive emails from us.
We will only send you emails which you have signed up to receive, or which pertain to the services we provided to you.
To send you emails, we use the name and email address you provide us. Our site also logs the IP address you used when you signed up for the service to prevent abuse of the system.
This website can send emails through the MailPoet Sending Service. This service allows us to track opens and clicks on our emails. We use this information to improve the content of our newsletters.
No identifiable information is otherwise tracked outside this website except for the email address.
This website uses the Privacy Suite for WordPress by Complianz to collect and record Browser and Device-based Consent. For this functionality, your IP address is anonymized and stored in our database. This service does not process any personally identifiable information and does not share any data with the service provider. For more information, see the Complianz Privacy Statement.
When visitors or users submit a form, we capture the IP Address for spam protection. We also capture the First Name, Last Name, Email, Telephone, and might capture other personal data included in the Form fields. The following forms are used on the website:
– Contact us form for general enquiries.
– Enquiry form to capture initial business enquiries.
– Provisional keynote speaker reservation business enquiry form.
4.1 How long we retain your data
When visitors submit an enquiry form we retain the data for 30 days.
4.2 Where we send your data
We send collected data to our workers or contractors to perform necessary actions based on the form submission. If a smoothmind registered member has started the process of filling-in the ‘provisional keynote speaker reservation business enquiry form’ but has not yet had a chance to complete it, they may be presented with the opportunity to save the form to complete at a later date. There is a limited window within which the user will be able to complete their form to proceed in making an enquiry with smoothmind. In these instances, they will be sent a link by email that directs them back to the form for completion. It is the users responsibility to make sure the email is not forwarded to anyone else, since anyone who clicks on the link will see the partially completed form data.
4.3 Third Parties
When visitors or users submit a poll, we capture the IP Address for spam protection and to set voter limitations.
5.1 How long we retain your data
When visitors or users votes on a poll we retain the IP Address data for 30 days and anonymise it.
5.2 Where we send your data
All collected data might be shown publicly and we send it to our workers or contractors to perform necessary actions based on votes.
Through the usage of The Events Calendar, Events Calendar PRO, The Events Calendar Filter Bar, Eventbrite Tickets, and Community Events plugins, as well as their Event Aggregator Import service (contained within The Events Calendar plugin), information may be collected and stored on the local database.
6.1 What personal data do we collect and why?
6.1.1 Event, Venue, and Organiser Information
If we create, submit, import, save, or publish Event, Venue, or Organiser information, such information is stored in the local database:
Venue information: Name, Address, City, Country, Province, Postal Code, Phone
Organiser information: Name, Phone, and Email
6.1.2 API Keys
We make use of certain APIs, in order to provide specific features.
These APIs may include the following third party services: Google Maps (API key), Meetup (OAuth token), PayPal (email, Client ID, Client Secret), Eventbrite (API key, auth URL, Client Secret), and Zoom (email, Client ID, Client Secret).
6.2 How long we retain your data
All data is retained in the local database indefinitely, unless otherwise deleted.
Certain data may be exported or removed upon users’ requests via the existing Exporter or Eraser.
6.3 Where we send your data
The Events Calendar does not send any user data outside of our website by default.
If we have extended our plugin(s) to send data to a third-party service such as Eventbrite, Google Maps, or PayPal, user information may be passed to these external services. These services may be located abroad.
7.1 What personal data do we collect and why?
Personal data collected for the purposes of enabling the processing of transactions using Stripe may include First name, Last name, Email, Phone, Billing Address, Shipping Address (if different), Company (if end user is purchasing a Business Service from Smoothmind Ltd), VAT or TAX ID as applicable, as well as payment details of their chosen payment option, such as credit or debit card details.
7.2 Where we send your data
In some cases, a Forminator form may be used on smoothmind.com to sell business services directly from within a form embedded on the site. In this scenario the form will use a direct integration with Stripe in order to capture the necessary card payment details needed in the Stripe payment form fields.
What Third Parties We Receive Data From
1.1 Importing Events, Venues and Organisers
Event listing Sales are one of the services by Smoothmind Ltd. Therefore, we may on occasion import events, venues and organiser data from business customers of Smoothmind Ltd for the purposes of listing them within the Latest Events section of the website. Data may come from:
– All data present within a CSV or ICS file and external URLs (for events, venues, organisers, and tickets)
– Import origin data (URL from where events are being imported—such as Eventbrite, MeetUp, other compatible URL sources, and more, which can include similar or same data as listed above)
– Eventbrite Ticket information: name, description, cost, type, quantity
Smoothmind Ltd has implemented a series of security measures to make sure that your personal data is protected from accidental loss, unauthorised access, alteration or disclosure.
As part of our ongoing commitment to GDPR, Smoothmind Ltd will report any security breaches or attempted breaches to the relevant authorities within 24 hours. We will subsequently contact all those affected by the breach within 72 hours of its occurrence.
As part of the Data Protection Act 2018, Smoothmind Ltd observes the right to share selected information with third-parties that use data for non-marketing purposes. This could include (but is not limited to) organisations that provide credit assessments, identification services and fraud prevention activities.
What Rights Do Individuals (Data Subjects) Have?
Smoothmind Ltd is committed to upholding the rights of individuals as defined under GDPR. This is why we observe the right of individuals to request any data that we may hold on them as part of a recorded Subject Access Request.
Under GDPR, all individuals have the right to request for a copy of data Smoothmind Ltd may have in relation that individual. If you would like to request a copy of data, you will be required to complete and submit to Smoothmind Ltd a Subject Access Request form. We are committed to performing subject access requests in a timely and accurate manner.
We will process any request within 20 days. Subject Access Requests are normally performed free of charge, but we may need to charge individuals for excessive or unreasonable data requests.
If you are not happy with how your personal data has been processed, you should contact Smoothmind Ltd in the first instance by using the contact details listed above. If Smoothmind Ltd is unable to satisfy your concerns, you have the right to apply to the Information Commissioner’s Office for a resolution.
You can contact the Information Commissioner’s Office at the following address:
Information Commissioner’s Office