Privacy notice

Effective date:

Who is responsible for your information?

Smarter Board is an exploratory research project operated by Ade Oduye, who is responsible for the personal information collected through this website.

For privacy questions or requests, contact [email protected].

This notice covers smarterboard.co.uk, its research survey, related correspondence, and its survey email integration.

Information we collect

If you submit the survey, we collect:

The application can also store a salted hash derived from your IP address when that feature is configured. It does not store your raw IP address in the survey database. Our hosting provider processes IP addresses and other technical information to deliver and protect the website and may retain technical logs. A hashed identifier is not necessarily anonymous.

If you email us, we receive your email address, message, and any attachments or information you provide. Please do not include sensitive personal information, client records, property access codes, or confidential information about other people in the survey.

Why we use your information

We use responses to understand estate agents' needs, evaluate the Smarter Board concept, organise research, and respond to relevant questions or trial enquiries. We use technical information to operate and secure the site and investigate problems.

Our lawful basis for these activities is our legitimate interests in conducting proportionate concept research, administering the website, and responding to enquiries, taking account of your rights and reasonable expectations. Where a separate activity requires consent, we will ask for it and explain how to withdraw it.

Submitting the survey does not subscribe you to a marketing mailing list. Providing answers is voluntary; the fields marked as required are needed to submit this survey. You can contact us by email instead.

Storage and email delivery

Answers are stored in a Cloudflare D1 database. A copy is emailed to our Google Workspace mailbox at [email protected]. Saving the response before sending means it can remain available if email delivery fails.

The survey uses the Gmail API to send these notification emails directly through our Google Workspace mailbox. Google processes the messages and associated email addresses. Earlier notifications were sent using Resend; that provider may retain historical delivery records under its own retention arrangements. New submissions are not sent through Resend.

Google account access

Survey respondents do not need to sign in with Google or grant access to their Google accounts.

The survey Gmail integration is authorised by the owner of our business mailbox, [email protected]. It requests permission to send email on that account's behalf, plus basic Google account identity information to identify the authorised sender. It does not request inbox-reading access for the survey or access respondents' Google accounts.

Its purpose is to send survey notifications to our business mailbox with the respondent's email address as Reply-To. Sending credentials are kept as protected application secrets, not in the public website. The mailbox owner can revoke authorisation in their Google account settings; the integration cannot continue sending with revoked credentials.

For this integration, our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements. We do not sell that information, use it for advertising, or use it to train general-purpose AI models. Sharing is limited to purposes permitted by that policy, such as providing or securing the integration or meeting legal obligations.

Service providers and access

Access is limited to people and service providers who need it to administer the research or operate the relevant systems. Information may also be disclosed where legally required or necessary to establish, exercise, or defend legal claims. We do not sell survey responses.

Providers may process information outside the UK. Applicable protections depend on the provider, service, and destination. Contact us for information about the arrangements relevant to your data.

How long we keep survey responses

We retain identifiable survey responses for one year from submission, then delete the database responses and corresponding mailbox copies. This is a retention policy, not a claim that the website has an automatic deletion feature.

Provider-managed logs, delivery records, and backup copies may have separate retention schedules. Correspondence outside the survey is retained as needed to handle the enquiry and any applicable legal obligations. Contact us if you would like to request earlier deletion.

Your rights

Depending on the circumstances, UK data-protection law gives you rights to access, correct, erase, or restrict the use of your personal information, object to processing, and receive certain information in a portable format. Where processing relies on consent, you can withdraw it without affecting earlier lawful processing.

Send requests to [email protected]. We may ask for proportionate information to verify your identity. Some rights are subject to exceptions and legal obligations.

You can also complain to the UK Information Commissioner's Office.

Cookies and technical services

The application code does not include analytics or advertising scripts. Hosting and security services may process technical data and may use cookies depending on their configuration. This notice does not mean that every provider request is cookie-free. We will provide any additional notice and consent mechanism required before introducing non-essential tracking.

Changes to this notice

We will update this page and its effective date when our processing changes. Where a change requires additional notice or consent, we will provide it.