Privacy

Privacy notice

In short, we only collect what you type into our forms, we use it to reply to you, and we count visits to the site without cookies, on our own server, without sharing anything with anyone else.

Who we are

Elan Smart Solutions Ltd ("we") is responsible for the personal data described here. We are registered in England and Wales (company number 14700347), and our registered office is at 90 Mill Lane, London NW6 1NL, United Kingdom. You can contact us about privacy at hello@elansmart.com.

TODO: add ICO registration number

What we collect

When you send one of our forms, we keep what you entered: your name, email address, organisation and the details you give about your project or question. For the Readiness Review form that includes what was built, how it was built, a link if you gave one, whether it handles personal data, and your timescale. For the Microsoft 365 form it includes your approximate number of users and where you are with Copilot.

We also record the time you sent the form, your browser type, and a scrambled (hashed) version of your IP address. We cannot turn the hash back into your IP address. We use it only to stop the same computer sending large numbers of forms.

Why we use it

We use it to reply to you, to prepare a quote if you asked for one, and to keep a record of what was discussed. Our legal basis is our legitimate interest in answering enquiries, and taking steps at your request before entering a contract.

We do not add you to a mailing list, sell your details or use them for advertising.

Where it is stored

Form submissions are stored in a database on our web server, outside the public part of the site, and emailed to our team's mailboxes. We send you one automatic email to confirm we received your message.

TODO: confirm hosting provider and location, and the email provider

The organisations that host our website and our email process your data on our behalf, under contract, and only to provide those services.

How long we keep it

If your enquiry does not lead to work, we delete it within 24 months. If it does, we keep it with the project records for as long as we need them for the contract and for legal and accounting reasons, usually six years. Server logs used for security are kept for up to 90 days.

Visitor statistics

We use Matomo, which we run on our own server, to see how people find the site and which pages they read. It records the pages you visit, the site or search engine that sent you here, your browser and device type, your approximate country, and the time of your visit. It shortens your IP address before storing it, so we cannot use it to identify you or your computer.

It does not set cookies, and none of this is sent to Google or any other company. We use it only to improve the site, and our legal basis is our legitimate interest in understanding how it is used. We delete the detailed visit records after 13 months and keep only overall totals.

TODO: confirm the 13-month deletion matches the setting in Matomo (Privacy, Anonymize data, Delete old raw data)

If your browser is set to send a "Do Not Track" or "Global Privacy Control" signal, we do not record your visit at all.

Cookies

This site does not set cookies. Our fonts are served from our own server, so loading a page does not send your details to anyone else.

If you choose a display setting (light, dark or cream), your browser remembers it so the site looks the same next time. This is stored only on your device and is never sent to us. Choosing "Match my device" removes it, as does clearing your browser's data for this site.

Your rights

You can ask us for a copy of the data we hold about you, ask us to correct or delete it, or object to how we use it. Email hello@elansmart.com and we will respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put it right first.

Last updated October 2026.