Privacy policy

Last updated: 03/10/2026

Who we are

This site is run by Matthew G Poole, trading as SmartOutdoors.ai, 32 Colemans Moor Road, Woodley, Berkshire, RG5 4DN ("we"). We are responsible for the small amount of personal information described on this page. We are registered with the Information Commissioner's Office (ICO), reference ZC209754. To ask about anything here, email support@SmartOutdoors.ai.

The short version

This website has no sign-up, no accounts, no analytics and no advertising, and it does not set cookies. The only personal information we deal with is in emails you choose to send us, and the technical records any website produces when you visit.

If you email us

We receive your email address, your name if you include it, and whatever you write. We use it to reply and to keep a record of the conversation. The law lets us do this because we have a legitimate interest: a genuine, reasonable need to answer people who write to us and to follow up. We do not add you to a mailing list.

We keep emails for two years after our last message, then delete them, unless we need them for longer to deal with a complaint or a legal claim.

Our email is provided by Google Workspace, which stores it on our behalf.

Sometimes we use an AI writing tool to help draft a reply. We take out your name and contact details first. Some replies may also be written by an AI assistant rather than by a person. Every AI reply says so, and you can ask for a person to reply to any further message. The AI assistant does not see your name or email address. The AI providers we use may change at any time. We only use providers set not to train on what we give them, and we will update this page when a provider changes.

When you visit the site

Our host, Vercel, keeps a technical record of each request: your IP address, the page asked for, your browser type and the time. This is needed to deliver pages and protect the site from attack, which is our legitimate interest. We can see these records for one day and use them only to fix problems or deal with misuse. Vercel may keep some records for longer for its own security, as explained in Vercel's privacy notice.

If something breaks on our server, an error report goes to Sentry, a service that helps us fix it. We have turned off its collection of visitor details such as IP addresses, cookies and browser headers, and we remove email addresses and anything after a ? or # in a web address before a report is sent. A report could still, rarely, include a detail that appears in an error message. Reports are stored in Germany and deleted after no more than 90 days.

Cookies and settings on your device

We do not set cookies. If you choose Light or Dark, your browser saves that choice on your device under the name so-theme, so the site looks the way you picked next time. It is not sent to us. To remove it, choose Device, or clear this site's data in your browser.

Who else handles your information

Only these services handle your information:

• Vercel, a US company, runs our pages in the US and serves them from data centres near you.
• Sentry, a US company, stores our error reports in Germany.
• Google Workspace provides our email.
• When we use them, the AI tools mentioned above. Their providers may change, and we update this page when they do.

Some of these services handle your information outside the UK. UK law allows this when the country or company meets a recognised standard. The EU does. So do US companies signed up to the UK-US data bridge, a government-approved scheme, and both Vercel and Sentry are. For any other case we rely on standard contract terms approved for the UK. We do not sell your information or share it with anyone else.

Links to other sites

We link to our apps that have their own sites, and to our social media pages. Nothing is shared with them unless you click a link. When you do, that site can see that you came from SmartOutdoors.ai, and its own privacy policy applies. Micro-apps hosted on this site are different: see the next section.

Micro-apps on this site

SmartOutdoors.ai will host micro-apps on this website. They are covered by this privacy policy and by our terms, not by a separate policy. They are always free to use. Many keep what you type on your own device only (in your browser's local storage). We may store data where it is useful for running an app and for the person using it. You will be asked to create an account if an app has to store data, or if it uses an external service that costs us money. Before any app stores data or asks for an account, this policy will say what is stored, why, where, and for how long.

Apps that have their own sites, such as Who's on the Tee?, are separate. Each has its own privacy policy and terms.

AI

This website does not use AI when you visit it. Some email replies may come from AI, as explained under "If you email us". Our separate apps may use AI, and each app's privacy policy explains how. Our general approach is on the How I use AI page.

Your rights

You can ask us for a copy of the information we hold about you, and ask us to correct it, delete it, limit how we use it, or stop using it. It is free. We will reply within one month. If a request is complicated we may need up to two more months, and we will tell you if so.

If you are unhappy with how we have handled your information, please tell us first at support@SmartOutdoors.ai. We will confirm we have your complaint within 30 days and look into it. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes

We update this page when what we do changes, and before we add anything that collects more information, such as an email sign-up. The date at the top shows when it last changed.