Customer privacy notice
We are the controller of your personal data. For more information on controllers and their responsibilities, see the ICO’s guidance on data protection principles, definitions and key terms.
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- Sharing information outside the UK
- How to complain
Contact details
Email: [email protected]
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Occupation
- Payment details (including card or bank information for transfers and direct debits)
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Usage data (including information about how you interact with and use our website, products and services)
- Information relating to compliments or complaints
- Records of meetings and decisions
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Purchase or account history
- Website and app user journey information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Account information
- Purchase or service history
- Customer or client accounts and records
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure – You have the right to ask us to delete your personal information.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing – You have the right to object to the processing of your personal data.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We will collect personal data (name, email, telephone number) to be able to secure and protect personal data.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We will collect personal data (name, email, telephone number) to be able to directly market relevant services to a current or prospective customer (individual).
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
- Directly from you
- Publicly available sources
- Providers of marketing lists and other personal information
How long we keep information
We will retain and store your personal information that we have collected during our engagement with you for:
- (a)One calendar year following the end of provision of services and/or products (“customer engagement”) pro-bono or paid.
- (b)One calendar year following the submission of a proposal to deliver our services and/or products if the proposal was not accepted.
- (c)Six months following an online booked appointment if it did not lead to a proposal or delivery of services and/or products.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
This data processor does the following activities for us: cloud hosted email and office productivity products.
This data processor does the following activities for us: provides online cloud hosted appointment booking system.
Others we share personal information with
- Professional or legal advisors
- Organisations we’re legally obliged to share personal information with
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
Category of recipient: Cloud hosting and software application provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: UK Extension to the EU-US Data Privacy Framework
Category of recipient: Software application provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: UK Extension to the EU-US Data Privacy Framework
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: [email protected]
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
ICO Head Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL
Helpline number: 0303 123 1113
Website: ico.org.uk/make-a-complaint
Registered office: Surbiton, Surrey
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