Privacy Policy

We collect or use the following information to provide services and goods, including service delivery:

• Names and contact details

• Addresses

• Payment and invoicing information, such as bank details where needed to make or receive payments

• Website user information (including user journeys and cookie tracking)

• Records of meetings and decisions

• Information relating to compliments or complaints

We collect or use the following information to comply with legal requirements:

• Name

• Contact information

• Financial transaction information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address

• Call recordings

• Customer or client accounts and records

• Financial transaction information

• Correspondence

We only record or transcribe calls or meetings where this is appropriate for the purpose of the meeting and, where required, we will let participants know.

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. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.‍ ‍

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.‍ ‍

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.‍ ‍

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.‍ ‍

• 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. Read more about the right to data portability.‍ ‍

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

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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 collecting or using personal information to provide services and goods 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: Responding to enquiries, discussing potential projects, preparing proposals, managing client and supplier relationships, keeping appropriate business records, improving how we provide our services, and operating our business effectively.

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 legal requirements are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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.

• 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: Responding to queries, managing complaints, keeping records of correspondence, resolving disputes, and protecting our legal and business interests.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Directly from you

• Publicly available sources

• Suppliers and service providers

This website uses essential cookies to make the site work properly. With your consent, optional analytics cookies may also be used to help understand how visitors use the site. You can accept, decline or manage your choices using the cookie banner or cookie preferences option on the site.

We keep personal information only for as long as necessary for the purposes described in this privacy notice. This includes responding to enquiries, managing client and supplier relationships, providing services, maintaining business records, and meeting legal, accounting or reporting requirements.

Enquiry information that does not lead to work is usually kept for up to 12 months.

Client, supplier, contract, invoice, payment and accounting records are usually kept for up to 6 years after the end of the relevant financial year, unless we need to keep them longer for legal, tax, contractual or dispute-related reasons.

Meeting notes, project correspondence and records of decisions are kept for as long as needed to manage the relevant project, client relationship, query, complaint or claim.

Data processors

Website hosting, website form, online booking, email, cloud storage, accounting and business administration service providers.

We use service providers to help operate our website and manage business enquiries, bookings, communications and records. This may include website hosting and contact form services, online booking tools, email and calendar services, cloud storage, accounting software and professional administration tools. Examples may include Squarespace, Calendly, Microsoft 365, cloud storage providers and accounting software providers. These providers may process personal information on our behalf only where needed to provide their services to us.

Others we share personal information with

• Professional or legal advisors.

• Relevant regulatory authorities.

• Organisations we’re legally obliged to share personal information with.

• Publicly on our website, social media or other marketing and information media.

We only publish personal information publicly, such as testimonials or client comments, where we have appropriate permission to do so.

We may transfer limited personal information outside the UK where this is necessary to communicate with clients, prospective clients, suppliers or professional contacts, arrange meetings, discuss potential work, provide services, manage a client or supplier relationship, or deal with a query, complaint or claim.

The information transferred is usually limited to business contact details, meeting information, project correspondence, proposal or contract information, and records needed to manage the relevant business relationship.

Where we transfer limited personal information to clients, prospective clients, suppliers or professional contacts in the European Economic Area, we rely on UK adequacy regulations.

Where we transfer limited personal information to clients, prospective clients, suppliers or professional contacts outside the UK and EEA, including where relevant contacts are based in the United States or countries in Asia, we will use an appropriate transfer mechanism where required under UK data protection law. This may include an applicable exception under UK GDPR where the transfer is necessary to take steps before entering into a contract, necessary for the performance of a contract, or necessary for the establishment, exercise or defence of legal claims.

Some of our service providers and their sub-processors may also process personal information outside the UK. These may include website hosting, online booking, email, calendar, cloud storage, accounting and business administration providers.

Where this happens, we rely on the provider’s data processing terms and the transfer mechanisms they make available for UK personal data. This may include UK adequacy regulations, the UK Addendum to the EU Standard Contractual Clauses, the UK International Data Transfer Agreement, or another lawful transfer mechanism under UK data protection law.

You can contact us using the details above if you would like more information about international transfers.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:          

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

‍Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint