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 we keep your information secure
· How long we keep information
· Who we share information with
· Sharing information outside the UK
· How to complain
Contact details
Email: hello@bourtonbusinesssupport.co.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
· Names and contact details
· Payment details (including card or bank information for transfers and direct debits)
· Account information
· Website user information (including user journeys and cookie tracking)
· Call recordings
· Records of meetings and decisions
· Information relating to compliments or complaints
We collect or use the following information for service updates or marketing purposes:
· Names and contact details
· Marketing preferences
· Location data
· Call recordings
· Website and app user journey information
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. 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.
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 services and goods 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.
· 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:
· Helping to better understand their needs
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 service 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.
· 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
How we keep your information secure
We take the security of your data seriously and use industry-standard protocols to protect it, including:
· Secure Cloud Storage – All client files and emails are stored within the Microsoft 365 environment, which uses enterprise-grade encryption for data both "in transit" and "at rest".
· Multi-Factor Authentication (MFA) – Access to our business systems is protected by MFA, ensuring that only we can log in, even if a password were compromised.
· Device Security – All devices used to access business data are password-protected, encrypted and kept up to date with the latest security patches.
· Discreet Access – Data is only processed on a "need to know" basis, and we perform regular audits of our digital systems to ensure no unnecessary data is being held.
How long we keep information
· Financial and Contractual records: 6 years after the end of the tax year to comply with HMRC requirements and legal limitation periods.
· Operational and Admin data: For the duration of the client relationship, plus 6 years following the conclusion of our final project.
· General Enquiries: 12 months from the date of last contact if no contract is entered into.
Who we share information with
Others we share personal information with
· Professional or legal advisors
· Suppliers and service providers
Sharing information outside the UK
We use industry-standard service providers (such as Microsoft 365 for secure document storage and email) to ensure your data is handled with the highest level of security and efficiency. These providers act as “data processors” and only handle information under our strict instructions. Where data is transferred to service providers in the United States (including Microsoft, Zapier and Anthropic), this is done under the UK-US Data Bridge (Adequacy Regulations) and/or the UK Addendum to the EU Standard Contractual Clauses, ensuring your information remains protected to UK standards.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Online: https://www.bourtonbusinesssupport.co.uk/privacy-policy
Email: hello@bourtonbusinesssupport.co.uk
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:
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