Last updated: February 2020
We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into agreeing to something you might later regret.
Why we value your privacy
We value your privacy as much as we do our own, so we’re committed to keeping your personal and business information safe. We’re uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our customers. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.
How we collect information
We ask for contact information, including your name and email address, on our website so that we can reply to your enquiry.
What information we hold
- When you contact us through our website, we collect your name and email address.
- If you do business with us:
- We collect your name, email address, phone number, and address.
- We retain copies of the contract(s) signed, and any non-disclosure agreements (NDAs).
- We keep records of the invoices we send you and the payments you make. All invoices are sent and recorded through our accounting software, and we never have access to your credit card information.
- We also retain copies of any work we create on your behalf. But any briefing information you provide will be deleted upon the project’s completion.
Where we store your information
When you contact us by email or through our website, we store your information in Microsoft Office365.
If you do business with us, we also store your information:
- In our accounting software: FreeAgent
- In our cloud storage platform, Dropbox
- In our task management software: Trello
What we use your information for
Primarily your information is used so we can work together, send you invoices or reminders. However, we may occasionally send a personal email to tell you about new services or offers we’re running. But if you tell us not to, we won’t get in touch again. .
Who’s responsible for your information at our company
Alice Hollis, our Chief of Everything, is responsible for the security of your information. You can contact them by email at firstname.lastname@example.org or by phone on 07853 351 280 if you have any concerns about the information we store.
Who has access to information about you
When we store information in our own systems, only the people who need it have access.
The steps we take to keep your information private
Where we store your information in third-party services, such as FreeAgent, we restrict access only to people who need it – in this case, our appointed accountants, Gold Stag Accounts.
We store all passwords in Sticky Password, an encrypted password manager, use a different, randomly generated password for each service, and never use the same password twice.
The computers we use are protected by a passcode or fingerprint access. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. Our mobile devices are also protected by a passcode or fingerprint.
To protect any paper-based information you provide to us, we have a physical safe. Alice Hollis is the only person with access to this safe. And once the information is no longer required, it is destroyed.
How to complain
We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Alice Hollis by email at email@example.com or by phone on 07853 351 280. If you’re the letter writing type, send your envelope to 85 Great Portland Street, First Floor, London, W1W 7LT.
Changes to the policy
If we change the contents of this policy, those changes will become effective the moment we publish them on our website.