Last updated: June 2020


Summary:

I respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how I collect and treat any information you give me. You won’t find any complicated legal terms or long passages of unreadable text. I have no desire to trick you into agreeing to something you might later regret.


Why I value your privacy

I value your privacy as much as I do my own, so I’m committed to keeping your personal and business information safe. I’m uncomfortable with the information companies, governments, and other organisations keep on file, so I ask for only the bare minimum from my clients. I will never use your personal information for any reason other than why you gave it, and I’ll never give anyone access to it unless I’m forced to by law.


How I collect information

When you decide to ‘Say hello!’, I will ask for contact information, including your name and email address, on my website so that I can reply to your enquiry.

If you decided to sign up to ‘Receive more than words via email‘ I will only collect your email address and promise to only use it to send your monthly update. To collect this information, my website uses ‘Ninja Forms‘, which does not collect or store any information. This in turn integrates via an API with MailChimp, which does store your data in order for you to receive the newsletter. But, if you choose to unsubscribe, you can choose to do so at any time and I will personally ensure your request is actioned.

My website does not use scripts or native social media ‘like’ or ‘sharing’ buttons, which build profiles of your Internet activity. But my website does use cookies for analytics so that I can track the performance of my website and optimise it for SEO.


What information I hold

  • When you contact me through my website, I collect your name and email address.
  • If you do business with me:
    • I collect your name, email address, phone number, and address.
    • I retain copies of the contract(s) signed, and any non-disclosure agreements (NDAs).
    • I keep records of the invoices I send you and the payments you make. All invoices are sent and recorded through my accounting software, and I never have access to your credit card information.
  • I also retain copies of any work I create on your behalf. But any briefing information you provide will be deleted upon the project’s completion.

Where I store your information

When you contact me by email or through our website, I store your information in Microsoft Office365. And if you choose to ‘Receive more than words via email‘, your data is also stored in MailChimp, as mentioned above.

If you do business with me, I also store your information:

  • In my accounting software: FreeAgent
  • In my cloud storage platform, Dropbox
  • In my task management software: Trello

What I use your information for

Your information is only used so we can work together, or to send you invoices or reminders.


Who’s responsible for your information at our company

As a company of 1, the buck stops with me – Alice Hollis, Chief of Everything. You can contact me by email at hello@alicehollis.co.uk or by phone on 07853 351 280 if you have any concerns about the information I store.


Who has access to information about you

When I store information in my own systems, only the people who need it have access.


The steps I take to keep your information private

Where I store your information in third-party services, such as FreeAgent, I restrict access only to people who need it – in this case, my appointed accountant, Gold Stag Accounts.

I 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 I use are protected by a passcode or fingerprint access. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. My mobile devices is also protected by a passcode or fingerprint.

To protect any paper-based information you give me, I have a physical safe. I am the only person with access to this safe. And once the information is no longer required, it is destroyed.


How to complain

I take complaints very seriously. If you’ve any reason to complain about the ways I handle your privacy, please contact me by email at hello@alicehollis.co.uk or by phone on 07853 351 280. Or if you’re the letter writing type, send your envelope to Suite 11, The Courtyard, The Old Monastery, Windhill, Bishop’s Stortford, Hertfordshire, CM23 2ND.


Changes to the policy

If I change the contents of this policy, those changes will become effective the moment I publish them on our website.