Privacy Policy

1. Who We Are

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The Business Operations Consultants

2 Premier House
Sneyd Street
Leek
Staffordshire
ST13 5HP

Email: hannah@tboconsultants.co.uk

Website: www.tboconsultants.co.uk

 

For the purposes of applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018, The Business Operations Consultants is responsible for the personal information we process in connection with our website and services.

 

 

2. Personal Information We Collect

 

Depending on how you interact with us, we may collect:

• Your name.

• Job title or position.

• Business or organisation name.

• Email address.

• Telephone number.

• Business or postal address.

• Information submitted through our contact or enquiry forms.

• Information you provide when arranging a consultation or appointment.

• Information about your business and consultancy requirements.

• Information contained in correspondence between you and us.

• Information relating to our consultancy engagement with you.

• Billing and financial information necessary to administer invoices and payments.

• Information contained in documents or materials you provide to us for the purpose of providing our services.

• Technical information about your use of our website where this is collected automatically, such as IP address, browser type and device information.

 

We do not intentionally collect special category personal data through our website. Please avoid submitting sensitive personal information unless it is necessary for the services we are providing.

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3. How We Collect Information

We may collect personal information:

• When you complete a contact or enquiry form on our website.

• When you contact us by email or telephone.

• When you arrange an appointment or consultation using TidyCal.

• During the provision of our consultancy services.

• When you communicate with us using WhatsApp or other agreed communication methods.

• When you participate in meetings or consultations using Zoom / Teams / other video conferencing tool.

• When you provide information, documents or other materials to us.

• When we administer our business relationship with you.

• Through information you provide voluntarily.

 

We do not use Google Analytics on our website.

 

 

4. How We Use Your Personal Information

We may use your personal information to:

• Respond to enquiries.

• Contact you about your enquiry or requested services.

• Arrange and manage consultations and appointments.

• Provide business consultancy and advisory services.

• Understand your business requirements.

• Communicate with you during an engagement.

• Prepare proposals, quotations and agreements.

• Manage our client relationships.

• Prepare and issue invoices.

• Maintain appropriate business and financial records.

• Administer our business.

• Improve our services and website.

• Maintain the security of our website, systems and information.

• Comply with legal, accounting and regulatory obligations.

• Deal with complaints, disputes or legal matters where necessary.

 

We will only use your personal information where we have a lawful basis for doing so.

 

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5. Lawful Basis for Processing

Depending on the circumstances, we may rely on one or more of the following lawful bases:

 

Contract

We may process your information where it is necessary to enter into or perform a contract with you, including providing consultancy services and managing our contractual relationship.

 

Legitimate Interests

We may process personal information where this is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

This may include responding to business enquiries, managing our business relationships, improving our services, maintaining website security and administering our business.

 

Legal Obligation

We may process personal information where necessary to comply with legal, regulatory, accounting or tax obligations.

 

Consent

Where required by law, we may ask for your consent before processing personal information for a particular purpose.

 

Where we rely on consent, you may withdraw that consent at any time.

 

 

6. Contact and Enquiry Forms

If you submit an enquiry through our website, we will use the information you provide to respond to your enquiry and, where appropriate, discuss our services with you.

 

We will not use information submitted through an enquiry form for unrelated purposes without an appropriate lawful basis.

 

If your enquiry results in an engagement, information provided may be retained as part of our client records.

 

 

7. Appointments and TidyCal

We use TidyCal to help arrange appointments and consultations.

 

When you book an appointment, TidyCal may collect information such as your name, email address, appointment details and any information you choose to provide as part of the booking process.

 

TidyCal processes information in accordance with its own privacy arrangements and terms.

 

You should review TidyCal’s privacy information if you would like further information about how it processes personal data.

 

 

8. Microsoft 365

We use Microsoft 365 for business communications, document management and other business administration.

 

Personal information may therefore be stored or processed within Microsoft 365 services, including email and document-management systems.

 

We take reasonable steps to ensure that access to our business systems is appropriately restricted and protected.

 

 

9. WhatsApp

We may use WhatsApp to communicate with clients or prospective clients where this has been agreed or is appropriate.

 

Information exchanged through WhatsApp may include names, telephone numbers, messages, documents and other information you choose to send to us.

 

WhatsApp is operated by a third party and is subject to its own privacy policies and terms.

 

You should avoid sending highly sensitive or unnecessary personal information through WhatsApp.

 

 

10. Zoom

We may use Zoom to conduct online meetings and consultancy sessions.

 

Where appropriate, information such as your name, email address and meeting details may be processed by Zoom.

 

We do not routinely record meetings unless this is specifically agreed with participants or otherwise permitted by applicable law.

 

 

11. Accounting and Financial Records

We use accounting software and services to manage our financial records, invoicing and business administration.

 

Information necessary to administer invoices and financial records may be processed through our accounting systems.

 

We retain financial information for as long as necessary to meet our legal, accounting and tax obligations.

 

 

12. Sharing Your Information

We may share personal information with trusted third-party service providers where this is reasonably necessary to operate our business or provide our services.

 

These may include:

• Website and hosting providers.

• TidyCal.

• Microsoft 365.

• WhatsApp.

• Zoom.

• Accounting and financial service providers.

• Professional advisers, such as accountants or solicitors.

• IT and technical support providers.

• Government bodies, regulators or law enforcement authorities where legally required.

 

We do not sell or rent your personal information.

 

Where third-party organisations process personal information on our behalf, we will take reasonable steps to ensure appropriate safeguards are in place.

 

 

13. International Data Transfers

Some third-party technology providers we use may process personal information outside the United Kingdom.

 

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by applicable data protection law.

 

 

14. How Long We Keep Your Information

We will only retain personal information for as long as reasonably necessary for the purposes for which it was collected.

 

Different types of information may be retained for different periods.

 

Client, financial and accounting information may need to be retained for longer periods to comply with legal, tax and accounting requirements.

 

When personal information is no longer required, we will securely delete it or anonymise it where reasonably practicable.

 

 

15. Information Security

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access.

• Accidental loss.

• Unauthorised disclosure.

• Alteration.

• Destruction.

• Misuse.

 

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

 

You should therefore avoid sending highly sensitive information through ordinary email or other communication methods unless we have specifically agreed a suitable secure method.

 

 

16. Direct Marketing

We do not currently operate a newsletter or regular email marketing list.

 

If we introduce direct marketing in the future, we will comply with applicable data protection and electronic marketing laws, including the Privacy and Electronic Communications Regulations (PECR), where applicable.

 

You will have the right to object to direct marketing at any time.

 

The rules can differ depending on whether communications are sent to individuals, sole traders, partnerships or corporate businesses. We will take these requirements into account when conducting any future marketing activity.

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17. Your Data Protection Rights

Depending on the circumstances, you may have rights under UK data protection law, including the right to:

• Request access to the personal information we hold about you.

• Ask us to correct inaccurate or incomplete information.

• Ask us to delete your personal information in certain circumstances.

• Ask us to restrict processing in certain circumstances.

• Object to certain processing.

• Object to direct marketing.

• Request portability of certain personal information.

• Withdraw consent where processing is based on consent.

 

These rights are subject to certain legal conditions and exemptions.

 

 

18. Making a Data Protection Request

If you would like to exercise one of your data protection rights, please contact us:

 

The Business Operations Consultants

Email: hannah@tboconsutants.co.uk

Address: 2 Premier House, Sneyd Street, Leek, Staffordshire, ST13 5HP

 

We may need to request information to verify your identity before processing certain requests.

 

We will respond to valid requests within the timeframe required by applicable data protection law.

 

 

19. Cookies

Our website may use cookies and similar technologies that are necessary for the website to function.

 

We do not use Google Analytics.

 

If we introduce analytics, advertising or other non-essential tracking technologies in the future, we will review our cookie practices and obtain consent where required by law.

 

 

20. Third-Party Websites

Our website may contain links to third-party websites or services.

 

We are not responsible for the privacy practices, content or security of websites operated by third parties.

 

We recommend reviewing the privacy policy of any third-party website before providing personal information.

 

 

21. Children's Privacy

Our website and services are intended primarily for businesses and business professionals.

We do not knowingly collect personal information from children for the purpose of providing our consultancy services.

 

 

22. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to investigate and resolve your concerns.

 

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

 

You can find information about making a complaint through the ICO's website.

 

 

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services, website, technology or legal requirements.

 

The latest version will always be published on our website with an updated "Last updated" date.

 

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24. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

 

The Business Operations Consultants

2 Premier House, Sneyd Street, Leek, Staffordshire, ST13 5HP

Email: hannah@tboconsultants.co.uk

Website: www.tboconsultants.co.uk

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