privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
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 for dealing with queries, complaints or claims 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
How long we keep information
We only keep personal information for as long as it is reasonably necessary for the purposes for which it was collected, including providing our services, managing our client relationships, maintaining business and financial records, and complying with our legal obligations.
Our standard retention periods are:
Enquiries and prospective clients: We generally retain information relating to enquiries and potential clients for 12 months from our last contact, unless you subsequently become a client or we have another lawful reason to retain the information for longer.
Client records and project information: We generally retain information relating to our clients and the services we provide for 7 years after the end of our business relationship. This may include correspondence, project records, briefs and other information necessary to maintain an appropriate record of our services.
Invoices and financial records: We generally retain invoices, payment records and other financial records for 7 years to meet our accounting, tax and other legal obligations.
Marketing and mailing-list information: We retain your contact details and marketing preferences for as long as you remain subscribed to our marketing communications. If you unsubscribe, we will stop using your information for marketing purposes and may retain a record of your opt-out for as long as necessary to ensure we respect your preferences.
Website and contact-form enquiries: We generally retain information submitted through our website for 12 months from our last communication with you, unless it becomes part of an ongoing client relationship or we have another lawful reason to retain it.
When personal information is no longer required, we will securely delete or dispose of it, or anonymise it so that it can no longer be associated with you.
We may retain personal information for longer where this is necessary to comply with a legal or regulatory obligation, or to establish, exercise or defend legal claims.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: ines.spg@tutamail.com
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:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint