General Information
We’ll tell you:
- why we are able to process your information;
- what purpose we are processing it for;
- whether you have to provide it to us;
- how long we store it for;
- whether there are other recipients of your personal information;
- whether we intend to transfer it to another country; and
- whether we do automated decision-making or profiling.
Controllers contact details
Stressfree Business Limited, also trading as “Stressfree” or “Stressfreebusiness.co.uk” is the controller for the personal information we process, unless otherwise stated.
There are many ways you can contact us, including by phone, email and post.
Our postal address: Stressfree Business Limited, Union House, 111 New Union Street. Coventry CV1 2NT
Telephone number: 020 7610 1060
Email: info@stressfreebusiness.co.uk
Our Data Protection Officer is Liz Sexton. You can contact her at info@stressfreebusiness.co.uk, by telephone above or via our postal address.
How do we get information?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have made a sales enquiry or information request to us.
- You subscribe to our marketing e-mails.
- You are representing your organisation.
We also receive personal information indirectly, in the following scenarios:
- Where you have made your contact information available on your organisation’s website and we use this to contact you and your organisation in our role as consultants.
- An employee of ours gives your contact details as an emergency contact or a referee.
Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our performance of a contract or prior to entering a contract, or is in our legitimate interests.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
You are not required to pay any charge for exercising your rights. We have one month to respond to you.
Please contact us at info@stressfreebusiness.co.uk if you wish to make a request, or contact us on 020 7610 1060.
Special Category Data
We do not process any special category data, such as health, religious or ethnic information.
Sharing Your Information
We will not share your information with any third parties for the purposes of direct marketing.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If we are legally obliged to share information, for example under a court order, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making.
We may also share your information in the event of the non-payment of a fee for our services and in accordance with our contract with you. If the debt remains outstanding after the specified timeframe for payment, no payment plan is in place or an agreed payment plan is not being adhered to, we may initiate formal proceedings to recover the full amount of the unpaid fee. As a result we will share personal data with the litigation and recovery specialists instructed in order for them to undertake recovery action through the courts.
Links to other websites
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
Your right to complain
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at liz@stressfreebusiness.co.uk and we’ll respond.
If you remain dissatisfied, you can make a complaint about the way we process your personal information to the ICO as the UK supervisory authority www.ico.gov.uk
Children’s information
We do not provide services directly to children or proactively collect their personal information.
How you can contact us
Calling our telephone number
When you call our main telephone number (020 7610 1060), we may collect Calling Line Identification (CLI) information. This is the phone number you are calling from (if it’s not withheld). We hold a log of the phone number, date and time of the call, but do not audio record the call itself.
We use this information to understand the demand for our services and to improve how we operate. We may also use the number to call you back if you have asked us to do so, if your call drops, or if there is a problem with the line
We don’t audio record any calls, but we might make notes to help us answer your query.
If you require a follow up call we will also ask you to provide us with your contact details.
We may retain these details for up to 48 months.
Social media
We use a third-party provider, Hootsuite, to manage our social-media interactions. If you send us a private or direct message via social media, it will be stored by Hootsuite for three months. It will not be shared with any other organisations.
We see all this information and decide how we manage it. For example, if you send a message via social media that needs a response from us, we may process it in customer relationship management system as an enquiry.
When contacting us through a social media platform, we suggest you also familiarise yourself with the privacy information of that platform.
Emailing us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government guidance on email security. Most webmail such as Gmail and Hotmail use TLS by default.
We’ll also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send is within the bounds of the law.
We may retain these details for up to 48 months.
Purpose and lawful basis for processing
The lawful basis we rely on to process personal data for the above purposes is article 6(1)(f) of the GDPR which allows us to process personal data when this is necessary for the purposes of our legitimate interests.
What are your rights?
As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.
Visitors to our website
Analytics
When you visit our website www.stressfreebusiness.co.uk we may use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not directly identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
If we do collect personal data through our website, we’ll be upfront about this. We’ll make it clear when we collect personal information and we’ll explain what we intend to do with it.
Cookies
We use a cookies tool on our website to gain consent for the optional cookies we use.
Cookies that are necessary for functionality, security and accessibility are set and are not deleted by the tool.
You can read more about how we use cookies, and how to change your cookies preferences, on our Cookies page.
Security and performance
Our website is written in WordPress and is hosted by 123-reg.co.uk. Details can be found on their website on how they keep their systems safe from hacking, hardware failures, software failures and physical damage. All their servers are located in their own highly secure data centre.
Our site uses SSL to keep our customers’ data safe and our hosting package includes 24/7 automatic security monitoring and DDoS protection for our website.
Purpose and lawful basis for processing
The purpose for implementing the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users. The lawful basis we rely on to process your personal data is either Article 6(1)(a) of the GDPR, for example when we require your consent for the optional cookies we use, or Article 6(1)(f) which allows us to process personal data when it’s necessary for our legitimate interests. For example in order to maintain the integrity of our IT systems and the continuity of our business.
What are your rights?
As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.
Visitors to our premises
We don’t meet any visitors at our own premises.
Making an Enquiry of our services or an information request
Purpose and lawful basis for processing
When you contact us to make an enquiry, we collect information, including your personal data, so that we can respond to it and fulfil our responsibilities.
We may occasionally publish your comments as case studies or testimonials on our website, on social media, in printed materials or in publications for the purpose of showcasing our practices and helping others to better understand our services. Responses are anonymised before publication. If we want to publish your personal data we’ll always seek your agreement beforehand. If you don’t agree we won’t publish it.
The lawful basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.
If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 the lawful basis we rely on for processing this information is article 6(1)(c) to comply with our legal obligations under the Act.
What we need
If you are enquiring about one of our services we’ll need your name, contact details and where relevant the organisation that you work for. We will also process any other personal data you choose to provide to us which many be relevant to your enquiry.
What we do with it
We need enough information from you to answer your enquiry. If you call us by telephone, we won’t make an audio recording of it but we may make notes to provide you with a further service as required. If you contact us via email or post, we’ll need a return address for response.
We’ll set up a record on our customer relationship management system (non-cloud) to record your enquiry and so we can get it to the correct area of the business to be dealt with. We’ll also keep a record of our response. We use the information supplied to us to deal with the enquiry and any subsequent issues that may arise, and to check on the level of service we provide.
How long we keep it
We maintain this information for up to 2 years from the point at which your enquiry is closed, or for 6 years from the point at which you cease to be a customer of ours, if a contract with you was entered into. This is for HMRC compliance.
Do we use any data processors?
No.
Do we transfer data overseas?
No.
What are your rights
We are acting in our official capacity to respond to your enquiry, so you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.
Subscribing to our marketing e-mails
Purpose and lawful basis for processing
Our purpose for collecting the information is so we can provide you with a service and let you know more about us.
The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.
What we need
Your name and email address.
Why we need it
We use your email address to send you our marketing emails.
What we do with it
We only use your details to provide the service.
We gather statistics around email opening and clicks using industry standard technologies including Mailerlite to help us monitor and improve our e-newsletter.
You will receive a confirmation email once you have submitted your details and then further e-mails regularly.
How long we keep it
We retain your information all the while you are actively responding to our emails and for up to 12 months thereafter.
What are your rights?
We rely on your consent to process the personal data you provide to us for marketing purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If at any point you want to withdraw your consent please email or call us on 020 7610 1060. If you do that, we’ll update our records immediately to reflect your wishes.
Do we use any data processors?
Yes – we use Mailerlite to deliver the e-newsletter. For more information on Mailerlite, please see Mailerlite’s privacy notice.
Communicate with us as a business
We hold the names and contact details of individuals acting in their capacity as representatives of their organisations, across the business. The legal basis is article 6(1)(f) because the processing is within our legitimate interests as a business.
Paying a Fee
Purpose and lawful basis for processing
Our purpose for collecting personal data during the payment process is so that we can contact you about your payment, so we can process your payment, and so we can refund you a refundable damage/loss deposit if applicable.
The lawful basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.
What we need
If you are required to pay a fee, we need to take certain personal information from you during the course of the process. This includes the name and contact details of the person who is responsible for paying the fee. We’ll also take payment information including account details if you are paying a refundable damage/loss deposit.
Why we need it
We need to collect payment information in the form of your bank account details, so that we can process your refund if a refund is due.
We need contact information to send fee payment reminders and to raise any queries we may have about your payment.
What we do with it
We will use the payment and contact details you provide to process any refund of a damage/loss deposit.
How long we keep it
We maintain this information for 6 years from the point at which you cease to be a customer of our. This is for HMRC compliance.
What are your rights?
You have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.
Do we use any data processors?
No
We may use external solicitors for the recovery of unpaid fees and penalties.