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Privacy
Policy

​Your Office Pixie customer privacy notice

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This privacy notice tells you what to expect us to do with your personal information.

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  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • How to complain

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Contact details:

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Telephone

07592 681140

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Email

yourofficepixie@gmail.com

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What information we collect, use, and why

We collect or use the following information for service updates or marketing purposes:

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  • Names and contact details

  • Marketing preferences

  • Purchase or viewing history

  • Website and app user journey information

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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.

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Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

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  • 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. You can read more about this right here.

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If you make a request, we must respond to you without undue delay and in any event within one month.

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To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

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  • 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.

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Where we get personal information from

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  • Directly from you

  • Publicly available sources

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How long we keep information

At Your Office Pixie, we are committed to protecting the privacy and integrity of our clients' data. This Data Retention Policy outlines how long we store data and when we securely dispose of it. It is designed to comply with all applicable laws and to ensure data is handled responsibly.

 

1. Purpose

The purpose of this policy is to define how long Your Office Pixie retains client and business data, to ensure compliance with legal requirements, to protect personal privacy, and to maintain data security.

 

2. Scope

This policy applies to all data collected by Your Office Pixie, including but not limited to client information, communications, project records, social media campaign data, financial information, and marketing data. It covers data collected through our social media ad management, LinkedIn lead generation services, and other services provided by Your Office Pixie.

 

3. Data Retention Periods

We retain different types of data for varying periods based on legal, operational, and contractual requirements. The following outlines our data retention periods:

 

- Client Communication Data (emails, contracts, project notes):

  Retained for 7 years after the completion of services to comply with business record-keeping requirements.

 

- Social Media Campaign Data (ad metrics, performance reports, etc.):

  Retained for 2 years after the completion of the campaign to allow for future reference and insights.

 

- Financial Records (invoices, receipts, payment details):

  Retained for 7 years in line with tax and accounting obligations.

 

- Email Marketing Data (leads, opt-ins, campaign metrics):

  Retained for 2 years from the last point of engagement unless the individual requests earlier removal.

 

-General Client Data (name, contact details, business information):

  Retained for 3 years after the last point of contact or service unless subject to ongoing legal or financial requirements.

 

4. Data Disposal

At the end of the retention period, data will be securely deleted or destroyed:

 

-Paper Records: Shredded and disposed of securely.

-Digital Records: Permanently erased using secure deletion methods to ensure data cannot be recovered.

 

5. Client Rights

Clients have the right to request the deletion of their data at any time, subject to legal obligations. If a request for data deletion is received, we will process the request within 30 days unless legal or operational requirements prevent us from doing so.

 

6. Data Security

We take data security seriously. All stored data is protected through encryption, password protection, and other access controls. We follow the principles of GDPR (or other applicable data protection laws) to ensure that data is stored and processed securely.

 

7. Policy Review

This Data Retention Policy will be reviewed annually to ensure compliance with relevant legal and operational standards. Any updates will be communicated to clients via our website or direct email.

 

If you have any questions about this policy or would like to request data deletion, please contact us at yourofficepixie@gmail.com.

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How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated

27 September 2024

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