Privacy Policy

This privacy notice explains how Beech Grove Business Services collects, uses, and protects your personal information when you use our consultancy services or visit our website. We are committed to protecting your privacy and being transparent about what information we hold and how we use that information.

ICO Registration

Beech Grove Business Services is registered with the Information Commissioner's Office (ICO) under registration number ZC083326, and our registered Data Protection Officer is Paul Brooks.

Our Contact details

Should you wish to contact us please use the following:-

Telephone: 07720 875711

Email: info@beechgroveservices.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Occupation
• Payment details (including card or bank information for transfers and direct debits)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Information relating to compliments or complaints
• Records of meetings and decisions
• Website user information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details

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

• Names and contact details
• Marketing preferences
• Purchase or account history

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Addresses
• Payment details
• Account information
• Purchase or service history

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 https://ico.org.uk/

• 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 mean you may not receive all the information you ask for.

• Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

• Your right to erasure- You have the right to ask us to delete your personal information. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

• Your right to object to processing - You have the right to object to the processing of your personal data.

• Your right to data portability -You have the right to ask us to transfer the personal information you gave us to another organisation or to you.

• Your right to withdraw consent –When we use consent as our lawful basis you have the right to withdraw your consent at any time.

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 to provide and improve products and services for clients 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.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• 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.

Our lawful bases for collecting or using personal information for information updates or marketing purposes 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.

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.

Where we get personal information from

• Directly from you
• Providers of marketing lists and other personal information

How long we keep information

Under UK GDPR and the Data Protection Act 2018, personal data must not be kept longer than necessary for the purposes it was collected. At Beech Grove Business Services our data retention policy follows this simple principle, while also adhering to statutory requirements and UK Government guidance in areas such as HMRC tax records and contract management.

Data Retention Schedule

Our Data Retention Policy governs how long we will retain different types of Data: -

• Client Contact Information   -   6 Years 
• Contract Information and Client Orders   -   6 Years
• Client business Data provided for the delivery of our services   -   3 Years
• Health & Safety documentation provided to clients   -   3 Years
• ISO Management System Documentation provided to clients   -   3 Years 
• Financial Data and HRMC documents   -   6 Years

Data Deletion

In accordance with this Data Retention policy, all data will be permanently and entirely deleted from our data storage, email, and banking systems within one month of the end of its retention period. This will apply to all client-identifiable data unless we are specifically instructed by the client to retain their data for the purposes of providing future services or ongoing operation of the documents.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

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. The ICO’s address is:-

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

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