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Privacy Policy

Effective date:17/9/2025

1 Purpose and Scope

This privacy policy explains how IdealReceptionist Ltd collects, uses, stores and discloses personal data obtained through this website when you provide your name and email address. It applies to visitors, prospects and clients who submit their details via contact forms, newsletter sign-ups or similar functionality on this website.

2 Data We Collect

  • Name: first name and last name as provided by you.
  • Email address: the email address you provide for contact or communications.
  • Technical metadata: IP address, browser type, page viewed and timestamp logged automatically when you interact with the site.

3 How We Use Your Data and Lawful Bases

  • To respond to enquiries and communications you initiate: lawful basis — contractual or pre-contractual steps and legitimate interest.
  • To send marketing communications and newsletters where you have given consent: lawful basis — consent. You can withdraw consent at any time.
  • To operate, maintain and improve the website and for security, fraud prevention and diagnostic purposes: lawful basis — legitimate interest.
  • To comply with legal obligations: lawful basis — legal obligation.

4 Sharing and Disclosures

  • We do not sell personal data.
  • We may share your data with service providers who process data on our behalf (email delivery, CRM, analytics, hosting). We require subprocessors to provide equivalent levels of protection and act only on our instructions.
  • We may disclose personal data if required by law, regulation or lawful request by public authorities.

5 International Transfers

If any service provider processes data outside the UK or EEA, we put in place appropriate safeguards such as adequacy decisions or standard contractual clauses to protect your personal data.

6 Retention

We retain contact and communication data only for as long as necessary to fulfil the purposes set out in this policy or to meet legal, tax or accounting requirements. As a default, we retain names and email addresses for marketing and contact purposes until you unsubscribe or for 3 years after your last interaction, whichever is sooner, unless you ask us to delete your data sooner.

7 Your Rights

You have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your personal data (subject to legal or contractual obligations).
  • Object to or restrict processing based on legitimate interests.
  • Withdraw consent to marketing communications at any time.
  • Receive a copy of your personal data in a structured, commonly used, machine-readable format. To exercise these rights, contact our Data Protection Contact below. We will respond within statutory timeframes.

8 Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These measures include access controls, encryption in transit, firewall and monitoring measures, and contractual controls for subprocessors.

9 Cookies and Tracking

We use essential cookies for site functionality and optional analytics cookies to improve the site. Where cookies are non-essential, we obtain consent via the cookie banner. You can manage cookie preferences in your browser settings.

10 Complaints and Contact

  • Data Protection Contact: Tracy Evans, Operations Director, IdealReceptionist Ltd. Email: [insert contact email].
  • If you are dissatisfied with our handling of your personal data, you may raise your concern with us first. You retain the right to lodge a complaint with the Information Commissioner’s Office.

11 Changes to This Policy

We review this policy periodically. Material changes will be published on this page with an updated effective date.

12 Acceptance

By providing your name and email address on this website you acknowledge that you have read and accept the terms of this privacy policy.