Privacy Policy
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer to individuals and our wider operations in the European Economic Area (EEA).
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
Please note that it should be read in conjunction with our website terms of use and cookie policy which can be found on our website.
1. KEY TERMS
It would be helpful to start by explaining some key terms used in this privacy policy:
| Term | Definition |
|---|---|
| Data subject | The individual who the personal data relates to |
| EEA | European Economic Area |
| EU GDPR | EU General Data Protection Regulation |
| EU SCCs | EU Standard Contractual Clauses for data transfers between EU and non-EU countries |
| Personal data | Any information relating to an identified or identifiable individual |
| Special category personal data |
|
| UK GDPR | UK General Data Protection Regulation |
| IDTA | International Data Transfer Agreement |
| We, us, our | The Administ & Co Limited (company number 15573776) |
2. PERSONAL DATA WE COLLECT ABOUT YOU
The personal data we collect about you depends on the particular products and services we provide to you.
The types of personal data that we will be processing depend on the nature of our relationship with you and this may include the following information:
your name and contact information, including email address and telephone number and company details where applicable.
your gender, if you choose to give this to us
location data, if you choose to give this to us
your transaction information, where appropriate
your personal or professional interests, if you choose to give this to us
your professional online presence
information from accounts you link to us, e.g. Facebook
Information about how you use our website, IT, communication and other systems
your responses to surveys and promotions
information on how we came in contact with you;
background information about you, if you choose to give this to us
our email communications with you made through our business email address
if you make an enquiry via our website, we will keep details of that enquiry and our response
personal data relating to your employees, your workers, or third parties (often your clients or suppliers) – depending on the services we are providing to you, if you choose to give this to us
If you are a supplier, affiliate or associate hired to provided services to us, we keep a record of the work you undertook for us/our clients along with any comments, reviews or suggestions about that work including complaints (if any) and their resolution. This information is needed to manage our client relationships and our supply chain.
If we set up an affiliate/referrer scheme, any affiliate/referrer personal data will be processed by us in accordance with this privacy policy. We will ask you for information when you apply to become an affiliate/referrer and your personal information will be retained by us to administer the scheme. If you are a referrer, we remind you that referrals that you make to us may only be made with the knowledge and consent of the person being referred.
We obtain, keep and use personal data about job applicants and about current and former employees, temporary and agency workers, contractors, interns, volunteers and apprentices for a number of specific lawful purposes. We collect and maintain personal information that you voluntarily submit to us or which we collect from third party recruitment agencies for this purpose. It is in our legitimate business interests to use the information you provide to us when you apply for a job vacancy for the purposes described above.
When we are processing personal data about you on behalf of a client, we are operating under the banner of our client’s data privacy policy. We will refer any enquiry from you to them, as they are the ‘data controller’ responsible for dealing with your query.
When we are processing your personal data because of a direct connection between you and our business we are acting as a ‘data controller’ (and operating under this privacy policy).
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing products and services to you.
We do not process any special category personal data.
We don’t sell, rent or trade email lists with anyone else.
3. HOW YOUR PERSONAL DATA IS COLLECTED
We collect personal data directly from you—in person, by telephone, text or email via our website.
We may also collect information:
from publicly accessible sources, e.g. Companies House or HM Land Registry
from a third party with your consent
from cookies on our website—for more information on our use of cookies, please see our cookie policy which is available on our website.
via our IT systems, e.g.:
through automated monitoring of our websites and other technical systems, such as our computer networks and connections communications systems, email and instant messaging systems.
Downloads, Newsletters and Services
We monitor who opens what in our newsletter lists, and pre-set sequences of information we send you. We do this, so we can see if content is popular and generate more of it, or if it is not read.
There may be sub-routines that trigger if you click on links or articles. These are designed to offer you more information about things you are interested in.
You can unsubscribe from these sequences at any time.
Existing clients may receive emails about specific offers relating to things you have already purchased. You can unsubscribe from these at any time.
We use automations (little sequences of emails that start when you ask for something in particular) to send you the information you asked for, to send you products you have bought and to administer services you have subscribed to. A lot of our onboarding for new products is by emails that send you hints and tips and little videos on ‘how to’. You can unsubscribe from these at any time, but they are sent to you for a short period of not more than 1 month and you might want to wait for all the information as most people find it useful.
We monitor who reads our mailing and automations, how many times, and which links you choose to use and read. We use this information to increase the content’s level of interest and help us improve what we send. You can remove your information from this monitoring by disabling cookies on your website browser before opening emails from us. From time to time, we contact individual email newsletter subscribers, but it is extremely rare.
We use anonymised data about you from time to time to target advertising campaigns based on profiling the sort of person who wants to receive information from us.
We ask our own sales and marketing people (both internal and external) to contact prospects from time to time. This is normally because you have requested a call, or because we are actively trying to let you know about something you may benefit from.
We are not a hard sell or cold calling-based organisation but prefer to build long-term relationships with satisfied and relaxed clients.
Social media
We have an active presence on social media. If you are using social media, they are holding and using your information in accordance with their data privacy policy. Your browsing and interaction on any other websites, or your dealings with any other third party service provider, is subject to that website’s or third party service provider’s own rules and policies.
We do not monitor, control, or endorse the privacy practices of any third parties.
We encourage you to become familiar with the privacy practices of every website you visit or third-party service provider that you deal with and to contact them if you have any questions about their respective privacy policies and practices.
This privacy policy applies solely to personal information collected by us through our Service and does not apply to these third-party websites and third party service providers.
No sale or exchange of your data
We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.
Third party links and services
Our website contains links to third-party websites, which have their own data controllers and privacy policies. Your browsing and interaction on any other websites, or your dealings with any other third-party service provider, is subject to that website’s or third-party service provider’s own rules and policies.
We do not monitor, control, or endorse the privacy practices of any third parties.
We encourage you to become familiar with the privacy practices of every website you visit or third-party service provider that you deal with and to contact them if you have any questions about their respective privacy policies and practices.
This privacy policy applies solely to personal information collected by us through our Service and does not apply to these third-party websites and third party service providers.
4. How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, eg:
where you have given consent;
to comply with our legal and regulatory obligations;
for the performance of a contract with you or to take steps at your request before entering into a contract; or
for our legitimate interests or those of a third party.
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
|---|---|
| Providing products and services to you | To perform our contract with you or to take steps at your request before entering into a contract |
| Ensuring the confidentiality of commercially sensitive information | Depending on the circumstances:
|
| Protecting the security of systems and data used to provide the goods and services | To comply with our legal and regulatory obligations. We may also use your personal data to ensure the security of systems and data beyond our legal obligations. In those cases, our reasons are for our legitimate interests, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us. |
| Updating and enhancing customer records | Depending on the circumstances:
|
| Statutory returns | To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration, and assessments | Depending on the circumstances:
|
Marketing our services to:
|
For our legitimate interests, i.e., to promote our business to existing and former customers |
| To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering, or in the event of our insolvency. In such cases, information will be anonymised where possible and only shared where necessary | Depending on the circumstances:
|
5. MARKETING
We will use your personal data to send you updates (by email, text message, telephone or post) about our products and services, including exclusive offers, promotions or new products and services.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
You do, however, have the right to opt out of receiving marketing communications at any time by:
contacting us at hello@theadminist.com ;
using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts; or
Updating your marketing preferences here – this is to be instated at a later stage, we will not be collecting or using your data for any marketing purposes until an appropriate method of managing your marketing preferences is listed in this document.
We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell OR share it with other organisations.
6. WHO WE SHARE YOUR PERSONAL DATA WITH
We routinely share personal data with:
third parties we use to help deliver our products and services to you, e.g. payment service providers;
other third parties we use to help us run our business, e.g. marketing agencies or website hosts, our outsourced support team which may include independent contractors, consultants or third-party suppliers providing virtual assistants, web designing, IT support, sales, marketing, accounting and other business support; third parties approved by you, e.g. social media sites you choose to link your account to or third-party payment providers; and customer relationship management (CRM) platforms that support us in contract and invoice management.
We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on them to ensure they can only use your personal data to provide services to us and to you.
We or the third parties mentioned above occasionally also share personal data with:
our and their external auditors, eg in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations;
our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;
law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;
other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised, but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations.
We will not share your personal data with any other third party.
Your information/advice is held in the strictest confidence. Our team are all contracted to strict confidentiality clauses.
We restrict who can export or download data that is held to a limited number of individuals who are authorised to back up data.
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
7. WHERE YOUR PERSONAL DATA IS HELD
Personal data may be held at our offices and those of our third-party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).
Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK and EEA’.
8. TRANSFERRING YOUR PERSONAL DATA OUT OF THE UK AND EEA
It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. In those cases we will comply with applicable UK and EEA laws designed to ensure the privacy of your personal data.
Under data protection laws, we can only transfer your personal data to a country outside the UK/EEA where:
the UK government has decided that the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here.
in the case of transfers subject to EEA data protection laws, the European Commission has decided that the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy decision’) further to Article 45 of the EU GDPR. A list of countries the European Commission has currently made adequacy decisions in relation to is available here.
there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or
a specific exception applies under relevant data protection law.
Where we transfer your personal data outside the UK or EEA, we do so on the basis of an adequacy regulation or adequacy decision or (where this is not available) or the relevant transfer mechanism including legally approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR and/or EU GDPR, our UK IDTA and EU SCCs. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK/EEA unless we can do so on the basis of an alternative mechanism or exception provided by UK or EU data protection laws and reflected in an update to this privacy policy.
Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.
If you would like further information about data transferred outside the UK/EEA, please contact us (see ‘How to contact us’ below).
9. YOUR RIGHTS
You have the following rights, which you can exercise free of charge:
| Right | Description |
|---|---|
| Access | The right to be provided with a copy of your personal data |
| Rectification | The right to require us to correct any mistakes in your personal data |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data—in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal data in certain circumstances, e.g., if you contest the accuracy of the data |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations |
| To object | The right to object:
|
| Not to be subject to automated individual decision making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
| The right to withdraw consent | If you have provided us with consent to use your personal data, you have the right to withdraw that consent easily at any time. You may withdraw consent by [insert details as relevant depending on consents]. Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn. |
For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Commissioner’s (ICO).
If you would like to exercise any of those rights, please contact us. See below: ‘How to contact us’.
10. KEEPING YOUR PERSONAL DATA SECURE
We have appropriate security measures to prevent personal data from being lost accidentally or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
11. HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION FOR?
We keep your personal data for no longer than is necessary for the purposes for which we collect it. Following the end of the retention period, we will delete or anonymise your personal data.
12. HOW TO CONTACT US
You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.
Our contact details are shown below:
Email: hello@theadminist.com
Address: 2-3, Stable Court Herriard Park, Herriard, Basingstoke, Hampshire, United Kingdom, RG25 2PL
How to complain
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator) and/or the relevant supervisory authority in your jurisdiction. Please contact us if you would like further information.
Changes to this privacy policy
This privacy policy was published on 7th May 2024.
We may change this privacy policy from time to time—when we do, we will inform you via email or via notice on our website.
Updating your personal data
We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, e.g. your surname or address—see below ‘How to contact us’.
Governing Law and Jurisdiction
This privacy policy and any issues, disputes or claims arising out of or in connection with it (whether contractual or non-contractual in nature such as claims in tort, from breach of statute or regulation or otherwise) shall be governed by, and construed in accordance with, the laws of England and Wales.
All disputes or claims arising out of or in connection with this privacy policy shall be subject to the exclusive jurisdiction of the courts of England and Wales to which the parties irrevocably submit.