Privacy policy
Last updated: [date]
1. Who we are
Sorted PA is a trading name of [Company Name] Ltd, a company registered in England and Wales (company number [00000000]), registered office [address]. We are registered with the Information Commissioner’s Office (ICO), registration number [ZA000000].
Questions about this policy or your data: hello@sortedpa.uk.
2. Two different roles
When you visit our website or talk to us about becoming a client, we are the controller of your personal data.
When we run admin for your business (quotes, invoices, bookings, reminders, chasing and review requests), your business is the controller of your customers’ data and we act as your processor, only acting on your instructions. This is covered by a separate data processing agreement that forms part of our terms.
3. What we collect
- Contact details – name, business name, phone number, email address.
- Messages – what you send us on WhatsApp or by email, and our replies.
- Business information – prices, templates, job details, calendar entries and invoice information needed to run your admin.
- Your customers’ details (as processor) – such as names, addresses, contact details and job information you ask us to use.
- Billing information – for charging your subscription. [Confirm payment provider and what is stored.]
- Website data – [Confirm: the site currently sets no cookies and uses no analytics. Update this section if that changes.]
4. Why we use it and our lawful basis
- To provide the service you’ve signed up for – contract.
- To reply to enquiries and book your free chat – legitimate interests / steps before entering a contract.
- To keep accounts and meet tax and legal duties – legal obligation.
- To keep the service secure and check the quality of our work – legitimate interests.
We do not sell your data. We do not use your data, or your customers’ data, for marketing anyone else’s products. [Confirm whether client data is used to improve the service, and if so on what basis and with what safeguards.]
5. Who we share it with
We use carefully chosen suppliers to run the service – for example messaging, hosting, email and payment providers. They only process data on our instructions and under contract. [List sub-processors and their locations, or link to a sub-processor list.]
If any data is transferred outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement. [Confirm transfers and safeguards.]
6. How we keep it safe
Each client has their own private, separate workspace. Access is limited to people who need it to do their job. [Describe security measures accurately – e.g. encryption, access controls, staff confidentiality – only those actually in place.]
7. How long we keep it
[Set retention periods – e.g. client data deleted or returned within [30] days of cancellation; accounting records kept for 6 years as required by law.]
8. Your rights
Under UK GDPR you can ask to access, correct, delete or restrict use of your data, object to how we use it, and ask for a copy to take elsewhere. Email hello@sortedpa.uk. If you’re one of our clients’ customers, we’ll pass your request to the business concerned and help them deal with it.
If you’re unhappy, you can complain to the ICO at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first.
9. Changes
We’ll update this page if anything changes and tell clients about important changes by email or WhatsApp.