INTRODUCTION

This Privacy Policy explains how Helen Holgate, trading as Oreo PA, collects, uses, stores and protects your personal data. It applies when you visit this website, contact me, enquire about my services or become a client. It also explains how I may process personal data when I provide services to clients. This may include information about their employees, customers, suppliers or other individuals.

This Privacy Policy also explains your rights under UK data protection law and how to contact me about your personal data. Helen Holgate, trading as Oreo PA, is the data controller for personal data that I collect and process for my own business purposes. In this policy, “I” or “me” refers to Helen Holgate, trading as Oreo PA. “You” refers to an individual whose personal data I process. This includes website visitors, prospective clients, clients and other individuals whose information I may process in connection with my services.

When I process personal data on a client’s behalf, the client will normally be the data controller and Oreo PA will act as a data processor. I explain this further below. References to “this website” or “my website” mean www.oreopa.co.uk.

CONTACT DETAILS

If you have questions about this Privacy Policy, wish to exercise your data protection rights or want to make a data protection complaint, please contact me using the details below.

Data controller: Helen Holgate, trading as Oreo PA
Email address: helen@oreopa.co.uk
Telephone number: 07584 306749
Postal address: 7 Treeneuk Gardens, Ashgate, Chesterfield, Derbyshire S40 3FH

If you are unhappy with how I handle your personal data, you have the right to complain to the Information Commissioner’s Office (ICO). However, I would appreciate the opportunity to address your concerns first.

I review this Privacy Policy regularly and may update it from time to time. Please check this page periodically for the latest version. 

WHAT PERSONAL DATA DO I COLLECT ABOUT YOU

Personal data is information that identifies you or could reasonably be used to identify you. The personal data I collect or process depends on how you interact with Oreo PA and the services I provide.

Information You Provide Directly

When you contact me, enquire about my services or become a client, I may collect information such as:

• Your name and job title
• Business or personal contact details, including email address, telephone number and postal address
• Business and company information
• Information contained in correspondence or enquiries
• Payment and transaction information
• Information relating to your preferences, requirements and communications with me
• Information you provide when completing forms or other documents

Information I May Process When Providing Services

When I provide administrative, operational or other agreed services to a client, I may process personal data relating to the client or other individuals. I only do this where it is necessary to carry out the agreed work. Depending on the services provided, this may include:

• Employee names and contact details
• Employee expense claims and receipts
• Diary and calendar information
• Business email correspondence
• Travel and accommodation information
• Financial or payment-related information
• Information contained in business documents and records
• Personal data relating to customers, suppliers or other individuals contained in information or correspondence provided by the client

When I process personal data on behalf of a client, I only access and use the information necessary to provide the agreed services. I also follow the client’s documented instructions.

Technical Information

When you use my website, certain technical information may be collected automatically. This may include:

• IP address
• Browser type and version
• Device and operating system information
• Website usage information
• Cookie and similar technology information

Further information about cookies and how they are used on my website is provided in my Cookie Policy.

Special Category Data

HOW I COLLECT YOUR PERSONAL DATA

I may collect or receive personal data in several ways, depending on how you interact with Oreo PA.

Information You Provide Directly

You may provide personal data when you:

• Complete a form on my website
• Contact me by email, telephone or another communication method
• Enquire about or purchase my services
• Enter into an agreement with me
• Provide information in connection with the services I provide

Information I Receive from Clients or Authorised Individuals

When I provide services to a client, I may receive personal data from the client or someone they have authorised to provide information on their behalf. This may include information about employees, customers, suppliers or other individuals contained in documents, emails, expense claims, diaries or business records. I only use this information to provide the agreed services and follow the client’s documented instructions.

Information Collected Automatically

When you use my website, I may collect certain technical information automatically. This may include information about your device, browser and how you use the website. Cookies and similar technologies may also collect information about your use of my website. Further information about cookies and how they are used is provided in my Cookie Policy.

Information I Receive from Third Parties

HOW I USE YOUR PERSONAL DATA

I use personal data only where I have a lawful basis to do so. The lawful basis I use will depend on the reason I need the information. I may use your personal data to:

• Respond to enquiries and requests
• Discuss and agree the services I provide
• Provide, manage and administer my services
• Communicate with you about the services
• Make bookings and arrangements on your behalf where agreed
• Prepare invoices, process payments and maintain financial records
• Manage my business relationship with you
• Meet legal, accounting, regulatory and insurance requirements
• Manage and improve my website, systems and services
• Send marketing communications where permitted by law and, where required, with your consent

MARKETING COMMUNICATIONS

I may send you marketing communications about Oreo PA, my services, news and other updates where permitted by law. Where the law requires your consent, I will ask for it before sending marketing communications. You can unsubscribe from marketing communications at any time by using the unsubscribe option provided or by contacting me directly.

Unsubscribing from marketing communications will not affect service-related communications or other information I need to send you in connection with our business relationship. I will not sell your personal data or share it with third parties for their own direct marketing purposes.

CHANGE OF PURPOSE

I will normally use your personal data only for the purpose for which I collected it. If I need to use your personal data for a new purpose, I will consider whether the new purpose is compatible with the original purpose and whether I have a lawful basis for doing so. Where required, I will explain the new purpose to you.

The law may allow or require me to use your personal data for another purpose without your consent. When I process personal data on behalf of a client, I will not use that information for my own purposes or outside the client’s documented instructions, unless the law requires me to do so.

DISCLOSURES OF YOUR PERSONAL DATA

I may share personal data where this is necessary to operate my business, provide my services, meet contractual obligations or comply with legal requirements.

Depending on the circumstances, I may share personal data with:

• IT, software, cloud storage and technology providers
• Professional advisers, such as accountants, insurers or legal advisers
• Payment providers and financial institutions
• Suppliers or service providers involved in delivering services to a client
• Regulators, government bodies or law enforcement agencies where required or permitted by law
• A purchaser or successor if my business is sold, transferred or reorganised

Some of these organisations may process personal data on my behalf. Where this applies, I will take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.

When I make bookings or arrangements on behalf of a client, I may need to share relevant personal data with hotels or other service providers. I will only share the information necessary to make the agreed booking or arrangement.

I will not sell your personal data.

INTERNATIONAL TRANSFERS

Some of the service providers I use may process personal data outside the UK. Where I transfer personal data outside the UK, I will ensure that the transfer complies with applicable UK data protection law and that appropriate safeguards are in place. These safeguards may include an adequacy decision or appropriate contractual protections.

DATA SECURITY

I take the security of your personal data seriously and use appropriate technical and organisational measures to protect it. I limit access to personal data to information that is necessary for the work being carried out. I keep passwords, access credentials, financial information and other sensitive information confidential. I take reasonable steps to keep personal data secure when I store, access, transfer and process it.

If I become aware of a data breach or security incident affecting your personal data, I will take appropriate action and notify you without undue delay where applicable. I will also notify the relevant regulator where the law requires me to do so.

DATA RETENTION

I will keep personal data only for as long as necessary for the purposes for which I collected it. This may include keeping information to meet legal, accounting, tax, insurance or reporting requirements. How long I keep personal data will depend on the type of information and why I need to keep it.

I may keep information relating to clients, contracts, invoices, payments and transactions for up to six years where this is necessary for my business or to meet legal or regulatory requirements. When I process personal data on behalf of a client, I will retain, return or delete that information in accordance with the client’s instructions, our agreement and any applicable legal requirements.

When I no longer need personal data, I will securely delete or dispose of it where appropriate. Where possible, I may anonymise personal data so that it can no longer be used to identify an individual.

DATA COMPLAINTS

If you have concerns about how I collect, use or handle your personal data, please contact me first using the details provided in the Contact Details section of this Privacy Policy. You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how I have handled your personal data. Further information about making a complaint is available on the ICO website.

YOUR LEGAL RIGHTS

Your Rights Under Data Protection Law

Under UK data protection law, you may have certain rights in relation to your personal data. These rights depend on the circumstances and the lawful basis I use to process your information.

These rights may include the right to:

• Request access to the personal data I hold about you
• Request correction of inaccurate or incomplete personal data
• Request deletion of your personal data in certain circumstances
• Request restriction of the processing of your personal data in certain circumstances
• Object to the processing of your personal data in certain circumstances
• Request the transfer of your personal data to you or another organisation where the right to data portability applies
• Withdraw your consent where I rely on consent as the lawful basis for processing your personal data

For further information about your data protection rights, please visit the Information Commissioner’s Office (ICO) website.  

Exercising Your Rights

If you wish to exercise any of your rights, please contact me using the details provided in the Contact Details section of this Privacy Policy.

I will normally respond to a valid request within one month. Where a request is particularly complex or you have made a number of requests, this period may be extended where permitted by law. If this applies, I will let you know.

I will not normally charge a fee for exercising your data protection rights. However, in certain circumstances permitted by law, I may charge a reasonable fee or refuse to act on a request where it is manifestly unfounded or excessive.

To protect personal data, I may need to ask for information to verify your identity before dealing with your request.

THIRD-PARTY LINKS

My website may occasionally contain links to third-party websites or services.

This Privacy Policy applies only to the Oreo PA website.  It does not apply to external websites or services that I do not control.

I recommend checking the privacy policy of any third-party website you visit. This will help you understand how that website collects, uses and protects your personal data.