Introduction

​

This privacy policy sets out how Maxwell Office Limited uses and protects your personal data. Important Information and Who We Are

​

Privacy policy

This privacy policy gives you information about how Maxwell Office Limited collects and uses your personal data through your interactions with us (for example, in us providing our services to you, or discussing how we could provide our services to you, or your use of our website).  

​

Our services are not targeted at, and our website is not intended for, children. However, through using our services, you may provide and we may collect children’s data (such as your children’s names, ages, schools, leisure activities, passport details, health conditions etc).

​

If you provide us with personal data relating to other individuals, e.g. family members, you must ask for their consent to us processing their personal data before providing it to us. In the case of children, this includes a child who is able to understand the implications of us processing their personal data (the ICO generally considers most children can understand this when they are 13 years old).  

Controller

Maxwell Office Limited is the controller and responsible for your personal data (collectively referred to as “MO”, “we”, “us” or “our” in this privacy policy).

If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 9), please contact the us using the information set out in the contact details section (paragraph 10).

1. The Types of Personal Data We Collect About You

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows (as each is applicable to the type of services you ask us to provide for you):

• Identity Data includes first name, last name, any previous names, any username and password, passport and other ID document details, marital status, title, date of birth and gender.

• Contact Data includes billing address, delivery address, email address and telephone numbers.

• Financial Data includes bank account and payment card details, and details of investments and assets which you hold.

• Transaction Data includes details about payments made to and from you and us.

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access our website or other technology.

• Profile Data includes details of goods and services you ask us to book for you, your interests and preferences, your employment status and employer, your qualifications and education, and your hobbies and leisure activities.

• Usage Data includes information about how you interact with us and use our services.

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

• Children Data includes Identity Data, Technical Data and Profile Data of children.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of customers utilising a particular service that we offer in order to analyse general trends and to help improve our service offering.

Please note that we will only process Special Categories of Personal Data (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data) about you where we have an additional legal basis under data protection law, usually your explicit consent. We will ask you to consent to us using this information where we believe there is a need to do so, for example, to ensure that we can provide the services to you.

2. How Is Your Personal Data Collected?

We use different methods to collect data from and about you, including through:

• Your interactions with us. You may give us your personal data by corresponding with us by phone, email or otherwise. This includes personal data you provide when you:

  • initially sign-up for our services;

  • correspond with us in relation to the specific services that you would like us to provide in the course of our relationship with you;

  • give us feedback.

• Automated technologies or interactions. As you interact with our website and other technologies, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources, such as:

  • Identity and Contract Data from Companies House and the UK Electoral Register; and

  • Other third parties such as parallel concierge service providers, and any third party who you engage to provide services to you.

• Technical Data may be collected from third parties, for example analytics providers such as Googl

 

3. How We Use Your Personal Data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

• Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

• Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure client experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

• Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

• Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose.

Special Categories of Data

We process special categories of personal data to perform the services which we have contracted with you to provide.

We generally process your special category data only:

• with your explicit consent; or

• where you have 'manifestly made public' this information.

However, we may also rely on other bases where neither of the above apply, including but not limited to where the processing is needed for legal claims, is necessary for substantial public interests (as set out in UK data protection law), is necessary for reasons of public interest in the area of public health, or exceptionally, where the processing is needed to protect your life or the life of another.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use

Type of data

Legal basis

To register you as a new client

(a) Identity

(b) Contact

Performance of a contract with you

 

 

To deliver our services to you, including (as applicable) making bookings on your behalf, managing your schedule, producing documents for your business use etc

(a) Identity

(b) Contact

(c) Financial

(d) Profile

(e) Marketing and Communications

(f) Children

Performance of a contract with you

 

To charge you for our services including:

(a) Managing payments, fees and charges

(b) Collecting and recovering money owed to us

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

 

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Dealing with any complaints or queries about our services

(a) Identity

(b) Contact

(c) Transaction

(d) Profile

(e) Usage

(f) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you)

To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(c) Transaction

(d) Technical

(e) Usage

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To use data analytics to improve our website, services, client relationships and experiences and to measure the effectiveness of our communications and marketing

(a) Technical

(b) Profile

(c) Usage

(d) Marketing and Communications

Necessary for our legitimate interests (to define types of clients for our services, to keep our website and other technologies updated and relevant, to develop our business and to inform our marketing strategy)

 

To send you relevant marketing communications and make personalised suggestions and recommendations to you about services that may be of interest to you

(a) Identity

(b) Contact

(c) Technical

(d) Profile

(e) Usage

(f) Profile

(g) Marketing and Communications

(a) Necessary for our legitimate interests (to carry out direct marketing, develop our services and grow our business).

(b) Consent, having obtained your prior consent to receiving direct marketing communications.

 

4. Disclosures of Your Personal Data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table “Purposes for which we will use your personal data” above.

• Individuals who are engaged by us as self-employed contractors rather than employees, who help us to deliver our executive assistant services to clients.

• Our external service providers, such as providers of our IT software and support.

• Third parties with whom we need to correspond to deliver executive assistant services to you, such as providers of goods or services that you ask us to book for you.

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

1. International Transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure that a similar degree of protection is afforded to it by ensuring that one of the following safeguards are in place:

• We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data.

• We use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement. To obtain a copy of these contractual safeguards, please contact us at info@maxwelloffice.net. For example, we use these when appointing self-employed contractors to deliver executive assistant services, and an IT service provider based in Kenya.

Where we transfer your personal data outside of the UK on a one-off basis in order to carry out a specific instruction provided by you (for example, to book you a hotel in another country), we are not required to ensure one of the above safeguards is in place.

5. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

6. Data Retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see paragraph 9 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

7. Your Legal Rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

• Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

• You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING in paragraph 4 for details of how to object to receiving direct marketing communications).

• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

  • If you want us to establish the data’s accuracy;

  • Where our use of the data is unlawful but you do not want us to erase it;

  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us at info@maxwelloffice.net.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

8. Contact Details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us by email at info@maxwelloffice.net.

9. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

10. Changes to the Privacy Policy and Your Duty to Inform Us of Changes

We keep our privacy policy under regular review.

It is important that the personal data we hold about you and your family is accurate and current. Please keep us informed if your or their personal data changes during your relationship with us, for example a new address or email address.

11. Third-party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.