Privacy Notice

This privacy notice explains how Robus Business Concierge Ltd (a company registered in England number 12446665) uses the personal information we collect from you, either through using our website, or in any other way, electronically, verbally or in writing.

Data controller

Robus Business Concierge Ltd is the data controller, this is because we make decisions about what data is collected and how it is used and with whom it is shared with. We can be contacted at info@robusbusinessconcierge.com or telephone 01273 569188.

On what basis do we collect and process your data?

We process personal data for the purpose of providing PA, secretarial and other business services. Data Protection law defines the basis by which we can lawfully collect and process personal data for that purpose. To allow us to engage with you to provide our services, we will collect and process personal data where it is necessary to enable a contract for services to be put in place and subsequently to deliver that service and also where it is in our legitimate interest to do so. In doing this we are careful to do this in a way that does not outweigh your own rights and freedoms. Our legitimate interests are to fulfill your requirements to the best of our ability and expand our services. We also obtain your consent where required for our marketing purposes. Once you have given your consent, you are free to withdraw it at any time by contacting us through our website or on the contact details provided above.

We will also process your data if we feel it is required to protect your vital interests, or the vital interests of another person. This might occur in serious life or death situations where immediate disclosure of personal data is required, and you are unable to give that information yourself.

This is the data we collect and the basis for doing so.

Purpose Data Type Data Collected Legal Basis
Provide required service Contact Details Name Contract (Article 6(b))
Provide required service Contact Details Telephone number(s) Contract (Article 6(b))
Provide required service Contact Details Email address Contract (Article 6(b))
Provide required service Identity Details Signature Contract (Article 6(b))
Marketing Contact details Name Consent (Article 6(a))
Marketing Contact details Email address Consent (Article 6(a))
Marketing Contact details Telephone number Consent (Article 6(a))
B2B Marketing Contact details Name Legitimate Interest (Article 6 (f))
B2B Marketing Contact details Email address Legitimate Interest (Article 6 (f))
B2B Marketing Contact details Telephone number Legitimate Interest (Article 6 (f))

We collect data in relation to your communications and interaction with us. This can include emails, text messaging, postal service delivery, social media posting or any other form of communication.

The data we collect as data controllers from our data subjects is obtained directly from the data subject themselves, although some contact details may be obtained from third party referrals. Please see our Cookie Policy for information on the data collected by our website.

Some of the data we collect is deemed necessary to contractually deliver our service to you. If you do not provide this data, we will be unable to enter into an agreement with you.

Data recipients and data transfers

We do not sell any of your personal data to any third party. We do share your information with trusted and vetted associates who carry out contracted services on our behalf. We use Microsoft Dynamics (CRM) environment for the secure storage and transfer of data as well as Microsoft Azure and Amazon web services for the secure storage of data. We use Gmail for electronic communications.

Where required we will disclose your personal data with law enforcement and fraud prevention agencies. This is so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject. Additionally, we will disclose your personal data in order to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Personal data in electronic form is held in UK, EU accredited data centres. If data must be transferred outside of the EEA, we ensure that the transfer is covered by an EU adequacy decision or through mechanisms such as standard contractual clauses as approved by the EU and UK’s Information Commissioner

Sensitive information

Robus Business Concierge Ltd does not process sensitive data as defined by Article 9 of the GDPR.

Retention policy

The data we collect directly from you is the minimum we require to facilitate the lawful processing activity described above. Personally Identifiable Information processed by us will be deleted in accordance with legal obligations and or our retention policy to ensure personal data is held only for as long as is required for the purpose we collected it or for our legitimate purposes.

Full personal data of clients will be retained for a minimum of 7 years following the end of any commercial agreement. Personal data required for statutory reporting or HMRC audit purposes will be retained for 7 years.

Name and contact details of clients processed for the purposes of marketing activity will be retained for the duration that consent is maintained or the data is no longer required for the purpose it was obtained. This also applies to personal data provided through our website contact form.

Data Storage and Security

We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access. We store both physical and electronic records. We have put in place technical and organisational measures to ensure our physical security as well as technical measures for data backup, authorisation and authentication onto systems. We use secure firewalls and other measures such as strong passwords to restrict electronic access, including anti-virus and anti-malware measures. If the data must be transferred to a third party, we require them to have in place similar measures to protect your personal data. We have a process in place to mitigate the impact of any data breach that should occur.

Only persons who need the information to fulfil their roles and responsibilities are granted access to personal data. We may require you to cooperate with our security checks before we disclose information to you. You can update the personal information that you give us at any time by contacting us directly.

Your rights as a data subject

The regulations provide a number of rights to you as the Data Subject. Robus Business Concierge Ltd is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office https://ico.org.uk. A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/

You also have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioners Office www.ico.org.uk

Automated decision making

We do not use automated decision making to process personal data.

Third-party websites

Our website may contain links to other websites. This privacy policy only applies to Robus Business Concierge Ltd., so if you follow a link to another website, you should read that organisation’s own privacy policy.

Changes to our privacy policy

We keep our privacy policy under review, and we will place any updates on our website. This privacy policy was last updated in July 2020

How to contact us

You can write to us at this address:
Robus Business Concierge Ltd
Suite 226, 91 Western Road, Brighton, BN1 2NW

You can telephone us on this number: 01273 569188

You can email us by using this link:
info@robusbusinessconcierge.com