No Excel please customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• How to complain

Contact details

Email

info@noexcelplease.co.uk

What information we collect, use, and why

We collect or use the following personal information for the operation of client or customer accounts

• Names and contact details

• Addresses

• Purchase or service history

We collect or use the following personal information for information updates or marketing purposes

• Names and contact details

• Profile information

We collect or use the following personal information for dealing with queries, complaints or claims

• Names and contact details

• Payment details

• Purchase or service history

• Customer or client accounts and records

• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object./li>

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

• Directly from you

• Publicly available sources

How long we keep information

Client & Prospect Information

• Category of Personal Data: Client contact names, email addresses, phone numbers, job titles, and company details.
• Purpose: To manage the client relationship, communicate about projects and contracts, send invoices, and for marketing purposes (where there is a lawful basis).
• Retention Period:
  • Active Clients: Duration of the contractual relationship.
  • Former Clients: 7 years from the end of the last financial year of the final transaction.
  • Propects/Leads: 2 years from the last communication, or until consent is withdrawn, whichever is sooner.
• Review/Disposal Trigger: Contract termination, final invoice payment, or two years of no communication.
• Justification: Retention for active clients is based on contractual necessity. For former clients, the 7-year period aligns with UK statutory requirements for financial records (e.g., HMRC records). For prospects, it balances the legitimate business interest of marketing with the individual's right to privacy.
• Disposal Method: Secure deletion from all systems (CRM, email, file servers).

Project-Specific Data (Projects & Ad-Hoc Work)

• Category of Personal Data: Personal data contained within project deliverables, development environments, data exports, or support tickets. This might include names of client employees, test data, or user information.
• Purpose: To build, test, and deliver the agreed-upon solution or to resolve an ad-hoc support request.
• Retention Period:
  • Projects: Duration of the project plus 7 years from the date of project completion and final sign-off.
  • Ad-Hoc Work: 7 years from the date the support ticket or work order is closed.
• Review/Disposal Trigger: Project completion and final invoice payment, or ad-hoc ticket closure.
• Justification: The 7-year period provides a buffer for legal claims under the Limitation Act 1980 (which can be brought for up to 6 years) and for potential post-delivery support or warranty issues.
• Disposal Method: Anonymization or secure deletion of all personal data from backups, test environments, and version control systems. If data is strictly required for legal or historical purposes, it must be anonymized.

Ongoing Maintenance & Support Contracts

• Category of Personal Data: Client contact information, user credentials, access logs, and personal data processed on behalf of the client as a data processor.
• Purpose: To provide ongoing software support, maintenance, and to fulfill contractual obligations.
• Retention Period: Duration of the contract plus 2 years.
• Review/Disposal Trigger: Termination of the maintenance contract.
• Justification: The 2-year period after contract termination is to manage any final correspondence, invoices, or potential disputes. Data processed on behalf of the client (as a processor) should be deleted in accordance with the contract's terms and the client's instructions.
• Disposal Method: Secure deletion from all live systems, logs, and backups.

Financial Records

• Category of Personal Data: Names, addresses, and transaction details on invoices, purchase orders, and payment records.
• Purpose: To manage billing, taxes, and legal compliance.
• Retention Period: 7 years from the end of the financial year to which the records relate.
• Review/Disposal Trigger: The passing of the 7-year statutory period.
• Justification: This is a statutory requirement under UK tax and company law (e.g., HMRC).

Employee & Contractor Records (Internal)

• Category of Personal Data: Personal files, payroll records, and health & safety information.
• Purpose: To manage employment and fulfill legal obligations.
• Retention Period:
  • General Personnel Files: 6 years from the end of employment/contract.
  • Payroll Records: 6 years from the end of the tax year.
  • Health & Safety Records: 3 years from the date of the last entry (RIDDOR).
• Review/Disposal Trigger: Cessation of employment or contract.
• Justification: These periods align with UK legal and statutory requirements for employment and tax records.
• Disposal Method: Secure destruction of both physical and digital records.
Disposal Procedures
• Physical Records: Shredding or secure disposal by a certified third-party service.
• Digital Records:
  • Secure Deletion: Overwriting data on hard drives and storage media to make it unrecoverable.
  • Anonymization: Removing all personally identifiable information so that the data subject can no longer be identified.
  • Destruction of Storage Media: Physical destruction of hard drives, solid-state drives, or other storage media.
  • Cloud Data: Deletion of data in accordance with the cloud service provider's secure deletion policies.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website:https://www.ico.org.uk/make-a-complaint