Privacy Policy

SAID Solutions Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, enquire about our services or work with us.

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1. Who We Are

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SAID Solutions Ltd
Company number: 09382061
Registered office: 11 Brownhill Drive, Oldham, United Kingdom, OL4 4BD

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For the purposes of UK data protection law, SAID Solutions Ltd will normally act as the data controller for personal information collected through this website and for information relating to our own clients, prospective clients, suppliers and business contacts.

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In some circumstances, particularly when carrying out work for a client, we may process personal information on that client's behalf. In those circumstances, the client may be the data controller and SAID Solutions may act as a data processor. The relevant contractual and data-processing arrangements will apply to that work.

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If you have any questions about this Privacy Policy or how we use your personal information, please contact:

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Email: shaun@saidsolutions.co.uk

 

2. Personal Information We May Collect

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Depending on how you interact with us, we may collect:

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Contact and identity information

This may include:

• your name;

• job title;

• organisation or employer;

• email address;

• telephone number; and

• other contact details you choose to provide.

 

Enquiry and correspondence information

If you contact us, we may collect:

• details of your enquiry;

• correspondence between you and SAID Solutions;

• information about the services you are interested in;

• documents or information you choose to send us; and

• notes relating to meetings, calls or discussions.

 

Client and business information

Where you engage SAID Solutions, we may collect information necessary to:

• prepare proposals or quotations;

• enter into and manage a contract;

• deliver services;

• communicate with you and members of your organisation;

• manage projects;

• issue invoices and receive payment; and

• maintain appropriate business and accounting records.

 

Website and technical information

When you use our website, certain technical information may be collected automatically, including:

• IP address;

• browser type;

• device information;

• operating system;

• approximate location derived from technical information;

• pages visited;

• dates and times of visits;

• referring websites; and

• information about how you interact with the website.

 

Some of this information may be collected through cookies and similar technologies.

Please see our Cookie Policy for further information.

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3. Special Category and Sensitive Information

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SAID Solutions works with organisations operating in sectors where sensitive personal information may sometimes be involved.

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However, we do not ask website visitors to submit health information, safeguarding information, information about service users or other special category personal data through our general website enquiry forms.

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Please do not send confidential case information, service-user records, medical information, safeguarding information or other sensitive personal information through our general contact form unless we have specifically requested it and appropriate arrangements have been agreed.

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Where a client needs SAID Solutions to process sensitive information as part of a professional engagement, we will establish the appropriate roles, lawful basis, contractual arrangements and security measures before that processing takes place.

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Where SAID Solutions acts as a processor on behalf of a client, we will process that information in accordance with the client's documented instructions and our contractual obligations.

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4. How We Use Personal Information

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We may use personal information to:

• respond to enquiries;

• discuss potential projects or services;

• prepare proposals, quotations and contracts;

• provide services that you or your organisation have commissioned;

• manage our relationship with clients and business contacts;

• communicate about ongoing projects;

• arrange meetings and appointments;

• issue invoices and manage payments;

• maintain accounting, tax and business records;

• improve our website and services;

• maintain the security and integrity of our website and systems;

• manage complaints or disputes;

• establish, exercise or defend legal claims;

• comply with legal and regulatory obligations; and

• send relevant marketing communications where we are permitted to do so.

 

We will not use personal information for purposes that are incompatible with the reason it was originally collected unless permitted by law.

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5. Our Lawful Bases for Processing

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UK data protection law requires us to have a lawful basis for using personal information.

Depending on the circumstances, we may rely on the following bases.

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Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

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This may include:

• responding to business enquiries;

• developing client relationships;

• communicating with representatives of client organisations;

• operating and improving our business;

• protecting our website and systems;

• maintaining appropriate business records;

• pursuing unpaid debts; and

• establishing or defending legal claims.

 

Where we rely on legitimate interests, we consider whether the processing is necessary, proportionate and within your reasonable expectations.

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Contract

We may process personal information where this is necessary:

• to perform a contract with you; or

• to take steps at your request before entering into a contract with you.

 

Where our contract is with an organisation rather than you personally, we may instead rely on legitimate interests when processing the contact information of people working for that organisation.

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Legal Obligation

We may process personal information where necessary to comply with applicable legal obligations, including accounting, taxation and regulatory requirements.

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Consent

Where appropriate, we may rely upon your consent. This may include certain marketing activities and the use of non-essential cookies or similar technologies.

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Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

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6. Marketing

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We may occasionally contact clients, prospective clients and business contacts about SAID Solutions services that we believe may be relevant to them.

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We will only send electronic marketing where permitted by applicable data protection and electronic communications law.

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Where consent is required, we will ask for it through a clear opt-in.

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In some business-to-business circumstances, we may be permitted to contact corporate organisations without prior consent. However, we will always provide a straightforward way to opt out of future marketing communications.

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You can ask us to stop using your personal information for direct marketing at any time.

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7. Cookies and Analytics

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Our website may use cookies and similar technologies to:

• operate essential website functions;

• maintain security;

• understand website performance;

• understand how visitors use the website; and

• improve the user experience.

 

Where required by law, non-essential cookies will not be used unless you have given your consent.

You can manage your cookie choices through the cookie controls provided on our website.

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Further details are available in our Cookie Policy.

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8. Wix and Website Hosting

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Our website is created and hosted using Wix.

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When you visit the website or submit information through it, Wix may process certain personal information on our behalf in order to provide hosting, website functionality, security, data storage and related services.

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In relation to information processed on behalf of SAID Solutions through our Wix website, SAID Solutions is generally the data controller and Wix acts as a data processor.

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Wix may use its own group companies and authorised sub-processors to provide its services.

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9. Sharing Personal Information

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We do not sell your personal information.

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We may share personal information where reasonably necessary with:

• Wix and other providers that host or support our website;

• email, cloud storage and IT providers;

• professional advisers, including accountants, solicitors and insurers;

• contractors or consultants assisting us in providing services;

• payment or financial service providers where relevant;

• regulators, courts, law enforcement agencies or public authorities where legally required;

• prospective purchasers, investors or advisers in connection with a legitimate business sale or restructuring; and

• other parties where you have authorised us to share the information.

 

Where suppliers process personal information on our behalf, we will take reasonable steps to ensure appropriate contractual and security arrangements are in place.

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10. International Transfers

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Some organisations that provide technology or other services to SAID Solutions may process personal information outside the United Kingdom.

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For example, Wix operates internationally and may process website visitor information in locations outside the UK.

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Where personal information is transferred outside the UK, we will take reasonable steps to ensure that the transfer is made in accordance with applicable UK data protection law.

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Depending on the destination and provider, this may include relying on:

• UK adequacy regulations;

• approved contractual safeguards;

• the UK International Data Transfer Agreement;

• an applicable UK Addendum to approved contractual clauses; or

• another legally recognised transfer mechanism.

 

Additional safeguards may also be used where appropriate.

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11. How Long We Keep Personal Information

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We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, regulatory and contractual requirements.

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As a general guide:

• enquiries that do not result in a client engagement will normally be retained for up to 24 months after our last substantive contact;

• client contracts, project records and related correspondence may normally be retained for up to six years after the end of the engagement;

• invoices and accounting records will be retained for the period required by applicable tax and accounting law;

• marketing information will be retained until you unsubscribe, withdraw consent or otherwise object, subject to us retaining limited information necessary to record your preference;

• information processed by us on behalf of a client will be retained or deleted in accordance with our agreement with that client; and

• website and cookie information will be retained according to the settings and purposes described in our Cookie Policy.

 

We may retain information for longer where reasonably necessary in connection with an actual or anticipated legal claim, regulatory requirement or other legal obligation.

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12. Keeping Personal Information Secure

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We use reasonable technical and organisational measures designed to protect personal information from:

• unauthorised access;

• loss;

• misuse;

• alteration;

• disclosure; and

• destruction.

 

Access to personal information is limited to people who reasonably require it for their work.

 

Where appropriate, we also use reputable technology providers and contractual protections when information is processed on our behalf.

 

No online system can be guaranteed to be completely secure, but we regularly consider the safeguards appropriate to the nature of the information we handle.

 

13. Where We Obtain Personal Information

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Most personal information we process is provided directly by you.

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We may also receive information from:

• your employer or organisation;

• another person within your organisation;

• referrals and professional contacts;

• publicly available business information;

• company websites;

• professional networking platforms;

• Companies House or similar public registers; and

• other legitimate business sources.

 

Where we obtain personal information from another source, we will provide privacy information where required by law.

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14. Your Data Protection Rights

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Depending on the circumstances and the lawful basis on which we process your information, you may have rights including:

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• the right of access, allowing you to ask for a copy of personal information we hold about you;

• the right to rectification, allowing you to ask us to correct inaccurate or incomplete information;

• the right to erasure, allowing you in certain circumstances to ask us to delete your personal information;

• the right to restrict processing, allowing you in certain circumstances to ask us to limit how your information is used;

• the right to data portability, allowing you in certain circumstances to receive information you provided to us in a structured format or have it transferred elsewhere;

• the right to object, including the right to object to certain processing based on legitimate interests; and

• the right to withdraw consent where consent is the lawful basis for processing.

 

These rights are not absolute and may not apply in every circumstance.

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Your Right to Object to Direct Marketing

You have the right to object at any time to your personal information being used for direct marketing.

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If you object, we will stop using your personal information for that purpose.

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You will not normally have to pay a fee to exercise your rights.

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We may need to confirm your identity before responding to a request.

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We will respond to valid requests within the timescales required by applicable law.

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15. Automated Decision-Making

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We do not use personal information collected through this website to make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals.

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16. Children

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Our website and services are primarily intended for businesses and professional users and are not directed at children.

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We do not knowingly seek to collect personal information directly from children through this website.

If you believe that a child has provided personal information to us through the website, please contact us so that we can review and, where appropriate, delete it.