This notice explains how Oliver Henderson, trading as SafeStart Food Consultancy, uses personal information when you contact us or we provide food safety consultancy services. It applies to business contacts, prospective clients and client representatives.
Who we are and how to contact us
Oliver Henderson is the sole trader responsible for SafeStart Food Consultancy’s own client and business records. Contact us at safestartfoodconsultancy@gmail.com or 07551 372824.
Information we use
We may hold your name, job title, business name, work contact details, enquiry and correspondence, meeting or site-visit notes, proposal and contract details, information needed for a consultancy report, and invoice and payment records. We usually receive this from you. A colleague, your employer or a client may also give us your business contact details or relevant project information.
We do not ask for sensitive personal information in a routine enquiry. If a project requires access to staff, customer or other sensitive records, we will agree the scope and appropriate data protection terms with the client first.
Why we use it
- To respond to enquiries and prepare quotes: steps before a contract with an individual client, or our legitimate interest in responding to business enquiries.
- To agree and deliver services, maintain contact and issue reports: performance of a contract with an individual client, or our legitimate interest in delivering services to a client business.
- To invoice, receive payment and maintain tax records: legal obligations for required records and our legitimate interest in collecting payment.
- To handle complaints and claims: our legitimate interest in resolving disputes and protecting legal rights.
Without details needed to understand an enquiry, agree a service or meet invoicing requirements, we may be unable to respond or carry out the work.
Who we share it with
We share information when needed with the client business and authorised contacts, email and document service providers, our accountant or bookkeeper, insurers and professional advisers, and public authorities where required by law. We do not sell personal information.
International processing
Our email and document providers may process information outside the UK. Where a restricted international transfer occurs, we use an applicable UK adequacy regulation or another safeguard recognised by UK data protection law. Contact us for details.
How long we keep it
If an enquiry does not become an assignment, we normally delete the correspondence 12 months after the last meaningful contact. We normally keep client project records and correspondence for six years after the final service, and accounting records for at least five years after the 31 January Self Assessment filing deadline for the relevant tax year. We may keep information longer for a dispute, legal obligation or insurance claim, then securely delete it.
Your rights
Depending on the circumstances, you can ask to see or correct your information, ask us to erase it or restrict its use, object to its use, or ask for a portable copy. You can object to processing based on our legitimate interests. Contact us using the details above; we may need to verify your identity. We do not make solely automated decisions or profile individuals.
You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would welcome the chance to address your concern first.
Client records during an assignment
If we process staff or customer information solely on a client’s instructions, the client remains responsible for its own privacy notice and we will agree any required processor terms. This notice covers information we use for our own business purposes.
Changes
We review this notice when our services or information practices change. The issue date above identifies the current version.