Privacy Policy

01 Introduction

Mayfield Business Advisory is operated by MAYFIELD EDINBURGH HOLDINGS LIMITED. We provide business operations consultancy services to small retail and wholesale businesses across the UK.

Our services include reviewing order processing procedures, inventory management systems, customer service workflows and day-to-day administrative processes. We provide practical recommendations to help businesses improve operational efficiency, organise internal procedures and establish clearer working practices.

This website provides information about our consultancy services and allows visitors to contact us, discuss business requirements and request a consultation.

This policy explains what personal information we may collect, why we use it, how long we retain it and the choices available to individuals in relation to their information.

02 Information We Collect

The information we collect depends on how you interact with our website and whether you enquire about our consultancy services. We only seek information that is reasonably relevant to the purpose for which it is provided.

Contact Information

• Name and business contact details.
• Email address and telephone number.
• Business name and general business information.
• Details included in messages or consultation enquiries.

Business Enquiry Information

• Descriptions of operational requirements and business objectives.
• Information about order processing and inventory procedures.
• Details concerning customer service and administrative workflows.
• Documents or reference materials voluntarily supplied for an agreed consultancy review.
• Relevant correspondence concerning service enquiries and project arrangements.

Website and Technical Information

When you visit our website, certain technical information may be collected automatically. This can include your IP address, browser type, device information, operating system, pages visited, referring website and general access times.

Technical information is used to understand website performance, maintain functionality and identify areas where the visitor experience could be improved.

03 How Information Is Collected

We collect information through several ordinary business and website interactions, including:

• Information entered into contact or consultation enquiry forms.
• Emails and telephone conversations with our team.
• Documents and business materials voluntarily provided for consultancy purposes.
• Information generated through website access and technical systems.
• Correspondence relating to an existing or proposed business engagement.

Where information is provided on behalf of a business, the person submitting it should ensure that they are authorised to share the relevant information for the stated purpose.

04 How We Use Information

Personal and business contact information may be used for the following purposes:

• Responding to enquiries submitted through our website.
• Discussing business requirements and consultation arrangements.
• Preparing service proposals, quotations and project outlines.
• Reviewing information relevant to agreed consultancy work.
• Preparing and delivering electronic consultancy documents and reports.
• Managing communications and administrative arrangements for client projects.
• Maintaining appropriate business records and correspondence.
• Operating, maintaining and improving our website.
• Meeting applicable legal and regulatory obligations.

We do not use information for purposes that are incompatible with the reason it was originally collected, unless an appropriate legal basis permits the additional use.

05 Lawful Basis for Processing

We process personal information only where an appropriate lawful basis applies under the UK General Data Protection Regulation and the Data Protection Act 2018.

Contractual Necessity

Information may be processed when necessary to take steps requested by an individual before entering into an agreement or to fulfil an existing service arrangement.

Legitimate Interests

We may use relevant information for legitimate business purposes, such as responding to professional enquiries, maintaining business correspondence, improving administrative arrangements and managing our website. We consider the impact on individual privacy when relying on this basis.

Legal Obligations

Certain information may need to be retained or processed to comply with applicable legal, accounting or regulatory requirements.

Consent

Where consent is required, we will request it before carrying out the relevant activity. Individuals may withdraw their consent at any time, without affecting processing that took place before withdrawal.

06 Information Sharing

We do not make personal information available indiscriminately. Information may be shared only where reasonably necessary for the purposes described in this policy or where an applicable legal requirement permits or requires disclosure.

Relevant recipients may include:

• Website hosting and technical maintenance providers.
• Professional IT and website support providers.
• Business administration and document management service providers.
• Professional advisers where appropriate for business or legal matters.
• Public authorities where disclosure is required by applicable law.

Where a third-party provider processes personal information on our behalf, we take appropriate steps to establish suitable contractual and organisational arrangements for that processing.

We do not sell personal information to third parties.

07 Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the relevant purpose, maintain appropriate business records and meet applicable legal obligations.

Enquiry Records

General website enquiries that do not result in a consultancy engagement are normally retained for up to 12 months after the last meaningful communication.

Consultancy and Client Records

Records relating to completed consultancy engagements, including relevant correspondence and project documentation, are normally retained for up to 6 years after the end of the relevant business relationship, where appropriate for contractual, administrative or legal recordkeeping purposes.

Financial and Business Records

Financial and transaction-related records are retained for the applicable statutory recordkeeping period. Where UK company and tax requirements apply, certain accounting records may be retained for at least 6 years from the end of the relevant financial year.

Website Technical Records

Routine website access logs are normally retained for up to 90 days, unless a longer period is reasonably necessary to investigate a technical issue, maintain website security or meet an applicable legal requirement.

08 Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration or inappropriate disclosure.

Depending on the nature of the information and the systems involved, these measures may include:

• Access controls for business information and electronic records.
• Appropriate account and system security arrangements.
• Careful handling of documents received for consultancy reviews.
• Use of suitable technical providers for website and information management.
• Periodic consideration of relevant administrative and security procedures.

Electronic information is handled according to its business purpose and the level of protection reasonably appropriate to its nature.

09 Cookies and Website Technologies

Our website may use cookies and similar technologies to support essential website functions, remember relevant preferences and understand general website usage.

Essential Cookies

These technologies may be necessary for website functionality, security and the operation of requested features.

Preference Cookies

Where used, these may help remember selected website preferences and improve the browsing experience.

Analytics Technologies

Where implemented, analytics technologies may help us understand general visitor activity, such as frequently accessed pages and website performance.

Non-essential cookies will be used in accordance with applicable UK requirements, including obtaining consent where required. Visitors can also manage cookie settings through their browser.

10 Your Privacy Rights

Under applicable UK data protection law, individuals may have the following rights in relation to their personal information:

• Right of access: Request a copy of personal information we hold about you.
• Right to rectification: Ask us to correct inaccurate or incomplete information.
• Right to erasure: Request deletion of personal information where the relevant legal conditions are met.
• Right to restriction: Request that certain processing activities are restricted in qualifying circumstances.
• Right to data portability: Request relevant information in a commonly used electronic format where this right applies.
• Right to object: Object to certain types of processing, including processing based on legitimate interests.
• Right to withdraw consent: Withdraw previously given consent where processing relies on consent.

Making a Request

Requests can be submitted using the contact details provided at the end of this policy. We aim to acknowledge privacy requests within 5 working days and respond within one calendar month after receiving a valid request.

Where a request is particularly complex or several requests have been received, the response period may be extended by up to a further two months where permitted by law. We will explain the reason for any extension within the initial one-month period.

We may request reasonable additional information to verify the identity of the person making a request before disclosing or changing personal information.

Individuals also have the right to raise concerns with the Information Commissioner’s Office (ICO) at ico.org.uk.

11 International Data Transfers

Our business is based in the United Kingdom. Certain website hosting, technical support or other service providers may process information using systems located outside the UK.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection requirements. Depending on the circumstances, this may include relying on UK adequacy regulations, appropriate safeguards or another legally recognised transfer mechanism.

12 Third-Party Websites

Our website may contain links to external websites or professional resources for additional information. These websites operate independently and may have their own privacy policies and information handling practices.

We are not responsible for the privacy practices or website content of external services. Visitors should review the relevant privacy information before providing personal information through another website.

13 Changes to This Privacy Policy

We may update this policy when our website, business arrangements or applicable legal requirements change. The revised version will be published on this page and will take effect immediately upon publication.

We encourage visitors and clients to review this page periodically so that they remain informed about how personal information is handled.

14 Contact Information

If you have questions about this Privacy Policy, wish to make a privacy request or require further information about how we handle personal data, please contact us using the details below.