Hope Joy-Smith PA Services (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, make an enquiry or use our services.
1. Information We Collect
We may collect and process information including:
- Your name
- Email address
- Telephone number
- Business or company name
- Information you provide when completing an enquiry or contact form
- Information you provide when communicating with us by email, telephone or other methods
- Information required to provide PA, administrative or concierge services
- Billing and payment information
- Technical information about how you use our website, such as your IP address, browser type and device information
- Website usage information collected through cookies or analytics tools, where applicable
We will only collect information that is reasonably necessary for providing our services or operating our business.
2. How We Collect Your Information
We may collect personal information when you:
- Visit our website
- Submit an enquiry or contact form
- Contact us by email, telephone or social media
- Request a quotation
- Become a client
- Provide information to enable us to carry out services on your behalf
Some technical information may also be collected automatically through cookies and similar technologies.
3. How We Use Your Information
We may use your personal information to:
- Respond to enquiries
- Provide quotations
- Set up and manage client relationships
- Deliver our PA, administrative and concierge services
- Communicate with you regarding ongoing work
- Arrange appointments, bookings or services requested by you
- Process invoices and payments
- Maintain appropriate business and financial records
- Improve our website and services
- Comply with legal, regulatory and tax obligations
- Protect our business against fraud, misuse or legal claims
Where required by law, we will only use your personal information where we have an appropriate lawful basis for doing so.
4. Information Processed on Behalf of Clients
Due to the nature of PA and concierge services, clients may provide us with personal information relating to themselves, their customers, employees, suppliers, family members or other third parties.
Where we process personal information on behalf of a client, we will only use that information as reasonably necessary to carry out the services we have been instructed to provide.
Clients are responsible for ensuring that they have the appropriate authority or lawful basis to provide personal information to us.
5. Sharing Your Information
We do not sell or rent your personal information.
We may share information with trusted third parties where reasonably necessary to provide our services or operate our business. These may include:
- Payment providers
- Accountants or professional advisers
- Website and IT service providers
- Cloud storage and communication providers
- Booking, travel or hospitality providers where we are making arrangements on your behalf
- Other suppliers or service providers specifically required to fulfil your instructions
We may also disclose information where required to do so by law.
Where possible, we will only share the minimum amount of personal information necessary.
6. Confidentiality
We understand that PA and concierge work can involve access to private, personal or commercially sensitive information.
We take reasonable steps to keep client information confidential and will not intentionally disclose confidential information to third parties except where:
- You have authorised us to do so;
- It is necessary to provide the services you have requested; or
- We are legally required to disclose it.
7. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
However, no method of electronic storage or transmission over the internet can be guaranteed to be completely secure.
8. How Long We Keep Your Information
We will only retain personal information for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting and tax requirements.
Information that is no longer required will be securely deleted or anonymised where appropriate.
9. Your Data Protection Rights
Depending on the circumstances, you may have rights relating to your personal information, including the right to:
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Request deletion of your personal information
- Request restriction of processing
- Object to certain uses of your personal information
- Request transfer of your information where applicable
- Withdraw consent where we rely on consent to process your information
Some of these rights are subject to legal limitations.
To exercise any of these rights, please contact us using the details below.
10. Cookies
Our website may use cookies and similar technologies to help the website function correctly and understand how visitors use it.
Where required, you will be given the opportunity to manage your cookie preferences.
Further information about the cookies used by this website may be provided through our cookie notice or cookie settings.
11. Third-Party Websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices, security or content of external websites. We recommend reviewing the privacy policy of any third-party website you visit.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, website or legal obligations.
The latest version will be available on this website.
13. Contact Us
If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
Hope Joy-Smith PA Services
Email: hope@hjs-pa.com
If you are unhappy with how your personal information has been handled, you may also have the right to raise a complaint with the UK Information Commissioner’s Office (ICO).