1. Who we are
Phil Maynard UK Ltd is the data controller for the personal information described in this notice.
We provide consultancy services primarily to charities and mission-led organisations.
We only collect the information necessary to deliver our work effectively and aim to handle it
carefully, proportionately and transparently.
2. What personal information we collect
We may collect and use:
- Names and professional contact details (such as email address and phone number)
- Organisation details
- Records of meetings, correspondence and decisions
- Information relevant to proposals, contracts or ongoing services
If you attend an event we host, we may also collect:
- Your contact details
- Your preferences about staying in touch
We do not intentionally collect special category (sensitive) personal data unless it is strictly
necessary and agreed in advance.
3. Why we use your information
We use personal information to:
- Provide consultancy services
- Enter into and manage contracts
- Communicate about ongoing or potential work
- Maintain accurate professional records
- Organise and follow up on events
We do not sell personal data or use it for unrelated marketing.
4. Lawful basis for processing
Under UK GDPR, we rely on the following lawful bases:
-
Contract – where processing is necessary to deliver agreed services or take steps
before entering into a contract.
-
Legitimate interests – where we process limited professional contact information
to manage relationships and operate effectively in ways individuals would reasonably expect.
-
Consent – where you have agreed to receive specific communications
(for example, event follow-ups). You can withdraw consent at any time.
5. Where personal information comes from
We collect personal information:
- Directly from you
- From publicly available professional sources (such as organisation websites, LinkedIn or Companies House)
6. How long we keep information
We retain personal information only for as long as necessary.
- Client records are retained for up to 6 years after the end of a contract (for legal and accounting purposes).
- Prospective client information is reviewed periodically and deleted if no longer relevant.
- Event contact details are retained for up to 2 years unless you request removal earlier.
Information may be retained longer where required by law.
7. Where your information is stored
We use trusted service providers to support business operations, including cloud email,
document storage, CRM and accounting systems (for example Microsoft 365, Google services,
HubSpot and Zoho).
Some of these providers operate internationally, which means personal information may be
processed outside the UK. Where this occurs, appropriate safeguards are in place, such as
UK adequacy regulations, Standard Contractual Clauses or International Data Transfer Agreements.
These providers process data on our behalf and are required to handle it securely and in
accordance with data protection law.
8. Your data protection rights
Under UK data protection law, you have rights including:
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to object
- The right to data portability (where applicable)
To exercise your rights, contact us at
info@philmaynard.uk.
If you are not satisfied with our response, you may complain to the Information
Commissioner’s Office (ICO) at www.ico.org.uk.