Prævidia Limited customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone
01926 298846
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
Names and contact details
Addresses
Payment details (including card or bank information for transfers and direct debits)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Information relating to compliments or complaints
Website user information
We collect or use the following personal information for the operation of client or customer accounts:
Names and contact details
Addresses
Purchase or service history
Account information, including registration details
Information used for security purposes
We collect or use the following personal information to comply with legal requirements:
Name
Contact information
Client account information
Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Addresses
Payment details
Account information
Purchase or service history
Customer or client accounts and records
Financial transaction information
Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We rely on legitimate interests to keep records of the work we have carried out for clients so that we can handle and defend any query, complaint or legal claim that may arise after an engagement ends. Under the Limitation Act 1980 a claim can generally be brought for up to six years, so retaining these records for that period lets us respond properly to a dispute rather than being unable to answer it — which protects both us and the client. We also rely on legitimate interests to respond to and follow up enquiries from people who contact us about our services. We only ever keep information the person has provided, hold it for defined and proportionate periods, use it solely for these purposes, and never sell or share it for marketing. Anyone can object to this use at any time and we will stop. We consider this a fair balance that does not put our interests above people\'s privacy.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you
How long we keep information
We keep your personal information for the following periods, after which it is securely deleted:
· Financial and payment records (invoices, receipts, payment and bank records) — 6 years after the end of the tax year they relate to, to meet our legal obligations under UK tax law.
· Client records and the work we produce for you (reports, recommendations and operational documentation), and your contact details — for the duration of our working relationship and then for 6 years after it ends. This aligns with the period during which a legal claim may generally be brought under the Limitation Act 1980, so that we can handle or defend any query, complaint or claim that arises after an engagement finishes. During this period the records are kept but not actively used, and are referred to only if such a matter arises.
· Enquiries from people we do not go on to work with — 12 months from your last contact with us, so that we can respond to and, where appropriate, follow up your enquiry.
We only keep information that you have provided, hold it for these defined periods, and never sell or share it for marketing.
Who we share information with
Data processors
Microsoft Ireland Operations Limited (Microsoft 365)
This data processor does the following activities for us: Provides our business email, cloud storage, and the document and productivity tools used to produce, store and share client deliverables such as reports, recommendations and operational documentation. Client contact details, correspondence, and the client information contained in that work are stored and processed through Microsoft 365.
Squarespace Ireland Limited (Squarespace)
This data processor does the following activities for us: Hosts our website and stores enquiries submitted through our website contact form.
FreeAgent Central Ltd (FreeAgent)
Provides our cloud accounting software. Client names, invoice details and payment or transaction information are stored and processed through FreeAgent for accounting purposes.
Others we share personal information with
Professional consultants
Sharing information outside the UK
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Microsoft Corporation
Category of recipient: Cloud and software service provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Squarespace, Inc.
Category of recipient: Website hosting and cloud service provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: FreeAgent Central Ltd
Category of recipient: Cloud accounting software provider
Country the personal information is sent to: Ireland
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: hello@praevidia.co.uk
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated 25 September 2026