At Fields and Files, we’re committed to handling your personal information with care, respect, and in line with UK data protection laws. This privacy policy explains what you can expect from us when it comes to your data — whether you’re a client, website visitor, or someone we work with.

Contact Details

If you have any questions about this policy or how your data is used, please contact:

Email: leah@fieldsandfiles.co.uk

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
• Pronoun preferences
• Payment details (including card or bank information for transfers and direct debits)
• Financial data (including income and expenditure)
• 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
• Video recordings
• Audio recordings (e.g. calls)
• Records of meetings and decisions
• Account access information
• Website user information

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:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• 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.

Where we get personal information from

• Directly from you
• From suppliers and service providers who help us deliver our services

How long we keep information

We retain personal data only for as long as necessary to meet the purposes outlined in this policy or to comply with legal, regulatory, or contractual obligations. We regularly review our retention practices to ensure they remain appropriate and proportionate. When your data is no longer needed, we securely delete or anonymise it.

If you’d like more detail about how long we keep specific types of data, please get in touch.

Who we share information with

We may share personal information with:

• Organisations we’re legally obliged to share data with
• Trusted suppliers and service providers who support our operations

We never sell your data or share it without a valid reason.

How to complain

If you’re concerned about how we’ve handled your personal data, please contact us first — we’ll do our best to resolve things quickly and respectfully.

If you’re still unhappy, you can raise a complaint with the Information Commissioner’s Office (ICO):

Address:

Information Commissioner’s Office
Wycliffe House,
Water Lane
Wilmslow,
Cheshire,
SK9 5AF

Helpline: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: October 2025