Effective date: September 2026
1. Who We Are
Barnes & Co Data Solutions Ltd is the controller responsible for personal information covered by this Privacy Policy, except where we process information solely on a client’s documented instructions as a data processor. Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ . Company number:16538250. Privacy contact: info@barnesdatasolutions.co.uk.
2. What This Policy Covers
This Privacy Policy explains what personal information we may collect, why we use it, our lawful bases, how we protect and retain it, who we may share it with and the rights available to individuals.
3. Information We May Collect
Depending on how you interact with us, we may collect name, job title, company details, email address, telephone number, postal address, enquiry details, communications, website usage information, IP address and technical information such as browser or device information. We only seek information reasonably necessary for the relevant purpose.
4. How We Collect Information
We may collect information directly from you when you contact us, request a consultation, submit a website form, communicate with us, enter into an agreement or use our services. We may also receive information from client organisations, professional advisers, business contacts, public sources or technology providers where lawful.
5. Why We Use Personal Information
We may use personal information to respond to enquiries, provide quotations and services, manage client relationships, administer contracts, communicate about projects, provide support, improve our services and website, maintain security, prevent misuse, comply with legal obligations, maintain business records and send permitted marketing communications.
6. Lawful Bases
Depending on the circumstances, we may rely on performance of a contract, taking steps before entering into a contract, compliance with a legal obligation, legitimate interests or consent. The appropriate lawful basis will depend on the specific processing.
7. Legitimate Interests
Where we rely on legitimate interests, these may include operating and improving our business, communicating with business contacts, managing client relationships, protecting systems, preventing fraud or misuse and developing services. We consider whether processing is necessary and whether individuals’ rights are appropriately protected.
8. Marketing
Where required, we will obtain consent before sending electronic direct marketing. Where applicable law permits another basis for business communications, we may communicate on that basis while providing an appropriate opportunity to opt out. You can ask us to stop marketing at any time.
9. Data Processed for Clients
Where we process personal data supplied by a client as part of data, analytics, automation or technology services, the client may be the controller and Barnes & Co Data Solutions Ltd may act as processor. Processing will follow the client’s documented instructions and any applicable data processing agreement.
10. Sharing Personal Information
We may share personal information with authorised staff and contractors, professional advisers, IT and cloud providers, hosting providers, communications platforms, analytics or security providers, payment providers where relevant, and authorities or other parties where required or permitted by law. We do not sell personal information.
11. International Transfers
Some service providers may process information outside the UK. Where personal data is transferred internationally, we will use an appropriate lawful transfer mechanism and safeguards where required. The actual providers and transfer mechanisms should be reviewed before publication.
12. Security
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
13. Retention
We retain personal information only for as long as reasonably necessary for the purpose collected, including applicable contractual, legal, accounting, tax and dispute-resolution requirements. Retention periods vary according to the information and purpose. We securely delete or anonymise information when no longer required.
14. Your Rights
Subject to applicable law and relevant conditions, individuals may have rights including access, correction, erasure, restriction, objection, data portability and withdrawal of consent where consent is the lawful basis. Some rights are not absolute and exceptions may apply.
15. Exercising Your Rights
To exercise a data protection right, contact info@barnesdatasolutions.co.uk. We may need information to verify identity and locate records. We will respond within the timeframe required by applicable law.
16. Complaints
Please contact us first if you have concerns about how we use your personal information. You also have the right to complain to the UK’s Information Commissioner’s Office (ICO).
17. Cookies
Our website may use cookies and similar technologies for essential functionality, security, analytics and, where applicable, marketing. Non-essential cookies should be used in accordance with applicable requirements and any consent mechanism provided on the website.
18. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for their privacy practices and recommend reviewing their privacy notices.
19. Children
Our website and services are intended primarily for businesses and professional users. We do not knowingly seek to collect children’s personal information through the website.
20. Automated Decision-Making
We do not currently intend to make decisions producing legal or similarly significant effects solely through automated processing unless this is expressly explained and supported by an appropriate lawful basis and safeguards. If this changes, we will update this notice as required.
21. Changes to This Policy
We may update this Privacy Policy to reflect changes to our services, technology, legal requirements or data practices. The current version will be published with its effective date.
22. Contact Details
Privacy questions and data protection requests should be sent to Barnes & Co Data Solutions Ltd, 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ , info@barnesdatasolutions.co.uk.
Legal Reference Note
This draft is structured with reference to current ICO guidance on privacy information, lawful bases, data protection principles, security and retention. Before publication, the company should verify its actual processing activities, suppliers, international transfers, cookies and retention periods.