Personal Information We Collect

We may collect and process the following types of personal information:

Contact and Identity Information

This may include your name, job title, organisation name, email address, telephone number, postal address, business address and preferred contact method.

Business and Service Information

This may include information about your organisation, service model, regulated activities, service locations, staff structure, client groups, registration status, governance arrangements, regulatory requirements and compliance objectives.

Enquiry and Consultation Information

This may include information you provide through website forms, consultation booking forms, WhatsApp messages, telephone calls, emails, meeting notes and service enquiries.

Client Onboarding Information

Where you become a client, we may collect information required to deliver the agreed service, including business documents, policies, statements of purpose, regulatory correspondence, management information, evidence files and supporting documentation.

Payment and Transaction Information

We may collect billing details, invoice information, payment status and transaction records. We do not normally store full card payment details where payments are processed by third-party payment providers.

Website and Technical Information

This may include your IP address, browser type, device information, pages visited, referral source, approximate location, website usage data, cookie identifiers and analytics information.

Marketing and Communication Preferences

This may include whether you have opted into newsletters, updates, WhatsApp communications, marketing emails or other communication channels.

Special Category Information

In limited cases, documents provided to us may contain sensitive information, such as health-related information, safeguarding information, staff records or service-user-related information. We only process this information where necessary for the specific service you have requested and where a lawful basis and appropriate condition apply.

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How We Collect Personal Information

We may collect personal information when you:

• Visit our website
• Complete a contact form
• Book a consultation
• Contact us by email, telephone, WhatsApp or other communication channels
• Purchase a service
• Register for access to a portal or client area
• Subscribe to updates or marketing communications
• Send us documents for review or preparation
• Attend a meeting, consultation, webinar or training session
• Engage with our social media pages or advertisements
• Communicate with us during the delivery of a service

We may also receive information from third parties where relevant, such as payment processors, calendar booking providers, professional advisers, subcontractors, referral partners, regulators, publicly available registers or your authorised representatives.

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Why We Use Your Personal Information

We use personal information for the following purposes:

To Respond To Enquiries

We use your contact details and enquiry information to respond to your questions, provide information about our services and arrange consultations.

To Provide Our Services

We use your information to deliver consultancy, registration support, policy management, governance documentation, inspection readiness, training, remedial support and other agreed services.

To Manage Client Relationships

We use your information to manage onboarding, communications, project delivery, document exchange, invoicing, support requests and ongoing client administration.

To Process Payments And Invoices

We use billing and transaction information to raise invoices, collect payments, manage accounts and maintain financial records.

To Improve Our Website And Services

We may use website analytics, usage data and feedback to improve website performance, user experience, service design and marketing effectiveness.

To Send Relevant Communications

Where permitted, we may send service updates, regulatory updates, newsletters, offers or marketing communications. You can unsubscribe or opt out at any time.

To Comply With Legal And Regulatory Obligations

We may use personal information to comply with tax, accounting, legal, regulatory, audit, insurance, dispute resolution and record-keeping obligations.

To Protect Our Business

We may use personal information to prevent fraud, manage risk, enforce our terms, protect our intellectual property, secure our systems and defend legal claims.

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Lawful Bases For Processing

Under UK GDPR, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

Where processing is necessary to provide a service to you, take steps before entering into a contract, manage your account, deliver agreed work or communicate with you about the service.

Legitimate Interests

Where processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include responding to enquiries, improving services, managing client relationships, protecting our business, preventing misuse of our website and sending relevant business communications.

Consent

Where you have given clear consent, for example where required for certain marketing communications, optional cookies or specific permissions.

Legal Obligation

Where processing is necessary to comply with legal, tax, accounting, regulatory or reporting obligations.

Vital Interests

In rare circumstances, where processing is necessary to protect someone’s life or safety.

Special Category Data

Where special category information is processed, we will rely on an appropriate condition under data protection law, such as explicit consent, legal claims, employment or social protection obligations, substantial public interest or another lawful condition where applicable.

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Marketing Communications

We may send you marketing communications where you have requested information, purchased services from us, subscribed to updates, or where we have another lawful basis to contact you.

Marketing communications may include regulatory updates, service updates, newsletters, promotional offers, event invitations, consultation offers or information relevant to regulated providers.

You can opt out of marketing communications at any time by using the unsubscribe link in our emails, replying to the relevant communication, or contacting us at:

Email: help@360compliance.co.uk

We do not sell your personal information to third parties for marketing purposes.

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Cookies And Website Tracking

Our website may use cookies and similar technologies to operate effectively, improve user experience, analyse traffic and support marketing activity.

Some cookies are necessary for the website to function. Others, such as analytics or advertising cookies, may require your consent depending on how they are used.

You can manage cookie preferences through our cookie banner or browser settings. For more information, please refer to our Cookie Policy where available.

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Who We Share Personal Information With

We may share personal information with trusted third parties where necessary, including:

• IT, website hosting and cloud storage providers
• Email, communication and CRM providers
• Calendar booking and video meeting platforms
• Payment processors and accounting providers
• Professional advisers, including accountants, solicitors and insurers
• Consultants, subcontractors or associates supporting service delivery
• Regulators, public authorities or law enforcement where legally required
• Marketing, analytics or advertising service providers
• Document management, e-signature or client portal providers

Where we use third-party service providers, we expect them to process information securely and only in accordance with our instructions or lawful requirements.

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International Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that suitable safeguards are in place, such as adequacy regulations, standard contractual clauses or other lawful transfer mechanisms.

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How Long We Keep Personal Information

We will only keep personal information for as long as necessary for the purposes for which it was collected.

Our retention periods may depend on the type of information, the nature of the service, legal requirements, regulatory risk, contractual obligations, accounting rules and whether there is an ongoing dispute or potential claim.

As a general guide:

• Enquiry records may be kept for up to 24 months
• Client project files may be kept for up to 6 years
• Financial and accounting records may be kept for up to 6 years
• Marketing preferences may be kept until you unsubscribe or request deletion
• Website analytics data may be kept according to the settings of the analytics provider

Where a longer retention period is required for legal, regulatory, contractual, insurance, dispute management or legitimate business reasons, we may retain information for longer where lawful and necessary.

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How We Protect Personal Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

• Secure systems and access controls
• Password protection and user permissions
• Encrypted storage or transmission where appropriate
• Staff confidentiality expectations
• Secure document handling
• Data minimisation
• Internal access restrictions
• Regular review of systems and processes

No website, email system, messaging platform or online transmission is completely risk-free. You should avoid sending highly sensitive information unless it is necessary and agreed as part of the service.

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Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of your information
• Restrict how your information is used
• Object to certain processing
• Request data portability
• Withdraw consent where processing is based on consent
• Complain to the Information Commissioner’s Office

To exercise your rights, please contact:

ICO Lead: MINHAS Tariq
Email: help@360compliance.co.uk
Telephone: 0208 111 1818

We may need to verify your identity before responding to your request.

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Complaints

If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the matter.

You can contact us at:

360Compliance LTD
ICO Lead: MINHAS Tariq
Email: help@360compliance.co.uk
Telephone: 0208 111 1818
Out of Hours Contact: 07999367999

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

ICO Website: www.ico.org.uk
ICO Telephone: 0303 123 1113

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Third-Party Links

Our website may contain links to third-party websites, platforms, payment pages, booking systems, social media pages or regulator websites.

We are not responsible for the privacy practices, security or content of third-party websites. You should read their privacy policies before providing personal information.

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Children’s Information

Our website and services are intended for businesses, professionals and regulated service providers.

We do not knowingly collect personal information from children through our website. If we become aware that a child has provided personal information without appropriate authority, we will take steps to delete it where required.

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Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, business operations, website functionality or the services we provide.

The latest version will be published on this page.

Last updated: [Insert date]

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Contact Details

For any privacy-related query, data protection request or complaint, please contact:

360Compliance LTD
Company Number: 10539118
VAT Number: 388229357
ICO Lead: MINHAS Tariq
Email: help@360compliance.co.uk
Telephone: 0208 111 1818
Out of Hours Contact: 07999367999