Privacy Notice 

Last updated: 20/10/2025

This Privacy Notice explains what personal information we collect, how we use it, and your rights.

1. Contact Details

Registered office: 3rd Floor, 86–90 Paul Street, London, EC2A 4NE, UK
Email: info@pwstreamlinesolutions.co.uk

Telephone: (+44) 7392 322044
Website: www.pwstreamlinesolutions.co.uk

Registered with the Information Commissioner’s Office (ICO) – Registration No: ZB954919

2. What Information We Collect, Use and Why

We collect and use the following personal information to provide and improve our services:

For services delivery:

• Names and contact details

• Business addresses

• Occupation or role

• Brand assets (e.g. logos, colours, fonts)

• Images, graphics, and design materials supplied by the client

• Design and website project files created during services (e.g. Canva, Google Sites, GoDaddy, Squarespace)

• Payment details (processed securely via third-party providers – we do not store full card or bank details)

• Transaction data (e.g. details of services purchased, deliverables supplied, approvals or revisions)

• Usage data (e.g. how you use our website and services)

• Records of meetings and communications

• Information relating to compliments, complaints, or disputes

For account operation:

• Names and contact details

• Addresses

• Purchase/service history

• Account registration details

For updates and marketing:

• Names and contact details

• Marketing preferences

For research/archiving:

• Purchase and account history

• Website usage data

For legal compliance:

• Identification details if legally required

• Any other data necessary to comply with applicable laws

For handling queries/complaints:

• Names and contact details

• Addresses

• Purchase/service history

• Correspondence and related documents

Lawful basis: Processing is carried out under Contract (to deliver the agreed services) and Legitimate Interest (to manage client relationships and improve service quality).

For marketing and referrals:

• Names and contact details of referrers and referred businesses

• Email addresses and communication records related to referrals

• Payment details (for reward transfers to referrers)

Purpose: To administer the referral rewards programme, issue incentives, and track participation.

Lawful basis: Legitimate Interest (marketing promotion and client acquisition) and Contract (where processing is required to issue a reward).

3. Lawful Bases and Your Data Rights

We only process personal data where we have a lawful basis under UK GDPR. These may include:

• Consent – where you have given clear permission (you can withdraw it at any time).

• Contract – where processing is necessary for a contract with you.

• Legal obligation – where processing is required by law.

• Legitimate interests – where processing benefits you or us without overriding your rights (e.g. maintaining client records, following up on enquiries, using analytics to improve services).

You have the right to: access, rectify, erase, restrict, object, port your data, and withdraw consent. Requests should be sent to the contact details above. We will respond within one month.

4. Where We Get Your Information

• Directly from you

• Publicly available sources

• Third-party suppliers/service providers

5. How Long We Keep Your Information

• Client account and finance data – 6 years (HMRC compliance)

• Job packs, admin documents, and project materials – 6 months after contract termination (unless legally required longer)

• Design and website project files – 6 months post-project, after which they are securely deleted unless you request continued storage or retainer support.

• Marketing data – until consent is withdrawn or 2 years after last interaction

Client working files may be retained longer for compliance/legal reasons.

6. Who We Share Your Information With

Data processors we use:

• Google Workspace – secure storage and productivity tools

• Microsoft 365 – secondary, on request. secure storage and productivity tools

• Calendly – meeting scheduling

• Fiverr – vetted freelance support (project-specific)

• HubSpot CRM – contact management and tracking

• ClickUp – task/project management

• SurveyMonkey – feedback collection

• QuickBooks – invoicing, payment tracking, accounting

• Clockify – time tracking

• Stripe – secure card payment processing (via Acodei for QuickBooks integration)

• GoCardless – secure direct debit payments (planned/future option)

• SignWell – digital signatures

• WeTransfer – large file transfer

• Zapier / Make – automation tools

• AnyDesk – remote access support

• NordVPN – cloud/VPN

• NordPass – password manager

• Password Pusher – password sharer

• Canva Pro – design creation and storage (cloud-based, password protected)

• Google Sites/GoDaddy/Squarespace – for website builds and hosting integration (no payment data stored)

Other recipients:

• Professional/legal advisers

• Regulators

• Organisations we are legally obliged to share data with

7. International Transfers

Some of our processors may store data outside the UK/EEA. Where they do, we ensure appropriate safeguards (such as UK adequacy regulations or standard contractual clauses) are in place.

Canva and Squarespace may store limited data on secure servers outside the UK/EEA. Standard contractual safeguards or adequacy decisions are applied to ensure equivalent protection.

8. How to Complain

If you have concerns about our data use, contact us using the details above.
If you are unhappy with our response, you can complain to:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

9. Affiliate Links & Marketing Disclosure

Our website and marketing materials may include affiliate or referral links to third-party products and services. When you click these links or make a purchase through them, PW Streamline Solutions Ltd may receive a commission at no additional cost to you.

We only recommend products or platforms that we actively use or have evaluated for relevance and reliability within small business operations.

Affiliate links are used transparently and are always disclosed in accordance with the UK Advertising Standards Authority (ASA) and CAP Code requirements. Data relating to affiliate tracking (e.g. cookies or referral IDs) is processed in line with our lawful basis under Legitimate Interest, ensuring full GDPR compliance.

You can learn more about specific affiliate tracking practices within each partner’s own privacy policy, accessible via their respective websites.