Legal

Privacy Notice

How Nexira Consulting uses personal information when you visit this website or get in touch.

Review build: not yet published. The date of the latest version will be added at publication.

Review build. Content approved in principle by Faith, subject to launch checks. Items marked LAUNCH CHECK depend on the hosting, email and enquiry-form providers and must be completed before publication. Independent UK legal review is recommended before publication.

Who we are

This notice explains how Nexira Consulting uses personal information when you visit this website or contact Nexira.

Nexira Consulting is a trading name of Faith Wood, a sole trader. For the purposes of data protection law, Faith Wood trading as Nexira Consulting is the controller of the personal information described in this notice.

Nexira’s business address is shown in the Website Terms.

Information we collect

When you use the enquiry form

  • Your full name and email address
  • Your telephone number, organisation or service name, role and the timeframe you have in mind, if you choose to give them
  • The support area and specific support you select, and the message you write
  • How and when you would prefer to be contacted
  • Which page or link you used to reach the form, and the type of enquiry it relates to

When you email or telephone

Your name, contact details and anything you choose to include in your message or conversation.

When you visit the website

This website does not use analytics, advertising or other tracking technologies, and it does not set cookies. When the website is published, the hosting provider may process limited technical information, such as your IP address and browser details, in order to deliver the website and keep it secure.

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Confirm with the chosen hosting provider whether server or security logs are kept, what they contain and how long they are retained. Update this paragraph and section 9, or remove the reference if no logs are kept.

Information we ask you not to send

The enquiry form, email and telephone are for general business enquiries. Please do not send names or details that could identify people who use a care service, staff or anyone else, health or care records, safeguarding information or other sensitive personal information. If more detail is needed, Nexira will agree an appropriate and secure way to share it.

If sensitive or unnecessary personal information is sent to Nexira in error, Nexira will deal with it appropriately: unnecessary copies will be deleted promptly, you may be asked to use an agreed secure route instead, and only the minimum record needed will be kept where there is a legal, regulatory or safeguarding reason to keep one.

How information is obtained

Most of the information described here comes directly from you, when you complete the enquiry form, send an email or make a telephone call. Some technical information may be generated automatically when you use the published website, as described in section 2.

Why information is used

  • To respond to your enquiry
  • To discuss whether and how Nexira may be able to help, and to take steps you ask for before any engagement
  • To set up, deliver and administer consultancy engagements
  • To keep business, accounting and tax records
  • To establish, exercise or defend legal claims
  • To keep the website secure, where the hosting arrangements involve security logs

Lawful basis

Nexira relies on the following lawful bases. Consent is not used as the basis for the processing described in this notice.

  • Enquiries made on behalf of an organisation: legitimate interests, in responding to and following up business enquiries.
  • Enquiries where you would personally be the client: taking steps at your request before entering into a contract.
  • Delivering and administering consultancy engagements: performance of a contract where you are the contracting party, and legitimate interests in working with contacts at client organisations.
  • Accounting and tax records: compliance with a legal obligation.
  • Business records and legal claims: legitimate interests, in keeping accurate records and protecting Nexira’s legal position.
  • Website security: legitimate interests, in keeping the website secure, where the hosting provider keeps security logs.

Nexira does not send marketing communications at launch. If that changes, this notice will be updated first.

Information handled during consultancy work

Nexira is the controller of the personal information it uses for its own purposes: website enquiries, business administration, client relationship management, and legal and accounting administration.

During a consultancy engagement, Nexira may also handle personal information on behalf of a client, for example information about people who use a care service, staff, care records or incidents. That information is not treated as website enquiry information. Where Nexira processes it on a client’s behalf, responsibilities for its use, security, return and deletion are set out in the engagement terms and any data-processing arrangements agreed with that client.

Sharing and service providers

Enquiries are received and handled by Faith Wood. Personal information is not sold and is shared only where necessary:

  • with service providers that support the website, business email and enquiry form, acting on Nexira’s instructions;
  • with professional advisers, such as legal or accountancy advisers, if Nexira needs their advice; and
  • where the law requires it.

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Name the hosting provider, any content delivery or security service, and what information they process.

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Name the provider of the nexiraconsulting.com mailboxes and where emails are processed.

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Name the service that receives enquiry form submissions, where submissions are stored, and any sub-processors. The form remains disabled until this is confirmed.

International transfers

Whether any personal information is processed outside the United Kingdom depends on the hosting, email and enquiry-form providers used for the published website. Where information is transferred outside the UK, Nexira will make sure an appropriate safeguard recognised by UK data protection law is in place, and this section will describe it.

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Once providers are confirmed, state whether any personal information is processed outside the UK and the safeguard relied on, or confirm that it is not.

How long information is kept

Personal information is kept only for as long as it is needed for the purposes described in this notice.

  • General or unsuccessful enquiries: 12 months after the last meaningful contact.
  • Enquiries that lead to an engagement: the relevant information moves into the client or business record for that engagement.
  • Contracts and business engagement records: generally six years after the engagement ends, in line with the usual time limit for legal claims.
  • Accounting and tax records: for the period required by HMRC, which for a sole trader is at least five years after the 31 January submission deadline for the relevant tax year.
  • Data protection complaints: six years after the complaint is closed, in line with the usual time limit for legal claims.
  • Data protection rights requests: two years after the request is completed, unless the request becomes part of a complaint or claim.
  • Information sent in error: deleted promptly, as described in section 2.

Personal information handled on a client’s behalf during a consultancy engagement is kept, returned or deleted in line with the arrangements agreed with that client, rather than the periods above.

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Confirm how long the enquiry form provider keeps submissions and whether copies can be deleted once received by email, so that duplicate storage is kept to a minimum.

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Confirm how long any server or security logs are kept, or remove this item if none are kept.

Your data protection rights

You have the right to:

  • ask for a copy of the personal information Nexira holds about you
  • ask for inaccurate or incomplete information to be corrected

In certain circumstances, you also have the right to:

  • ask for information to be deleted
  • ask for its use to be restricted
  • object to its use where Nexira relies on legitimate interests
  • ask for information you provided to be transferred to you or another organisation, where it is processed under a contract and by automated means

Nexira does not make decisions about you based solely on automated processing.

Nexira will respond within one month of receiving a request. Where a request is complex or there are several requests, this may be extended by up to two further months, and you will be told why. You will not normally be charged for making a request. Nexira may need to confirm your identity before responding.

Contact about personal information

To ask a question or make a request about your personal information, email enquiries@nexiraconsulting.com or telephone 07772 995076.

Complaints

If you are unhappy with how Nexira has handled your personal information, you can complain to Nexira directly by emailing enquiries@nexiraconsulting.com. Please include enough detail for the concern to be understood.

Nexira will acknowledge your complaint within 30 days of receiving it, look into it without undue delay, keep you informed and tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk. The ICO usually expects you to raise your concern with the organisation first.

Changes to this notice

This notice will be updated if the way personal information is used changes. The date of the latest version will be shown at the top of this page.

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