Majury Merchandising customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
Sharing information outside the UK
How to complain

Contact details

Email - anna@majurymerchandising.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details
Payment details (including card or bank information for transfers and direct debits)
Account information
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Call recordings
Records of meetings and decisions
Information relating to compliments or complaints

We collect or use the following information for service updates or marketing purposes:

Names and contact details
Marketing preferences
Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

Name
Contact information
Financial transaction information
Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Purchase or service history
Call recordings
Customer or client accounts and records
Financial transaction information
Correspondence

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 services and goods are:

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.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We record calls and keep records of meetings and decisions made during our work together. This helps ensure we have an accurate record of what was discussed, agreed and recommended, which benefits both us and our clients. Having these records means we can refer back to previous conversations, track the progress of our work, resolve any misunderstandings, and provide continuity of service. We believe the benefit of maintaining these records, to both parties, outweighs any privacy impact, as the information is limited to professional business discussions, is held securely, is only accessible to relevant parties, and is retained only for as long as necessary. Clients are informed that calls may be recorded before any recording takes place.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes 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.

Our lawful bases for collecting or using personal information for legal requirements are:

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.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

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.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- When dealing with queries, complaints or claims, we may need to use personal information held about the individual in order to investigate the matter thoroughly and respond appropriately. This includes correspondence, records of work undertaken, call recordings and meeting notes. It is in both our legitimate interest and the interest of the person raising the query or complaint to ensure that any concerns are handled fairly, accurately and efficiently. Using the relevant records allows us to provide a full and informed response, which benefits all parties involved. We only use the minimum information necessary to address the matter at hand, and we do not believe this use poses an undue risk to the privacy of the individuals concerned.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you
Publicly available sources

How long we keep information

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

  
    
        Data Type
        Retention Period
        Reason for Retention
        Lawful Basis
      

    
        Client contracts & service agreements
        6 years after contract end
        HMRC / legal requirement
        Contract + Legal obligation
      

        Financial records (invoices, payments received)
        6 years
        HMRC requirement
        Legal obligation
      

        Client working files (sales data, stock data, reports)
        2 years after engagement ends
        To resolve queries arising from the work
        Contract + Legitimate interests
      

        Client login credentials (tool access)
        Deleted immediately upon end of engagement
        No ongoing need once engagement concludes
        Contract
      

        Call recordings
        2 years after recording date
        To reference agreed actions and decisions
        Legitimate interests
      

        Meeting notes & records of decisions
        2 years after engagement ends
        To reference agreed actions and decisions
        Legitimate interests
      

        Email marketing list (names & emails)
        Until unsubscribed; reviewed annually
        Ongoing consent-based relationship
        Consent
      

        Prospective client contact details
        While active in pipeline; reviewed annually and removed if no longer relevant
        Maintaining active business relationships
        Legitimate interests
      

        General correspondence (emails, messages)
        2 years
        In case of queries or disputes
        Contract + Legitimate interests
      

        Website analytics / cookie data
        Per platform settings (typically up to 26 months)
        Understanding website usage
        Consent
      

  

Data Type	Retention Period	Reason for Retention	Lawful Basis
Client contracts & service agreements	6 years after contract end	HMRC / legal requirement	Contract + Legal obligation
Financial records (invoices, payments received)	6 years	HMRC requirement	Legal obligation
Client working files (sales data, stock data, reports)	2 years after engagement ends	To resolve queries arising from the work	Contract + Legitimate interests
Client login credentials (tool access)	Deleted immediately upon end of engagement	No ongoing need once engagement concludes	Contract
Call recordings	2 years after recording date	To reference agreed actions and decisions	Legitimate interests
Meeting notes & records of decisions	2 years after engagement ends	To reference agreed actions and decisions	Legitimate interests
Email marketing list (names & emails)	Until unsubscribed; reviewed annually	Ongoing consent-based relationship	Consent
Prospective client contact details	While active in pipeline; reviewed annually and removed if no longer relevant	Maintaining active business relationships	Legitimate interests
General correspondence (emails, messages)	2 years	In case of queries or disputes	Contract + Legitimate interests
Website analytics / cookie data	Per platform settings (typically up to 26 months)	Understanding website usage	Consent

All personal data will be held securely and deleted or anonymised at the end of the relevant retention period. Retention periods may be extended where data is required in connection with an ongoing legal claim or regulatory investigation. This schedule should be reviewed annually and updated as the business evolves.

Where Majury Merchandising accesses client systems and data as part of service delivery, this is done in the capacity of a data processor on behalf of the client. Clients remain the data controller for their own customer and business data.

Who we share information with

Data processors

Email marketing platform (UK\/EU based service provider)

This data processor does the following activities for us: They store and process the names and email addresses of individuals who have subscribed to our mailing list, and send marketing emails on our behalf.

Video conferencing and call recording software (US-based service provider)

This data processor does the following activities for us: They facilitate video and audio calls with clients and, where calls are recorded, store those recordings on our behalf.

Accounting software (UK-based service provider)

FreeAgent stores financial records and client names/contact details for invoicing purposes.

Cloud storage provider (US-based service provider)

Google LLC stores client working files and documents on our behalf.

Website hosting and analytics provider (US-based service provider)

They host our website and collect anonymised usage data from website visitors.

Others we share personal information with

Professional or legal advisors
Relevant regulatory authorities

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Intuit Inc.

Category of recipient: Software and technology services provider (accounting software and email marketing platform)

Country the personal information is sent to: United States