DATA & PRIVACY POLICY

RZ Consulting | Last Updated: August 2026

1. Introduction

At RZ Consulting, we are committed to protecting your personal information and being transparent about how we use it.

This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights under UK data protection law.

This policy applies to all individuals who visit our website, enquire about our services, or engage with us as clients or contacts.

If you have any questions about this policy or how we handle your data, please contact us at the details below.

2. Contact Details

RZ Consulting
Birmingham, West Midlands, United Kingdom

Privacy enquiries:[email protected]

General enquiries:[email protected]

Telephone:+44 (0) 7413 007760

Website:rzconsulting.uk

3. What Personal Information We Collect and Why

We collect personal information for the following purposes:

3.1 Providing and Improving Our Services

Names and contact details

Addresses

Transaction data (payment history, services purchased)

Usage data (how you interact with our website and systems)

Compliment and complaint records

Audio recordings (e.g. call recordings where applicable)

Account access information

3.2 Operating Client and Customer Accounts

Names and contact details

Addresses

Purchase and service history

Account information and registration details

3.3 Marketing and Service Updates

Names and contact details

Marketing preferences and communication history

3.4 Handling Queries, Complaints, and Claims

Names and contact details

Account information and correspondence

Call recordings (where applicable)

Customer records relating to the matter

4. Our Lawful Bases for Processing

Under UK data protection law, we are required to have a lawful basis for collecting and using your personal information. Our lawful bases are as follows:

4.1 Service Delivery

We rely on Contract and Legitimate Interests to process your data for service delivery purposes.

We have a legitimate interest in processing contact details and usage data to monitor, analyse, and optimise our digital tools and systems. This improves service performance and security for our clients, without causing disproportionate risk to individual privacy rights.

4.2 Account Operations

We rely on Contract and Legitimate Interests to operate and maintain client accounts.

We have a legitimate interest in processing names, business contact details, and account credentials to provide secure platform access, deliver technical support, and maintain reliable service. The data is limited to standard professional information, protected by robust security controls, and used in a manner consistent with client expectations.

4.3 Marketing and Updates

We rely on Consent and Legitimate Interests for marketing communications.

Where you have given consent, we will contact you with relevant updates and offers. You may withdraw consent at any time. Where we rely on legitimate interests, we may contact existing clients and contacts with service updates, new features, and relevant commercial communications. Every communication includes a clear and immediate option to unsubscribe, in compliance with PECR (Privacy and Electronic Communications Regulations).

4.4 Queries, Complaints, and Claims

We rely on Contract and Legitimate Interests to handle support, complaints, and legal matters.

We have a legitimate interest in processing data provided to us during enquiries and complaints in order to respond effectively, resolve issues fairly, and protect our business from legal exposure. Data is used strictly within the reasonable expectations of the individual raising the matter, and is protected by strict access controls.

5. Your Data Protection Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Your Rights - [Explained]

Right of Access - Request a copy of the personal information we hold about you

Right to Rectification - Ask us to correct or update inaccurate or incomplete information

Right to Erasure - Ask us to delete your personal data in certain circumstances

Right to Restrict Processing - Ask us to limit how we use your data

Right to Object - Object to processing based on legitimate interests

Right to Data Portability - Ask us to transfer your data to another organisation or directly to you

Right to Withdraw Consent - Where we rely on consent, withdraw it at any time without affecting prior processing

We will respond to all data rights requests within one calendar month of receipt.

To exercise any of these rights, please contact us at [email protected].

For full details of each right and any exemptions that may apply, visit: ico.org.uk/your-data-matters

6. Where We Obtain Your Personal Information

We collect personal information from the following sources:

Directly from you — via our website forms, booking system, email, telephone, or during the delivery of services

Publicly available sources — such as company websites or professional directories, where relevant to a business enquiry

Third-party marketing providers — where applicable, for the purposes of reaching potential clients who may benefit from our services

7. How Long We Retain Your Information

We retain personal information only for as long as necessary. Our standard retention periods are:

Data Type - [Retention Period]

Prospective leads and marketing data - Up to 24 months from your last active engagement

Active client accounts - For the duration of our active contract or relationship

Closed accounts and financial records - 6 years from the end of the financial year in which our relationship ended (HMRC requirement)

Support queries and correspondence - Up to 3 years from resolution of the matter

After each retention period, data is securely and permanently deleted from our systems.

8. Who We Share Your Information With

Data Processors

We use the following trusted third-party data processors to deliver our services:

Cloud CRM and Marketing Automation Platform - HighLevel, LLC
(Sector: Software-as-a-Service | Location: UK / EU / USA)
Provides our core CRM infrastructure — securely stores customer data, manages communication pipelines, hosts website forms, and handles automated delivery of emails, SMS, and calendar scheduling.

Online Payment Gateway — Stripe
(Sector: FinTech / Financial Services | Location: UK / EU / USA)
Securely processes client payments, issues invoices, and manages subscription billing on our behalf.

Other Recipients

In certain circumstances, we may also share personal information with:

Professional or legal advisors (where required)

Regulatory or law enforcement authorities (where legally obliged)

9. International Data Transfers

Where necessary, personal information may be transferred outside of the United Kingdom. All international transfers are carried out in compliance with UK GDPR, with appropriate safeguards in place.

Our Cloud CRM and Marketing Automation Platform provider is based in the United States. This transfer is carried out under the UK-US Data Bridge (Adequacy Regulations), which has been assessed as providing adequate protection to data subjects.

For further information about our international transfer safeguards, or to request a copy of the relevant documentation, please contact us at [email protected].

10. Cookies

Our website may use cookies and similar technologies to improve your browsing experience and analyse site usage. You will be informed of cookie use and given the opportunity to manage your preferences upon visiting our website.

11. Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your information against unauthorised access, loss, or misuse. Access to personal data is restricted to authorised personnel only, on a need-to-know basis.

12. How to Raise a Concern or Complaint

If you have any concerns about how we handle your personal data, please contact us in the first instance:

Email: [email protected]
Telephone: +44 (0) 7413 007760

We will acknowledge your complaint promptly and aim to resolve it within one calendar month.

If you remain dissatisfied after raising a complaint with us, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Address:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline:0303 123 1113

Website:ico.org.uk/make-a-complaint

RZ Consulting | Birmingham, West Midlands, United Kingdom
[email protected] | rzconsulting.uk