PRIVACY NOTICE

WHAT IS PRIVACY INFORMATION?

Information for you about why and how your personal data is processed by Records Management Girl Ltd [RMGirl]. When we say RMGirl, we mean Records Management Girl Ltd as registered on companies house.

BACKGROUND INFORMATION:

Records Management Girl was founded as a sole trader in May 2015 but was made into a limited company in 2018.

We are registered as a data controller with the Information Commissioners Office and our registration reference is: ZA839546. [The reference for sole trader is now removed]

Our only business is to provide training, consultancy and bought items in the world of information. We don’t trade, swap, share or make money from personal data. This includes that we do not share information outside of RMGirl staff and any contractors who assist us complete an NDA. Data protection law gives you rights, and we want to make sure we’re doing right by you. If you have any questions, concerns or requests about your data, please do get in touch with us: emily@rmgirl.co.uk

The sections below describe how your personal data is processed according to the relationship between you and RMGirl and how personal data is processed by us. If you think there is any info missing, unclear or incorrect then please so we can fix it.

PERSONAL DATA USE

This web server for this website and any data gathered and stored via the website is stored in United Kingdom via 34SP.com. RMGirl does not use google analytics for this website, RMGirl uses Matomo for website analytics. This is a website analytics company of which privacy by design is used at the forefront of everything it does meaning you cannot be identified from the data collected. For information on the cookies element of this website please visit here. PROCESSING CONDITION: CONSENT
We have a mailing list which is powered by Mail Jet. You can find their privacy notice here. By signing up for the mailing list, you can expect that you will receive emails containing services, blogs or offers that may be of interest surrounding RMGirl's Information Governance related activities. Your data will also be kept in RMGirl's CRM which is currently Capsule. Their privacy notice can be found here: https://capsulecrm.com/privacy/ PROCESSING CONDITION: CONSENT
RMGirl may use your logo for our Logo Carousel on our front web page, but your logo will not be displayed without your explicit consent. All engagements with RMGirl will be under an NDA and standard terms and conditions as part of our contract. No personal data belonging to you or your organisation will be shared unless explicit consent is given which is exempt from the NDA. Your data will be logged on our CRM, Capsule which the privacy notice can be found here: https://capsulecrm.com/privacy/ RMGirl Consulting has a legal obligation to retain the financial data. This is likely to involve your name to be retained for seven years for tax purposes. PROCESSING CONDITION: CONTRACT
RMGirl use an add on called Woo Commerce outside of the personal data needed to accept your payment and deliver your item, your data will be added to our CRM, Capsule. Woo Commerce's privacy notice can be found here: https://woocommerce.com/document/marketplace-privacy/ Stripe's privacy notice can be found here: https://stripe.com/gb/privacy PayPal's privacy notice can be found here: https://www.paypal.com/uk/legalhub/privacy-full Capsule's privacy notice can be found here: https://capsulecrm.com/privacy/ Royal Mail's privacy notice can be found here: https://www.royalmail.com/privacy-notice PROCESSING CONDITION: CONTRACT
RMGirl mostly arranges all of the competitions for the prize to be delivered to RMGirl HQ but if it’s easier to input your details online, we will seek your consent to do so first. If you would prefer for us to use our details, you will not be punished for doing so. You will still receive your prize but we will need to process your personal data via a delivery company regardless as we do not deliver our competition prizes ourselves and this will be in line with their privacy notice. If you have a preferred delivery company, then we will do our best to use that one. PROCESSING CONDITION: CONSENT
If you provide your land mail address for the Infinity Sticker or Decision Coin, this will only be used to send you the free item and will be deleted once your free item has been mailed out. PROCESSING CONDITION: CONSENT
If you do contact RMGirl Consulting, you will not be added to any mailing lists unless you actively consent to do so via the subscribe function. You can unsubscribe from any newsletter using the unsubscribe at the bottom of the newsletter. Your email details will simply be stored in order to provide an answer to your email and nothing more. PROCESSING CONDITION: LEGITIMATE INTEREST
If you’ve been contacted by RMGirl then it is likely to be a response to a question you’ve asked for via something like Social Media or at a networking event. No further details will be stored other than the contact being made by a social media outlet of which will be in line with their privacy notice. If you have any concerns about this processing, please don’t hesitate to contact us at emily@rmgirl.co.uk PROCESSING CONDITION: LEGITIMATE INTEREST
If you are signing up to or already using "The Storage Room" located on Discord. You need to consult Discord's privacy notice. RMGirl does not have access to any data other than what everyone can see publicly as per Discord's privacy notice. RMGirl has set it so that you pick your 'key interest' but you're not required to enter your actual name. You can both a. pick a nickname or b. edit your chosen name. You are simply known as a number to Discord. RMGirl can see no personal data that isn't willingly provided. If you have any concerns about this processing, please don’t hesitate to contact us at emily@rmgirl.co.uk PROCESSING CONDITION: N/A

STORAGE LOCATION

Both business data and website is stored in the UK and is back up by Apple iCloud in the UK.

YOUR RIGHTS

  • a right of access to your data
  • a right to rectify any personal data held by RMGirl
  • a right to erase any personal data that RMGirl no longer has a legitimate purpose to process
  • a right of access to a machine-readable version of your data, as long as you have provided it or RMGirl has observed it via your use of a service. This is legally only applicable to data provided with your consent or under a contract, but we will endeavour to give you a portable version of any of your data should time and technology allow it.
  • a right to stop RMGirl from processing any of your data that it does not have a legal or contractual obligation to process
  • a right to prevent any wholly automated decisions involving your data – but rest assured, RMGirl does not use wholly automated decision-making techniques

To exercise any of these rights, please contact emily@rmgirl.co.uk.

DATA PROTECTION OFFICER

RMGirl does not meet the GDPR requirement to appoint a Data Protection Officer but any requests will be dealt with by someone who has extensive data protection experience and is not Emily to ensure any conflict of interest is reduced.

COMPLAINTS

If by contacting RMGirl, you have not resolved your issue and you still have concerns about RMGirl handling of your personal data, contact the Information Commissioner. On contacting the ICO, please use the registration ID as listed above at the beginning of this notice. See how to contact them via their website: www.ico.org.uk

Last Reviewed and Updated:  3rd September 2024