Privacy & Data Protection Policy Clear information about how data is handled.
This notice explains what personal information Beyond Basic Business may collect, why it is used, who it may be shared with and the rights you have in relation to it.
Information is used to respond to enquiries, provide services and operate BBB systems.
BBB does not currently use Google Analytics, Meta Pixel, Hotjar, Microsoft Clarity or similar visitor-tracking tools on the public website.
Depending on the workflow, this can include messaging, automation and integration, hosting and AI processing providers.
Who we are
Beyond Basic Business (“BBB”, “we”, “us” or “our”) provides business automation, practical business tools, Enquiry Engine AI (EEAI) and related business support services. BBB is based in Colchester, Essex, United Kingdom.
For personal information collected directly by BBB for our own business purposes, Beyond Basic Business is responsible for deciding why and how that information is used.
Information we may collect
The information collected depends on how you interact with BBB. It may include:
- your name and business name;
- email address and telephone number;
- the content of an enquiry or message;
- images, documents or other information you choose to send;
- information needed to understand a business process, workflow or service requirement;
- customer or enquiry information processed through an EEAI workflow;
- technical information generated by website hosting, security and server systems, such as IP address, browser information and access logs.
Please avoid sending sensitive personal information unless it is genuinely necessary for the purpose of the enquiry or service.
EEAI is not designed to collect special category information by default. If a client wants a workflow to collect information such as health data or other particularly sensitive information, that use should be assessed separately and only configured where there is an appropriate legal basis and a genuine business need.
How we use personal information
BBB may use personal information to:
- respond to enquiries and requests;
- understand a business problem or workflow;
- provide, configure and support BBB services;
- communicate with clients and prospective clients;
- operate and improve business processes and systems;
- protect the security and proper operation of our website and services;
- maintain appropriate business, accounting and legal records;
- comply with legal or regulatory obligations.
Lawful bases
Depending on the circumstances, we may process personal information because it is necessary to take steps at your request before entering into a contract, to perform a contract, to comply with a legal obligation, or because we have a legitimate business interest in responding to enquiries, operating our services and running BBB effectively.
Where consent is required for a particular activity, we will rely on consent and you can withdraw it where applicable.
EEAI and customer enquiry data
Enquiry Engine AI (EEAI) is designed to handle the repetitive first stage of a customer enquiry. Depending on the setup, it can understand the type of enquiry, ask relevant questions, answer common business-specific questions, gather information, prepare a structured enquiry and pass it to the appropriate person or team.
Use of AI
Personal information contained in a conversation may be processed by an AI service where this is necessary to understand the enquiry or generate an appropriate response within the workflow. AI is used to support the enquiry process and is not intended to make solely automated decisions about an individual that produce legal or similarly significant effects.
When BBB provides EEAI to another business
Where Enquiry Engine AI is supplied to a client business, that client will normally determine why its own customers' personal information is being collected and how it should be used. In those circumstances, BBB may process information on the client's behalf as part of providing and supporting the service.
Client businesses remain responsible for providing appropriate privacy information to their own customers and for ensuring they have an appropriate lawful basis for the way they use customer information.
Where BBB acts as a processor for a client, the service should be covered by appropriate data processing terms. BBB will process client customer information for the agreed service and in line with the client's documented instructions, except where the law requires otherwise.
Data minimisation and retention
EEAI workflows should collect only the information reasonably needed to understand, route or progress the enquiry. Retention arrangements may differ between clients because the workflow, systems and business requirements are different. The agreed setup should therefore define where data is stored, who can access it and how long it needs to remain available.
Who personal information may be shared with
BBB does not sell personal information. We may use trusted service providers where they are needed to operate the website, communicate with you or provide a BBB service.
These categories describe the types of service providers that may materially receive or process personal information. They are not intended to disclose every piece of software or technical component used to build or operate BBB services. The particular providers used may vary depending on the client's agreed setup and the systems involved.
Where BBB is processing customer information for a client, the material providers used for that setup can be identified as part of the service documentation or data processing arrangements.
International processing
Some technology providers may process information outside the United Kingdom. Where a restricted international transfer takes place, BBB will use a permitted transfer route where required, such as applicable UK adequacy regulations, appropriate safeguards or another lawful transfer mechanism.
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose it was collected for, including where records are needed for legal, accounting or regulatory reasons.
- General enquiries: normally retained for up to 24 months after the last meaningful contact, unless there is a reason to keep them longer.
- Client and transaction records: may be retained for up to 6 years where needed for accounting, tax, contractual or legal purposes.
- EEAI workflow data: retention depends on the client's agreed workflow, the systems used, the purpose of the information and what is necessary to provide or support the service. Where BBB controls the storage period, the aim is to avoid keeping enquiry data longer than it is genuinely needed.
- Technical and server records: may be retained by hosting and security providers in line with their operational and security requirements.
Information may be deleted or anonymised earlier where it is no longer needed.
Cookies and website technologies
BBB does not currently intentionally use Google Analytics, Meta Pixel, Hotjar, Microsoft Clarity or similar advertising or visitor-tracking tools on the public website.
The website may use cookies or similar technical storage that are required for WordPress, hosting, security, accessibility or other essential site functions. These may also be set when a visitor actively uses a feature that requires them.
If BBB introduces non-essential analytics, advertising or tracking technologies in the future, this notice and any required cookie controls will be updated before those technologies are used.
Using WhatsApp or another third-party service will also be subject to that provider's own privacy and cookie practices.
Security
We take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse or disclosure. No internet-based system can be guaranteed to be completely secure, so information should only be provided where it is necessary for the service or enquiry.
Security measures are considered in proportion to the service and may include access controls, restricted credentials, secure hosting, encrypted connections, logging, backups and limiting access to the people and systems that need the information.
If BBB becomes aware of a personal data incident, it will be assessed and handled in line with applicable data protection requirements, including notification to a client, regulator or affected individual where required.
Your data protection rights
Depending on the circumstances, UK data protection law, including the UK GDPR and Data Protection Act 2018 as amended, may give you rights including the right to:
- ask for access to personal information held about you;
- ask for inaccurate information to be corrected;
- ask for personal information to be erased in certain circumstances;
- ask for processing to be restricted in certain circumstances;
- object to certain uses of personal information;
- receive certain personal information in a portable format where applicable;
- withdraw consent where processing is based on consent.
To exercise a right, email info@beyondbasicbusiness.com. We may need to confirm your identity before responding to a request.
Complaints
If you have concerns about how BBB has handled your personal information, please contact us first so we can try to resolve the issue. You also have the right to complain to the UK Information Commissioner's Office (ICO).
Visit the Information Commissioner's OfficeChanges to this Privacy & Data Protection Policy
We may update this notice when our services, technology providers or legal obligations change. The latest version will be published on this page and the date at the top will be updated.
Need to ask us about your information?
Contact Beyond Basic Business and tell us what you would like help with.
Email info@beyondbasicbusiness.com