Fair processing policy

Last updated: 27 October 2026

1. Who is responsible for your information

Helpdesq Limited (company number 05489099, ICO registration ZA279425) is the data controller. You can reach us at support@helpdesq.co.uk, on 01306 400 500, or by post at Old Green Barn, Greens Farm, Rusper Road, Newdigate, Surrey, RH5 5BE.

2. Why we use your information

We use personal information only for these purposes:

• to answer enquiries you send through our website, by email or by telephone;
• to prepare quotes and, if you become a client, to provide and manage our services;
• to keep our website and systems secure and prevent abuse;
• to meet our legal, accounting and contractual obligations.

We will not use your information for a new purpose that is not compatible with the original one without telling you first and, where the law requires it, asking for your agreement.

3. How long we keep it

We keep enquiries that do not lead to a contract for up to 12 months, then delete them. Information about clients is kept for the length of the contract and then for as long as the law or our insurers require, after which it is deleted or anonymised. The Privacy notice lists retention periods for website data.

4. Who we share it with

We share information only with people who need it to help you: our own staff, companies in our group where needed to answer your enquiry, and suppliers who process it for us under written agreements (for example email and hosting providers). They may only use it on our instructions and must keep it secure. We may also share information where the law requires it, or to protect our legal rights or prevent fraud. We do not sell your information.

5. Transfers outside the United Kingdom

If a supplier processes information outside the UK, we make sure a lawful safeguard is in place, such as a UK adequacy regulation, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

6. Automated decisions and profiling

We do not make decisions about you using automated processing or profiling.

7. Do you have to give us your information?

You do not have to use our contact form or give us your details. However, we cannot reply to an enquiry or provide a service without a name and a way to contact you. If you become a client, we need certain business contact details to enter into and perform the contract.

8. Sensitive information and children

We do not ask for special category data (such as health, ethnicity or religion) and ask you not to send it to us. Our services are for businesses, and we do not knowingly collect information from anyone under 16. If you think a child has sent us information, please tell us and we will delete it.

9. Marketing

We only send marketing emails to people who have asked to hear from us, or where the law allows us to contact business subscribers about similar services with an easy way to opt out. You do not have to agree to this. To stop receiving marketing, email support@helpdesq.co.uk and ask us to remove you, or use the unsubscribe link in any message. We act on opt-outs and withdrawals of consent promptly and in any case within one month.

10. Your rights

You have the right to ask us for access to your information, to correct it, to erase it, to restrict or object to our use of it, to withdraw consent where we rely on it (withdrawing does not affect anything done before), and to receive your data in a portable format where that applies. We will respond within one month and will not normally charge a fee. We may need to confirm your identity first.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would be grateful for the chance to put things right first.

11. How we protect it

Our information security management system is certified to ISO/IEC 27001:2022. We limit access to those who need it, use encryption in transit, and keep records of how we handle personal data. If a breach is likely to put your rights at risk we will report it to the ICO within 72 hours and tell you where required.

12. Changes

We will update this notice when our practices change. The date at the top shows when it was last revised.