Privacy Policy — The Supports Desk

Last updated: [04/01/2026]

The Supports Desk (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you visit our website, contact us, or use our services.

If you have any questions about this policy, contact: brian@thesupportsdesk.com

1) Who we are

Data Controller: The Support Desk
Operating from: United Kingdom (Northern Ireland)
Contact email: brian@thesupportsdesk.com

2) What information we collect

We may collect and process the following categories of personal information:

  • Identity & contact details: name, business name, email address, phone number

  • Enquiry information: messages you send, service requirements, meeting notes

  • Client work data: information you provide as part of delivering services (e.g., customer messages, booking details, documents, spreadsheets)

  • Website usage data: IP address, device information, browser type, pages visited, approximate location (city/region), referral source

  • Cookies and similar technologies: details described in our Cookies section below

We do not intentionally collect data relating to children.

3) How we collect your information

We collect information when you:

  • Submit a contact form or enquiry

  • Email or message us (including WhatsApp if you use it)

  • Book a call/appointment

  • Become a client and share data required to deliver the service

  • Use our website (via cookies/analytics)

4) How we use your information (and our lawful basis)

Under UK GDPR, we rely on the following lawful bases:

a) To respond to enquiries and provide quotes

Purpose: reply to messages, arrange calls, prepare proposals
Lawful basis: Legitimate interests (to run our business) or pre-contract steps

b) To deliver services to clients

Purpose: admin support, scheduling, inbox management, customer service support, documentation, reporting
Lawful basis: Contract (to deliver agreed services)

c) To run and improve our website and services

Purpose: analytics, performance monitoring, troubleshooting
Lawful basis: Legitimate interests (to improve user experience)

d) To meet legal or regulatory obligations

Purpose: bookkeeping, tax records, handling complaints
Lawful basis: Legal obligation

e) Marketing (where applicable)

Purpose: sending updates or offers
Lawful basis: Consent (where required) or legitimate interests (where permitted)
You can opt out at any time by emailing brian@thesupportsdesk.com.

5) How we share your information

We do not sell your personal information.

We may share information only where necessary with:

  • Website platform providers (e.g., Squarespace) to host and operate our website

  • Email, scheduling, and productivity tools used to communicate and deliver services (e.g., calendars, cloud storage, documents)

  • Professional advisers (accountants/legal) where required

  • Authorities where we are legally required to do so

Where we use service providers, we aim to ensure appropriate safeguards are in place.

6) International transfers

Some of the third-party tools we use may store or process data outside the UK. Where that happens, we take steps to ensure appropriate protections are used (such as contractual safeguards) in line with UK data protection requirements.

7) How long we keep your information

We keep personal information only as long as needed:

  • Enquiries: typically up to 12 months after last contact

  • Clients: for the duration of the contract and typically up to 6 years afterwards for tax/accounting and business record purposes (unless a longer period is legally required)

  • Website analytics/cookies: according to our cookie/analytics settings and provider retention periods

We may anonymise data so it can no longer identify you.

8) Your data protection rights (UK)

You have rights including:

  • Access to the personal information we hold about you

  • Correction of inaccurate information

  • Erasure (in certain circumstances)

  • Restriction of processing (in certain circumstances)

  • Objection to processing based on legitimate interests

  • Data portability (where processing is based on contract/consent)

  • Withdraw consent at any time (where we rely on consent)

To exercise these rights, email brian@thesupportsdesk.com.

9) Security

We take reasonable steps to protect your information from loss, misuse, and unauthorised access. No online system is 100% secure, but we use appropriate safeguards and limit access to personal information.

10) Cookies

Cookies are small files stored on your device. We may use cookies and similar technologies to:

  • Make the website work properly

  • Understand how visitors use our website (analytics)

  • Improve performance and user experience

You can manage cookies via your browser settings. Depending on your Squarespace configuration, a cookie banner may allow you to set preferences.

11) Links to other websites

Our website may contain links to other sites. We are not responsible for the privacy practices of those websites. Please check their policies.

12) Complaints

If you’re unhappy with how we handle your data, please contact us first at brian@thesupportsdesk.com and we’ll try to resolve it.

You also have the right to complain to the UK supervisory authority: the Information Commissioner’s Office (ICO).

13) Changes to this policy

We may update this policy from time to time. The latest version will always be posted on our website with the “Last updated” date.