Privacy Notice
Last updated: 20 May 2026
This Privacy Notice explains how we collect, use, store, and protect personal data in
the course of my business activities. We are committed to complying with the UK
General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who Are We?
AR Advice Limited is a UKbased small business providing professional services to
clients, trade associations, and prospective customers.
If you have any questions about this notice or your data, you can contact me at:
Email: gusrussell1@btinternet.com
Address: 6/4 King’s Stables Road, Edinburgh EH1 2JY
2. The Personal Data We Collect
We collect and process the following categories of personal data:
– Client contact details (names, job titles, email addresses, phone numbers)
– Trade association member lists (names, roles, organisation details, contact
information)
– Prospective client information (business contact details and notes relevant to
outreach)
– Meeting recordings and transcripts from Microsoft Teams
– Meeting notes and minutes
– Email correspondence
We do not collect special category data unless it is provided incidentally during a
meeting.
3. How We Collect Personal Data
We collect data through:
– Direct communication with clients and prospective clients
– Trade association membership lists provided to me
– Microsoft Teams meeting recordings and transcripts
– Email exchanges
– Publicly available sources (e.g., LinkedIn, company websites)
4. Why We Process Personal Data (Lawful Bases)
We process personal data under the following lawful bases:
Contract
To deliver services to clients, including advice, preparing minutes, reports, and
followup actions.
Legitimate Interests
For activities such as:
– Managing client relationships
– Maintaining trade association member lists
– Contacting prospective clients
– Keeping accurate records of meetings to ensure service quality
We balance these interests against your rights and expectations.
Consent
Where required for marketing communications or where meeting participants request
additional consent for recording.
5. How We Use Meeting Recordings and Transcripts
We use Microsoft Teams to record certain meetings for the purpose of:
– Producing accurate minutes
– Ensuring clarity on actions and decisions
– Responding to queries about meeting content
Retention
Recordings and transcripts are kept for up to five months to allow for quarterly meeting
cycles and followup queries.
After this period, they are securely deleted.
Storage
Recordings and transcripts are stored securely in:
– Passwordprotected OneDrive
– Passwordprotected iCloud storage
Access is restricted to the Directors of AR Advice Limited.
6. Who We Share Personal Data With
We may share personal data with:
– Trade association committees or boards (for relevant meeting minutes)
– Clients receiving reports or minutes
– Cloud service providers (Microsoft, Apple) acting as data processors
We do not sell personal data.
7. International Transfers
Some cloud services may store data outside the UK.
Where this occurs, we rely on approved safeguards such as:
– UK adequacy regulations
– Standard Contractual Clauses (SCCs)
8. Data Retention
We keep personal data only for as long as necessary:
– Meeting recordings/transcripts: up to 5 months
– Client and member contact details: for the duration of the relationship + up to 6
years for legal purposes
– Prospective client data: up to 2 years from last contact
– Emails and correspondence: up to 6 years
We review retention periods regularly.
9. Your Rights
Under UK GDPR, you have the right to:
– Access your personal data
– Request correction of inaccurate data
– Request deletion (in certain circumstances)
– Object to processing based on legitimate interests
– Restrict processing
– Request data portability
– Withdraw consent (where consent is used)
To exercise your rights, contact us using the details above.
10. How We Protect Your Data
We use appropriate technical and organisational measures, including:
– Strong passwords and multifactor authentication
– Encrypted cloud storage
– Device security and software updates
– Restricted access to personal data
– Secure deletion procedures
11. Complaints
If you are unhappy with how we handle your data, please contact us first so we can
resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office
(ICO): http://www.ico.org.uk
AR Advice 