1. Introduction

G.S.P.S. Ltd (“GSPS”, “we”, “us” or “our”) is committed to protecting personal information and respecting the privacy of everyone we work with.

This Privacy Policy explains how we collect, use, store, share and protect personal information in connection with our website and the professional services we provide.

Our services include bookkeeping and financial management, payroll administration, business and operational support, and webinar production and management.

We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Business name: G.S.P.S. Ltd
Website: https://gspsltd.com
Email: admin@gspsltd.com
Telephone: 01276 537104
Location: Surrey, United Kingdom

Registered company number and registered office: 05654856 | 2 Bailey Hill, Castle Cary, BA7 7AD

For enquiries about how we handle personal information, please contact us using the details above.

3. Our Role in Handling Personal Information

Depending on the services we provide, GSPS may act as either a data controller or a data processor.

As a data controller, we determine how and why personal information is used in managing our own business. This includes website enquiries, client relationships, marketing, recruitment, employee administration and our financial records.

As a data processor, we may handle personal information on behalf of clients while providing bookkeeping, payroll, administrative, operational or webinar services.

When acting as a processor, we handle personal information in accordance with our client's documented instructions and applicable data protection requirements.

Where a client is the data controller, requests relating to the information they control may need to be directed to that client.

4. Information We Collect

The personal information we collect depends on the nature of our relationship with you and the services involved.

This may include:

Contact information: Names, email addresses, telephone numbers, business names and postal addresses.

Business and financial information: Invoice details, payment information, transaction records, supplier and customer information, and accounting records.

Payroll and employment information: Employee details, salary and payment information, tax and National Insurance information, pension information and other records needed for payroll or employment administration.

Business support information: Contact records, correspondence, meeting information, project documents and other information necessary to carry out agreed administrative or operational services.

Webinar and event information: Participant names, email addresses, registration details, attendance records, questions, feedback and, where applicable, recordings.

Recruitment information: CVs, employment history, qualifications, references and information supplied during recruitment.

Website information: Information submitted through our contact form, together with technical information such as IP addresses and information collected through cookies or similar technologies, where applicable.

Some services may involve special category personal information, such as health information contained in employment records. Where this occurs, we apply the additional legal requirements and safeguards relevant to that information.

We aim to collect only the information necessary for the purposes for which it is required.

5. How We Collect Information

We may receive personal information:

Directly from you when you contact us, complete an enquiry form or communicate with us.

From clients who engage us to provide services.

From employees, associates, contractors and job applicants.

Through business correspondence, meetings and professional relationships.

Through software platforms and systems used to deliver our services.

From publicly available business information, where appropriate.

When we receive information from clients, we may not have collected it directly from the individuals concerned.

6. How and Why We Use Personal Information

We use personal information for the following purposes, where applicable:

Responding to business enquiries and communicating with prospective clients - Legitimate interests or steps before entering into a contract

Providing agreed services to clients - Contract, where the individual is a contracting party; otherwise legitimate interests or processing on a client's instructions

Maintaining business and financial records - Legal obligation and, where applicable, legitimate interests

Managing employees, payroll and pensions - Contract, legal obligation and other applicable lawful bases

Managing suppliers, contractors and associates - Contract or legitimate interests, as appropriate

Recruitment and assessing applications - Legitimate interests, steps before entering into a contract or legal obligation

Maintaining website security and preventing misuse - Legitimate interests and, where applicable, legal obligation

Sending marketing communications - Consent or legitimate interests, where permitted by applicable marketing rules

Meeting legal, regulatory and professional obligations - Legal obligation

Where we rely on legitimate interests, these include operating and improving our business, communicating with clients and business contacts, maintaining secure systems, managing commercial relationships and protecting our legal rights.

Where special category information is processed, we identify an additional condition under applicable data protection legislation.

When acting solely as a processor for a client, the client is generally responsible for determining the lawful basis for the relevant processing.

7. Providing Personal Information

Certain information is necessary for us to respond to enquiries, enter into contracts, deliver services or meet legal obligations.

For example, we require contact details to respond to a website enquiry and may need financial or payroll records to provide agreed services.

If necessary information is not provided, we may be unable to respond fully to an enquiry or deliver some services.

We will identify optional information where appropriate.

8. Sharing Personal Information

We may share personal information with trusted organisations where necessary for legitimate business purposes, service delivery or legal compliance.

Depending on the circumstances, these may include:

Accounting, bookkeeping and payroll software providers.

Cloud storage, email and business management platform providers.

Webinar, video conferencing and event management platforms.

IT support and website hosting providers.

Professional advisers, including accountants, legal advisers and insurers.

Employees, authorised associates and subcontractors working on our behalf.

HMRC, pension providers, regulators and other authorities where required.

Clients and other parties where sharing is necessary to deliver agreed services.

We do not sell personal information.

Where third parties process personal information on our behalf, we seek to ensure that appropriate contractual and security arrangements are in place.

9. International Data Transfers

GSPS provides services to UK and international clients and may use technology providers that process or store personal information outside the United Kingdom.

Where a transfer is subject to UK data protection transfer requirements, we will ensure that an appropriate legal mechanism and safeguards are in place, such as applicable adequacy regulations or approved contractual arrangements.

Where we act as a processor, international transfers are also subject to the relevant client's instructions and contractual arrangements.

Further information about applicable transfer safeguards may be requested using our contact details.

10. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including applicable legal, accounting, contractual and regulatory requirements.

Retention periods depend on the type of information and the reason it is held.

We consider factors including:

Legal and statutory record-keeping obligations.

The duration of a client or employment relationship.

Contractual requirements.

The need to resolve queries, disputes or complaints.

The establishment, exercise or defence of legal claims.

Where we process personal information on behalf of a client, retention and deletion arrangements are governed by the applicable agreement and the client's instructions, subject to legal requirements.

When information is no longer required, we take appropriate steps to delete, anonymise or securely dispose of it.

11. Protecting Personal Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

These measures may include access controls, password protection, secure cloud-based systems, restricted permissions, staff confidentiality arrangements and appropriate security procedures.

Access to personal information is limited to those who require it for legitimate business purposes.

Although we take data security seriously, no electronic transmission or storage system can be guaranteed to be completely secure.

12. Your Data Protection Rights

Under UK data protection legislation, you may have the right to:

Request access to personal information held about you.

Ask us to correct inaccurate or incomplete information.

Request deletion of personal information in certain circumstances.

Request restriction of processing.

Object to certain uses of your personal information.

Request transfer of certain information to another organisation.

Withdraw consent where consent is the lawful basis for processing.

Exercise rights relating to applicable automated decision-making.

These rights are subject to legal conditions and exceptions.

To exercise your rights, please contact admin@gspsltd.com.

We may need to verify your identity before responding.

Where we process information on behalf of another organisation, we may refer your request to the relevant data controller or assist that organisation in responding.

13. Marketing Communications

We may occasionally send information about GSPS services, business updates or other relevant communications where permitted by law.

Where consent is required, we will obtain it before sending marketing communications.

You can opt out of marketing communications at any time by using the unsubscribe option provided or by contacting admin@gspsltd.com.

Opting out of marketing will not prevent us from sending necessary communications relating to existing services or contractual obligations.

14. Cookies and Website Information

Our website may use cookies or similar technologies to support its operation, maintain security, understand website usage or improve the visitor experience.

Some cookies are necessary for the website to function. Other cookies, including certain analytics or marketing cookies, may require your consent.

Where required, we will provide information and choices about these technologies before placing non-essential cookies.

You can also manage cookies through your browser settings.

15. Webinar and Event Services

When providing webinar production or event management services, we may process participant information including registration details, attendance information, chat messages, questions, feedback and recordings.

The information collected and its use will depend on the event and the requirements of the organisation hosting it.

Where GSPS acts as a processor, the event organiser is generally responsible for determining the purposes and lawful basis of the processing and for providing appropriate privacy information to participants.

Recordings and participant information are handled in accordance with the relevant client arrangements and applicable legal requirements.

16. Employees, Associates and Recruitment

We process personal information relating to employees, job applicants, contractors and associates where necessary to manage recruitment, employment, payroll, pensions, contracts, payments and related business obligations.

Some employment information may require additional safeguards because of its sensitive nature.

More detailed privacy information may be provided separately to employees, applicants or other individuals where appropriate.

17. Automated Decision-Making

GSPS Ltd does not use solely automated decision-making, including profiling, that produces legal or similarly significant effects on individuals.

18. Third-Party Websites

Our website may contain links to external websites or services.

These websites operate under their own privacy policies, and we encourage visitors to review those policies before providing personal information.

We are not responsible for the privacy practices of independent third-party websites.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, business practices, technology or legal requirements.

The latest version will be published on our website, together with the date it was last updated.

Where a change materially affects how we use personal information, we will provide additional notice where required.

20. Contact Us and Complaints

If you have any questions or concerns about this Privacy Policy or how GSPS handles personal information, please contact:

G.S.P.S. Ltd
Email: admin@gspsltd.com
Telephone: 01276 537104
Website: https://gspsltd.com

We welcome the opportunity to address any concerns directly.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

You can contact the ICO if you are dissatisfied with how your personal information has been handled.