07812 076946
info@tracyheatley.com

Privacy Policy

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Privacy Policy

Tracy Heatley Limited t/a Better Marketing With Tracy Heatley is committed to protecting your privacy and ensuring compliance with the General Data Protection Regulation (GDPR). This Privacy Policy explains how we collect, use, and protect your data, as well as your rights regarding your personal information.

Our Commitment to Your Data

Tracy Heatley Limited is registered with the ICO (Information Commissioner’s Office) and adheres to a full data protection policy. Your personal data will only be used in line with this policy and applicable legal obligations.

We will never sell your data to third parties. However, we may share your information with trusted third-party suppliers who assist in providing our services. These include, but are not limited to:

  • A virtual assistant for administrative support.
  • An accountant for financial and invoicing purposes.

All third-party suppliers are GDPR-compliant, and non-disclosure agreements are in place to protect your data.

Data We Collect

We may collect and store the following information:

Contact Details:

  • First and last name
  • Business or company name
  • Business postal address
  • Email address
  • Phone numbers (including mobile)
  • Links to your social media accounts
  • Business description

Additional Personal Data:

  • Testimonials or recommendations provided by you
  • Training session attendance records and notes
  • Signed legal agreements and authorisation documentation
  • Business information shared for guidance, mentoring, or marketing projects
  • Documentation related to training workshops or marketing consultancy

Session Recordings:

As part of our services, individual and group sessions may be recorded to provide you with access to these recordings. The recordings will only be accessible to:

  • Individual clients for one-to-one sessions.
  • All participants of group programs, including clients from previous cohorts who join a session as a make-up session.

Recordings are shared securely and are available for 7 days to download. After this period, recordings will no longer be accessible.

We do not store session recordings beyond 14 days. Clients are responsible for downloading and securely storing the recordings during the availability period. By participating in our sessions, you consent to the recording and sharing of these sessions with relevant participants.

How We Use Your Data

We use your personal data for the following purposes:

  • To contact you regarding our services, including training dates and updates.
  • To send invoices and manage accounts.
  • To provide marketing recommendations and confirm bookings.
  • To share updates on services, newsletters, or training opportunities (with the option to unsubscribe).

How We Communicate with You

We may contact you via:

  • Email
  • Phone or text
  • WhatsApp
  • Social media platforms (e.g., LinkedIn, Twitter)
  • Zoom or Microsoft Teams
  • Post

You can choose your preferred communication methods or opt out where applicable.

How We Protect and Store Your Data

  • All data is stored securely on GDPR-compliant systems, including an internal CRM and offsite backups.
  • Accounts data is shared only with our GDPR-compliant accountant.
  • Business cards and hard copies of documents are stored in locked cabinets and shredded when no longer needed.
  • Card payments and direct debit information are processed securely by PCI-compliant third-party providers.

Retention Periods

  • Personal data is retained for up to six years after the last communication.
  • Financial records, such as invoices, are retained as required by HMRC and legal regulations.
  • Data stored on social media platforms may remain active unless removed by the user.

Your Rights

You have the right to:

  • Request access to the personal data we hold about you.
  • Request corrections or updates to your data.
  • Request that your data be deleted (the “right to be forgotten”), except where legal or regulatory obligations require us to retain it.
  • Object to the use of your data or restrict its processing in certain circumstances.

To make a request, email us at info@tracyheatley.com. We aim to process requests within 30 days.

Sharing Your Data

We may share your personal data with:

  • Trusted third-party suppliers (e.g., virtual assistant, accountant) under strict GDPR-compliant agreements.
  • Law enforcement or regulatory authorities when legally required.

Your Data and Online Security

While we strive to protect your data, please note that internet transmissions are not 100% secure. Data shared via our website or online platforms is transmitted at your own risk.

All sensitive payment data is handled securely by third-party processors. We do not store sensitive payment details.

Contact Us

For questions or concerns about this Privacy Policy, or to exercise your rights, please contact:

Tracy Heatley
Email: info@tracyheatley.com
Phone: 07812 076946

Updates to This Privacy Policy

We may update this policy periodically to reflect changes in our practices or legal requirements. The latest version will always be available on our website.