Privacy policy.

1. Who we are

baseMSP LTD is the data controller for the personal information described in this policy. We are registered in England and Wales under company number 14099963. Our registered business address is Sentinel House, Harvest Crescent, Fleet, Hampshire, GU51 2UZ.

This policy applies when we decide why and how personal information is used, including when you visit our website, make an enquiry, book a review, become a client, work with us as a supplier or apply for a role.

When we handle information inside a client's systems as part of an IT service, the client will usually remain the data controller and baseMSP will act as its data processor. That activity is governed by the relevant service agreement and data processing terms.

2. The information we collect

The information we collect depends on how you interact with us. It may include:

• your name, job title and the organisation you work for;
• your business email address, telephone number and postal address;
• details you provide through forms, bookings, emails, calls, meetings, surveys or support requests;
• commercial information connected with a quote, contract, invoice or supplier relationship;
• technical information such as your IP address, browser, device and how you use our website;
• marketing preferences and records of our communications with you; and
• information obtained from public sources, business directories, referral partners or service providers where it is lawful to do so.

We do not normally ask for special category personal data through this website. Please do not send sensitive personal information unless it is necessary and we have agreed a secure way for you to provide it.

3. How and why we use personal information

We use personal information only when we have a lawful reason to do so. The purposes and lawful bases commonly relevant to us are:

• To respond to enquiries and prepare proposals. This may be necessary to take steps before entering a contract or for our legitimate interest in developing our business.
• To provide and manage services. This is usually necessary to perform our contract with you or your organisation.
• To operate support, billing and account administration. This supports our contractual duties, legitimate business interests and legal obligations.
• To keep our website, systems and communications secure. We rely on our legitimate interest in preventing misuse, fraud and security incidents.
• To improve our services and understand client needs. We use information where this is necessary for our legitimate interests and does not override your rights.
• To send relevant business updates or marketing. We rely on consent where the law requires it and otherwise on a permitted legitimate interest. You can opt out at any time.
• To comply with law and protect legal rights. We use information where required by law or where necessary to establish, exercise or defend legal claims.

Where we rely on consent, you can withdraw it at any time. This will not affect processing that took place before consent was withdrawn.

4. Who we share information with

We do not sell personal information. We may share only what is reasonably necessary with:

• trusted technology, hosting, communications, CRM, finance, payment, marketing and professional service providers;
• our professional advisers, insurers and auditors;
• regulators, courts, law enforcement bodies or other authorities where the law requires it;
• a prospective buyer, investor or successor if our business is reorganised, sold or transferred; and
• another party where you have asked us to share information or have given permission.

Providers acting on our behalf are required to protect the information, use it only for the agreed purpose and keep it no longer than necessary.

5. International transfers

Some of the technology providers we use may store or process information outside the United Kingdom. Where this happens, we use an appropriate legal safeguard, such as UK adequacy regulations, approved contractual protections or another lawful transfer mechanism.

You can contact us if you would like more information about the safeguards used for a particular transfer.

6. Security and retention

How we protect information

We use organisational and technical controls designed to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure. Access is limited to people who need the information for their work, and providers must apply suitable security controls.

How long we keep it

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including contractual, support, accounting, tax and legal requirements. The period varies according to the type of information and our relationship with you. When information is no longer needed, we securely delete or anonymise it.

7. Your data protection rights

Depending on the circumstances, UK data protection law may give you the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete information where there is no good reason for us to keep it;
• ask us to restrict how information is used;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format or ask us to transfer it; and
• withdraw consent where consent is the lawful basis we rely on.

These rights are not absolute and may not apply in every situation. We may need to confirm your identity before acting on a request. We will not charge a fee unless a request is clearly unfounded or excessive.

For information about technologies used on this website, please read our cookie policy.

8. Contact, complaints and changes

Contact us if you have a question, want to exercise a right or are concerned about how we use your information. We would welcome the opportunity to resolve any concern directly.

You also have the right to complain to the Information Commissioner's Office. Guidance and contact options are available at ico.org.uk/make-a-complaint.

We may update this policy when our website, services or legal obligations change. The latest version will always appear on this page.