Welcome to the Maxwell Grant Consultancy’s privacy notice.
Maxwell Grant Consultancy respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.
1. Important information and who we are
Purpose of this privacy notice
This privacy notice aims to give you information on how Maxwell Grant Consultancy collects and processes your personal data through your use of this website, including any data you may provide through this website when you fill out our enquiry form, request a call back or where you contact us via the website, telephone, email or by post.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Maxwell Grant Consultancy Limited is the controller and responsible for your personal data (collectively referred to as “Maxwell Grant Consultancy”, “we”, “us” or “our” in this privacy notice).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
Our full details are:
Full name of legal entity: Maxwell Grant Consultancy Limited
Name of Data Privacy Manager: Mark Shearring Email address: firstname.lastname@example.org
Postal address: 28 Britannia Court, The Strand, Brighton Marina Village, Brighton, East Sussex BN2 5SE
Telephone number: 01273 917 148
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 14 April 2021 and historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
· Identity Data includes first name, last name, title, date of birth and gender.
· Contact Data includes billing address, delivery address, email address and telephone numbers.
· Financial Data includes bank account and payment card details.
· Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
· Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
· Profile Data includes purchases made by you, your interests, preferences, feedback and survey responses.
· Usage Data includes information about how you use our website and services.
· Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may
aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
· Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
· apply for our services;
· request a call back on our website;
· complete an enquiry form;
· contact us by email or telephone;
· request marketing to be sent to you; or
· give us some feedback.
· Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
· Technical Data from the following parties:
(a) analytics providers;
(b) advertising networks; and
(c) search information providers.
· Identity and Contact Data from publicly availably sources.
· Identity and Contact Data from business federations such as The Federation of Small Business.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· Where we need to perform the contract we are about to enter into or have entered into with you.
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
· Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Type of data
Lawful basis for processing including basis of legitimate interest
To register you as a new customer
Performance of a contract with you
To process and deliver your service including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(e) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(e) Marketing and Communications
Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you
Necessary for our legitimate interests (to develop our products/services and grow our business)
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You may receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any company outside the Maxwell Grant of companies for marketing purposes.
Opting out You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time or by following the ‘unsubscribe’ link found in the email.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience or other transactions. We will need to maintain a restricted record of Contact and Identity Data where you have opted out of receiving marketing and this is to prevent any future marketing being carried out and, unless otherwise informed, no other processing shall be carried out in relation to this information.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
· Internal Third Parties as set out in the Glossary.
· External Third Parties as set out in the Glossary.
· Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
We do not transfer your personal data outside the European Economic Area (EEA) however some of our External Third Parties may be based outside of the EEA. Wherever we may transfer data to
one of these third parties we will ensure that adequate safeguards and a similar degree of protection is afforded to this data and is put in place. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see request erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us
to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Where you object to direct marketing we shall maintain a restricted record of Contact and Identity Data recording that you have opted out of receiving marketing and we can ensure that no future marketing is carried out. Unless otherwise informed no other processing shall be carried out in relation to this restricted record.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. · If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
External Third Parties
· Service providers acting as processors, such as Fidelity Group Limited, based within the EEA who provide IT and system administration services.
· Communications service providers, such as Focus 4 U Limited based within the United Kingdom, who provide voice, IT and mobile solutions.
· Professional advisers acting as processors including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
· Marketing automation platforms, acting as a processor, such as The Rocket Science Group LLC t/a MailChimp based in the US who provide email marketing automation services.
· HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
"Mark has supported my accountancy business for more than 12 years. We recommend his consultancy services to all our clients including merchant card services, finance, IT services and support, gas and electricity tariffs, photocopiers, business and general insurance services and others.
Mark and Maxwell Grant Consultancy recently arranged and oversaw the transfer of our office telecoms to a fully hosted cloud system including connectivity. I was delighted with the seamless and effortless transition. It now provides our business with a quality and flexible solution!
Mark always provides a simple and stress-free process with his professional management. Looking forward to his help with many more projects for us or our clients in the future."
"My two estate agent’s businesses span two different counties and we have used Maxwell Grant Consultancy for several years now, who have no doubt saved us a lot of money over the years by managing all our utility accounts. Mark is superb and I wouldn’t hesitate to recommend him and his company."
"Maxwell Grant Consultancy have helped me and my clients save considerable amounts of money on telecoms, broadband, mobiles, energy and photocopying services. The Suppliers that Maxwell Grant Consultancy work with are all easy to contact and communicate with, as this was an area which we had struggled with previously. We can now focus on other business projects rather than trying to get in contact with large service providers, trying to get through complicated switchboards to speak to someone. Mark himself also goes out of his way to be available and bridge the gap if something isn’t going quite as expected with one of his partners. Many of my clients have not only been able to save money but have got a much better service and product by using Maxwell Grant Consultancy to obtain these various services."
“I would like to thank Mark from Maxwell Grant for the help he provided in getting my utilities provider changed. Mark’s service was efficient and professional and it was a pleasure to deal with him. I would be very happy to recommend Maxwell Grant to anyone else.”
“Maxwell Grant was recommended to us some two years ago whilst we were in the process of carrying out a general review of usage and spending in relation to telecommunications. Apart from the cost savings that have been made, we are able to understand our usage better from the trend analysis provided. Maxwell Grant has continued to be involved in terms of both ongoing review and in ensuring that the service provided by our new providers is maintained at the level that we expect. Our contact with Maxwell Grant has remained the same since our first meeting and that, coupled with regular contact, has enabled a relationship of mutual trust and respect to be formed.”
“After an initial meeting with Maxwell Grant, they proposed a telephone business package which resulted in a 40% saving against our previous telecom company. The changeover was seamless and it’s great to know that if we do have any problems we have our own account manager who we can contact. I have no hesitation in recommending Maxwell Grant.”
“Mark has arranged our landline and mobile contracts for the past 5+ years and has always been pro- active and considerate to our company’s requirements. Maxwell Grant is always easy and a pleasure to deal with and can be regarded as 100% trustworthy in getting the best value for money in the marketplace.”
“We have worked with Maxwell Grant for the last seven years. They saved us over 40% on our telecom costs and continue to be proactive by arranging regular review meetings to ensure that we are still on a competitive package. We have recently moved office and Maxwell Grant recommended a Hosted VoIP solution which we are delighted with. I would have no hesitation in recommending Maxwell Grant to any company wanting to review their costs.”
“Thanks to everyone at Maxwell Grant. Not only was switching my business utility accounts quick and easy, but it’s already saving me hundreds of pounds. A professional service from start to finish!”
“As the Head of Facilities Management at Surrey and Sussex NHS Trust, I asked Maxwell Grant to review our telecom estate. They saved the Trust over £150,000 annually which equated to a 53% cost saving. We achieved these savings with no disruption and no decrease in staffing resources and I would recommend Maxwell Grant to any organisation seeking to reduce their procurement costs.”
“We contacted Maxwell Grant to review our telephony costs as we felt it was impossible to review them ourselves as we did not have the in depth knowledge of the market. After giving them details of our existing costs they provided us with a detailed audit clearly setting out our existing costs and savings that we would make by changing providers. Mark Shearring has continued to monitor our progress; for a recruitment business such as ourselves operating in a fast moving sales environment it is absolutely vital that we have a high quality reliable telephony service.”
“We have used Maxwell Grant to review our current utility contracts. Not only have they provided us with an exceptional, straight-forward service with constant feedback on their progress, they have also saved us money on our utilities – a refreshing result in the present economic climate where prices are often increasing. As part of the latest renewal negotiation, they have also enabled us to have our previous sizeable deposit returned.
It’s hard to find a transparent, honest, courteous and prompt service provider like Maxwell Grant – I would recommend them to anyone.”
“Following recent notification of large increases in our credit/debit card merchanting charges we were recommended to contact Maxwell Grant – Independent Banking Advisers. They were quickly able to carry out a free of charge assessment which resulted in a reduction in charges almost back to pre-increase rates. We have no hesitation in recommending their services.”
“We have been extremely pleased with the cost savings achieved by using Maxwell Grant. Mark is always easy to contact and because of the trust that has been created between us, we are content to leave the telecoms side of the business to Mark leaving us to concentrate on what we do best, running a successful bar and restaurant business.”
An existing energy and telecoms’ client who runs two retail shops asked MGC to review his merchant card services’ account which was coming up for renewal.