Privacy

PRIVACY NOTICE

Records Reset UK Ltd

Last updated: 15 October 2026

1. Who we are

Records Reset UK Ltd provides personal and business records organisation, administrative reviews, practical action planning and related support services.

We take the privacy and security of personal information seriously and aim to collect only the information needed to provide our services.

This Privacy Notice explains what information we collect, why we use it, how it is stored, who may receive it, how long we keep it and your rights.

Data Controller: Records Reset UK Ltd

Company Registration Number: 17120401

Registered in: England and Wales

Registered Office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ

Privacy Contact: hello@recordsresetuk.co.uk

Website: https://www.recordsresetuk.co.uk

Records Reset UK Ltd is responsible for deciding how and why personal information is used in connection with its services.

Our handling of personal information is governed by applicable UK data protection legislation, including the UK GDPR, the Data Protection Act 2018 and relevant changes introduced by the Data (Use and Access) Act 2025.

2. Information we collect

Depending on how you contact us and which services you request, we may collect:

Contact and identification information

• Your name and contact details.

• Your email address and telephone number.

• Your preferred contact method.

• Your address, where reasonably necessary for service delivery or invoicing.

Enquiry and diagnostic information

• The reason you contacted Records Reset UK.

• Your current life event, business issue or administrative challenge.

• The outcome you would like to achieve.

• Organisations or record categories affected.

• Your answers to our diagnostic questions.

• Your Records Reset Score and identified priorities.

• Deadlines, urgency and preferred next steps.

• How you heard about our services.

Client and service information

• Relevant correspondence.

• Notes, checklists and agreed action plans.

• Client references and progress updates.

• Documents or supporting information specifically requested for an agreed service.

• Records of actions, outcomes and service completion.

Payment and business administration information

• Service quotations and invoices.

• Payment references, amounts and transaction status.

• Dates of payment and relevant accounting records.

• Information required to manage refunds, disputes or financial obligations.

Payments are handled through authorised banking or payment services. We do not ask customers to provide passwords, online banking login details or full payment-card information through our enquiry form.

Website and communication information

We may also receive technical or engagement information associated with website visits, forms, emails and social media interactions, depending on the services and technologies involved.

3. Information we do not normally request

Our initial diagnostic is designed to identify administrative problems without requiring sensitive documents.

Please do not send the following through our public enquiry form:

• Passwords or authentication codes.

• Banking login details.

• Full payment-card numbers.

• Copies of passports or driving licences.

• National Insurance numbers or account reference numbers unless specifically necessary and requested through an appropriate process.

• Medical records, detailed health information or other unnecessary sensitive personal information.

If sensitive information is provided unexpectedly, we will assess whether it is necessary and whether we have a lawful basis and any additional legal condition needed to process it.

Information that is not required may be removed or handled separately using appropriate safeguards.

4. How we obtain your information

Most information comes directly from you when you:

• Visit our website or complete a Google Form.

• Request a free checklist or diagnostic.

• Contact us by email, telephone or another agreed communication method.

• Purchase or enquire about a service.

• Reply to a follow-up request.

• Provide information needed for an agreed administrative review.

We may also receive relevant information from someone acting on your behalf, where they have appropriate authority.

For business enquiries, we may use publicly available business contact information to identify relevant organisations and communicate about our services, subject to applicable privacy and electronic marketing rules.

5. Why we use your information and our lawful bases

We use personal information only where there is an appropriate lawful basis.

Responding to enquiries and preparing requested services

We use your contact details and enquiry information to respond to you, understand your requirements and provide requested quotations.

Lawful basis: steps requested before entering into a contract, or legitimate interests where appropriate for a general enquiry.

Providing agreed services

We use relevant information to prepare administrative reviews, action plans, progress trackers and agreed deliverables.

Lawful basis: performance of a contract or steps taken at your request before entering into one.

Managing invoices, payments and accounting

We use necessary information to issue invoices, confirm payments, maintain financial records and comply with applicable accounting and tax requirements.

Lawful basis: performance of a contract and compliance with legal obligations.

Maintaining service records and resolving issues

We keep proportionate records to monitor agreed services, respond to questions, address complaints, maintain security and establish or defend legal claims where necessary.

Lawful basis: legitimate interests and, where applicable, legal obligations.

Our legitimate interests include providing reliable administrative services, maintaining accurate business records, preventing fraud and resolving disputes. We consider the impact of these activities on people's rights and freedoms.

Marketing and service updates

Where permitted by law, we may contact people about relevant Records Reset UK services.

Where consent is required, we will request it separately. Other marketing will only be undertaken where an applicable legal basis and the electronic marketing rules permit it.

Submitting a diagnostic or requesting a checklist does not automatically enrol you in a promotional mailing list.

You can object to direct marketing or withdraw marketing consent at any time.

6. Our diagnostic and Records Reset Score

Records Reset UK uses a structured diagnostic to help identify administrative gaps and possible next steps.

Our current diagnostic contains eight scored questions, with a total possible score of 24.

Your responses may be used to:

• Identify areas that may need attention.

• Estimate the extent of administrative difficulties.

• Group issues into practical priority categories.

• Recommend an appropriate next step.

• Help prepare a personalised review or action plan.

The score is an administrative planning aid. It is not a credit score, legal assessment, financial assessment, medical assessment or formal government determination.

Automated calculations may support the process, but substantive service recommendations are subject to human review.

We do not use this diagnostic to make solely automated decisions that have legal or similarly significant effects on individuals.

You can contact us if you believe your information or score is inaccurate or requires further explanation.

7. Digital systems and service providers

Records Reset UK uses digital services to manage enquiries, communications, records and payments.

These may include:

Google Workspace and Google Sites

Google Sites hosts our website. Google Forms collects diagnostic responses, while Google Sheets, Drive and email services support our customer records, internal administration and communications.

Zempler Bank

Zempler is used for business banking and invoicing. Necessary invoice and transaction details may be processed through its systems.

Email and communication services

Information may be held in business email accounts and other communication channels used by customers to contact us.

Social media and content-management platforms

We use social media to explain and promote our services. When you communicate with us through a platform such as Facebook, Instagram or TikTok, that platform may process information under its own privacy arrangements.

Connected social media management services, where used, may process relevant account or engagement information.

AI-assisted administrative and content tools

Records Reset UK may use AI-assisted software, including tools that help draft written content, organise information or support promotional content production.

We aim to minimise personal information used with such tools and apply suitable checks before processing confidential client information.

AI-generated work is subject to human review before it is used in providing a service.

We do not use personal client records or identifying case details in public promotional material without an appropriate lawful basis and any required permissions.

8. Who may access or receive your information

Personal information may be accessed by authorised people directly involved in delivering or administering the service.

It may also be shared, where necessary, with:

• Relevant IT, hosting, email and cloud-storage providers.

• Banking, invoicing and payment service providers.

• Approved service providers supporting administrative processes.

• Professional advisers where necessary and lawful.

• Public authorities or regulators where disclosure is legally required.

We limit disclosures to information reasonably necessary for the relevant purpose.

We do not sell customers' diagnostic responses or confidential case documents to data brokers.

We do not routinely contact third-party organisations using your information unless this forms part of an explicitly agreed service and there is an appropriate lawful basis or authority to do so.

9. International data processing

Some of our technology providers may process, store or make information accessible outside the United Kingdom.

Where a restricted international transfer takes place, applicable UK data protection law requires an appropriate transfer mechanism or exception and any necessary safeguards.

These may include applicable UK adequacy regulations or legally recognised contractual safeguards, depending on the recipient and circumstances.

You can contact hello@recordsresetuk.co.uk for information about relevant international transfers and safeguards.

10. How we protect information

We use administrative and technical safeguards appropriate to the nature of the information we handle.

Our approach includes:

• Restricting access to people who need the information.

• Keeping customer records separate from unrelated business records.

• Avoiding unnecessary collection of sensitive documents.

• Using established digital and banking services.

• Reviewing information for accuracy and relevance.

• Managing information requests and possible security incidents.

• Removing information when it is no longer needed, subject to lawful retention requirements.

No online or electronic system can be guaranteed completely risk-free.

If a personal data breach occurs, we will assess it and comply with applicable notification and reporting obligations.

11. How long we retain information

We retain personal information only for as long as it is reasonably required for the purposes explained in this notice.

Different types of information require different retention periods.

Initial enquiries and diagnostic records

We review outstanding enquiries periodically and remove or anonymise information where there is no continuing lawful reason to retain it.

Temporary client working documents

Our standard working-copy retention target is 90 days after case closure, unless there is a documented reason to retain particular information for longer.

Client plans, relevant correspondence and service evidence

Relevant records may be retained for a reasonable period after completion to support follow-up enquiries, complaints, accountability or legal claims.

The period depends on the nature of the service, outstanding obligations and whether identifiable information remains necessary.

Invoices and accounting information

Accounting and tax records are generally retained for six years from the end of the relevant company financial year, or longer where legally required.

Complaints and legal disputes

Information relevant to an ongoing complaint, legal obligation or potential claim may be retained for as long as reasonably necessary to resolve the matter and protect applicable legal rights.

Marketing preferences

Where necessary, we may retain limited records of marketing consent, objections or unsubscribe requests to respect your communication preferences.

Records are reviewed and deleted or anonymised when they are no longer required.

The customer remains responsible for retaining their own original documents and any records they are legally required to keep.

12. Your data protection rights

Subject to the applicable legal requirements and exemptions, you may have the right to:

• Be informed: Understand how your information is used.

• Access: Request a copy of personal information we hold about you.

• Rectification: Ask us to correct inaccurate or incomplete information.

• Erasure: Request deletion of information in relevant circumstances.

• Restriction: Ask us to limit certain processing.

• Object: Object to certain uses of your information, including direct marketing.

• Data portability: Receive eligible information in a portable format.

• Withdraw consent: Where processing relies on consent, withdraw it at any time.

• Automated decision-making rights: Exercise applicable rights relating to qualifying automated decisions.

These rights are not always absolute. For example, certain information may need to be retained to meet legal obligations.

To exercise your rights, email:

hello@recordsresetuk.co.uk

Please describe your request and provide enough information for us to identify the relevant records.

We may ask for proportionate identity verification where necessary.

We normally respond to applicable data subject rights requests within one month, subject to any permitted extension or applicable changes to the response period.

We will not ask for unnecessary identity documents when we can reasonably verify your identity another way.

13. Cookies and website technology

Our website is built using Google Sites.

Google Sites and embedded Google services may use cookies or similar technologies to provide website functionality, manage settings and support measurement of website usage.

Some technologies are necessary for the website to operate. Other technologies, such as optional analytics or advertising tools, may be subject to consent or other conditions under applicable law.

Where consent is required, appropriate choices must be offered.

Certain limited statistical or functional uses may qualify for exceptions under current UK rules, subject to the relevant conditions.

You may also be able to manage cookies through your browser settings and any controls provided on the website.

For more information about Google's privacy practices, visit:

https://policies.google.com/privacy

14. Marketing and social media

Records Reset UK may publish information and educational content through its website and social media channels.

If you follow or interact with our social media accounts, the relevant platform may process information in accordance with its own privacy notice.

We do not treat a request for a free diagnostic as blanket permission to send unrelated promotional messages.

Any direct electronic marketing will follow the applicable UK GDPR and Privacy and Electronic Communications Regulations requirements.

You may request that we stop sending marketing communications at any time by contacting us.

15. Complaints about your personal information

If you are concerned about how your personal information has been collected, used, stored or shared, you can make a data protection complaint directly to Records Reset UK Ltd.

Contact: hello@recordsresetuk.co.uk

Subject: Data Protection Complaint

Please explain your concern and, where possible, the outcome you would like.

We will acknowledge your complaint within 30 days of receipt and take appropriate steps to investigate it without undue delay.

We will keep you informed where appropriate and communicate the outcome without undue delay.

Our internal aim is to acknowledge straightforward complaints sooner, normally within two working days where practicable.

You also have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://ico.org.uk/make-a-complaint/

We would welcome the opportunity to resolve your concern directly, but you are not required to give up your right to contact the ICO.

16. Changes to this Privacy Notice

We may update this notice when our services, technology, information practices or legal obligations change.

The latest published version will be available on our website, with its date of update.

Where a change materially affects how we use personal information, we will provide any further information or notifications required by law.

17. Contact us

For questions about privacy, personal information, retention, access requests or data protection complaints, please contact:

Records Reset UK Ltd

Email: hello@recordsresetuk.co.uk

Website: https://www.recordsresetuk.co.uk

Registered Office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ

Company Registration Number: 17120401

Registered in England and Wales.

Our commitment: We aim to keep information collection proportionate, explain clearly how information is used, respect individual rights and handle customer records with care throughout the Records Reset process.