Prime Solutions 4 Business Limited

Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Sharing information outside the UK
• How to complain

Contact details

Telephone: 024 7622 4040 Email: info@ps4b.co.uk

What information we collect, use, and why

We collect or use the following information to provide our services:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Account information
• Website user information (including user journeys and cookie tracking)
• Information relating to compliments or complaints

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Purchase history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Marketing preferences
• Purchase or viewing history
• Website user journey information
• Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Financial transaction information
• Any other personal information required to comply with legal obligations

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information

We collect or use the following information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Payment details
• Account information
• Purchase or service history
• Financial transaction information
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

• Your right of access — You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions, which means you may not receive all the information you ask for.
• Your right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure — You have the right to ask us to delete your personal information.
• Your right to restriction of processing — You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing — You have the right to object to the processing of your personal data.
• Your right to data portability — You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent — When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

To provide our services:

• Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

For the operation of customer accounts and guarantees:

• Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

For service updates or marketing purposes:

• Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
• Legitimate interests — we are collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We use customer contact details to send important updates about the IT services they already receive from us, such as changes to a service, planned maintenance, security alerts and renewals. Keeping customers informed helps them avoid disruption and keep their systems secure, which is the main reason they work with us. We only contact existing customers about services they use, we keep messages relevant and infrequent, and anyone can ask us to stop at any time. Because the information is limited to business contact details and the messages relate directly to services people have chosen, the impact on them is low and does not override their interests or rights.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

To comply with legal requirements:

• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

For recruitment purposes:

• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests — we are collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We use applicants' information to assess their suitability for a role, arrange interviews and stay in touch during the hiring process. This helps us fill vacancies with the right people and gives applicants a fair and organised experience. We only collect what we need to make a hiring decision, we hold it for a limited time, and applicants can ask to see or delete their information. As the details are provided by the applicant for the purpose of applying and we handle them carefully, the benefit to both sides outweighs any limited impact on the individual.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

For dealing with queries, complaints or claims:

• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests — we are collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We use the information people give us to answer their questions, resolve complaints and handle any claims fairly and efficiently. This gets the person's issue dealt with properly and helps us keep an accurate record of what was raised and how we responded. We only use the details needed to deal with the matter, we keep records no longer than necessary, and people can ask what we hold about them. Because the information relates directly to a query or complaint someone has raised with us, using it this way is what they would reasonably expect and has minimal impact on them.

For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Publicly available sources
• Suppliers and service providers

How long we keep information

We keep your personal information for as long as we need it for the purposes set out in this notice.

We keep customer records for as long as you are a customer and for up to six years after our business relationship ends, so we can meet our legal, accounting and tax obligations. We keep enquiry information from people who do not go on to become customers for up to 12 months. We keep recruitment information for unsuccessful applicants for up to six months after the recruitment process ends, unless you agree for us to keep it for longer. We securely delete or anonymise personal information once we no longer need it.

Who we share information with

Data processors

HubSpot, Inc. (CRM and marketing software, United States) This data processor provides the CRM and website platform we use to manage customer contact details, enquiries and communications.

Microsoft Corporation (cloud and productivity software, United States) This data processor provides our email, file storage and productivity systems, which hold customer and business contact information.

Others we share personal information with

• Professional or legal advisors
• Relevant regulatory authorities
• External auditors or inspectors
• Organisations we are legally obliged to share personal information with
• Publicly on our website, social media or other marketing and information media

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR and make sure appropriate safeguards are in place.

HubSpot, Inc. — CRM and marketing software provider, United States. How the transfer complies with UK data protection law: the country or sector has been assessed as providing adequate protection (Adequacy Regulations or UK data bridge).

Microsoft Corporation — cloud and productivity software provider, United States. How the transfer complies with UK data protection law: the country or sector has been assessed as providing adequate protection (Adequacy Regulations or UK data bridge).

Where necessary, our data processors may also share personal information outside of the UK. When doing so, they comply with the UK GDPR and make sure appropriate safeguards are in place. This applies to the same processors named above, relying on the same safeguards.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: info@ps4b.co.uk

Telephone: 024 7622 4040

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

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

Last reviewed: June 2026