Privacy Policy

Swift Management Services Limited is a company registered in England and Wales.

Company Details:

• Company Name: Swift Management Services Limited
• Company Registration Number: 11841838
• Registered Office: 119 Lime Avenue, Hornchurch, Upminster, England, RM14 2HY
• ICO Registration Number: ZA517427
• Privacy Contact Email: Info@swiftmanagement.org.uk

For the purposes of UK data protection legislation, Swift Management Services Limited is the data controller for personal information processed for its own business and website purposes and is registered with the Information Commissioner's Office (ICO) under registration number ZA517427.

Where we process personal information on behalf of another organisation, our responsibilities may differ and will be governed by the applicable contractual and legal arrangements.

We may collect and process the following categories of personal information, depending on how you interact with our website and services.

Personal and Contact Information

• Full name and job title
• Email address and telephone number
• Company or organisation name
• Business address and other contact details

Enquiry and Communication Information

• Information submitted through website contact forms
• Details of enquiries and service requests
• Correspondence exchanged by email, telephone or other communication channels
• Feedback, testimonials or survey responses where provided

Business and Service Information

• Information relevant to providing our consultancy and professional services
• Business requirements and service preferences
• Records of meetings, communications and contractual arrangements

Technical and Website Usage Information

• Internet Protocol (IP) address
• Browser type and operating system
• Device information
• Website usage and navigation activity
• Information collected through cookies and similar technologies, where applicable

We aim to collect only the information reasonably necessary for legitimate business purposes.

If you provide information about another individual, you should ensure that you are authorised to share it.

We may collect personal information through:

• Contact forms completed on our website
• Emails, telephone calls and direct correspondence
• Enquiries about our consultancy or professional services
• Meetings, consultations and business interactions
• Website analytics and cookies, subject to applicable requirements
• Business partners or other third parties where lawful and relevant to our services

Where personal information is obtained from a third party, we will provide relevant privacy information as required by applicable law.

We use personal information to operate our business, deliver our services and maintain effective relationships with clients and website visitors.

This may include:

Responding to Enquiries

To respond to questions, requests for information, contact form submissions and enquiries about our services.

Providing Our Services

To manage client relationships, understand business requirements, deliver agreed services and provide ongoing professional support.

Business Administration

To maintain records, manage contractual arrangements, process relevant transactions and administer our business operations.

Improving Our Website and Services

To understand how visitors interact with our website, identify areas for improvement and enhance the overall user experience.

Marketing and Communications

To provide relevant information about our services, business updates and promotional communications where permitted by applicable law.

Legal and Regulatory Compliance

To comply with legal obligations, maintain appropriate records, respond to lawful requests and protect our legal rights.

We will not use personal information for purposes that are incompatible with those explained in this policy unless permitted by law.

Under the UK GDPR, we must have a valid lawful basis for using personal information.

Depending on the circumstances, we may rely on the following:

Consent

Where you have provided valid consent for a particular activity, such as receiving certain marketing communications or enabling optional website cookies.

You may withdraw your consent at any time.

Contractual Necessity

Where processing is necessary to enter into or fulfil a contract with you, including providing requested services.

Legitimate Interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

These interests may include responding to business enquiries, maintaining client relationships, improving service delivery and protecting our website and business systems.

Legal Obligations

Where processing is necessary to comply with applicable legislation or regulatory requirements.

We assess and document the appropriate lawful basis for each relevant processing activity.

We may contact you with information about our services, business developments or relevant opportunities where we have a lawful basis and the communication is permitted under applicable marketing legislation.

Where consent is required, we will obtain it before sending marketing communications.

You can opt out of direct marketing at any time by following the unsubscribe instructions in a communication or contacting us directly.

You have the right to object to the processing of your personal information for direct marketing purposes at any time.

We will respect your request and stop processing your information for those purposes.

We do not sell your personal information to third parties.

We may share personal information with trusted third parties where necessary for legitimate business purposes, including:

• Website hosting and IT service providers
• Email, communication and business administration providers
• Professional advisers, including legal and accounting advisers
• Service providers supporting the operation of our business
• Regulatory authorities, law enforcement agencies or other organisations where disclosure is legally required

Where third parties process personal information on our behalf, we take appropriate steps to ensure suitable contractual, confidentiality and data protection safeguards are in place.

We only share information where there is a lawful basis and a genuine business or legal requirement.

Some third-party service providers may process or store personal information outside the United Kingdom.

Where international transfers take place, we will ensure that appropriate safeguards are applied in accordance with applicable data protection legislation.

These may include transfers to countries covered by UK adequacy regulations or the use of approved contractual safeguards, such as the UK's International Data Transfer Agreement or applicable addendum.

Information about the safeguards relevant to a particular transfer can be requested using the contact details in this policy.

We take the security of personal information seriously and use appropriate technical and organisational measures to protect information against unauthorised access, accidental loss, misuse, alteration and disclosure.

Depending on the circumstances, these measures may include:

• Access controls and user authentication
• Secure website and communication technologies
• Restrictions on access to personal information
• Appropriate data handling and retention procedures
• Oversight of relevant third-party service providers

Although we take reasonable steps to safeguard information, no internet transmission or electronic storage system can be guaranteed to be completely secure.

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including meeting legal, regulatory, accounting and contractual obligations.

Retention periods vary depending on the type of information and the reason for its collection.

When determining the appropriate retention period, we consider:

• The nature and sensitivity of the information
• The purpose for which it was collected
• Our legal and regulatory obligations
• The duration of any client or business relationship
• Whether the information is required to establish, exercise or defend legal claims

When personal information is no longer required, we will securely delete, anonymise or otherwise dispose of it in accordance with our applicable retention procedures.

Under UK data protection legislation, you may have the following rights, depending on the circumstances:

Right of Access

You can request confirmation of whether we hold personal information about you and obtain a copy of that information.

Right to Rectification

You can request the correction of inaccurate or incomplete personal information.

Right to Erasure

You can request the deletion of your personal information in certain circumstances.

Right to Restrict Processing

You can request that we limit how your personal information is processed in certain circumstances.

Right to Data Portability

Where applicable, you can request that certain personal information be provided in a structured, commonly used and machine-readable format.

Right to Object

You can object to certain processing activities, including processing based on legitimate interests and processing for direct marketing purposes.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw that consent at any time without affecting the lawfulness of processing carried out beforehand.

Rights Relating to Automated Decision-Making

You have protections under applicable law where decisions are made using solely automated processing and produce legal or similarly significant effects.

To exercise your rights, please contact us using the details provided in Section 17.

We will respond to requests within the time limits required by applicable data protection legislation.

We do not ordinarily charge a fee for exercising these rights, although a reasonable fee may be permitted in certain circumstances.

Our website may use cookies and similar technologies to support its functionality, security and performance.

Certain cookies are essential for the website to operate, while others may be used for analytics, preferences or other purposes.

Where consent is legally required, optional cookies will only be used after appropriate consent has been obtained.

For detailed information about the cookies used on our website and how to manage your preferences, please refer to our separate Cookie Policy.

Our website may contain links to websites or services operated by third parties.

We are not responsible for the privacy practices, security arrangements or content of external websites.

We recommend reviewing the privacy policies of any third-party websites before providing personal information.

Our website and professional services are not specifically directed at children.

We do not knowingly collect personal information directly from children through our website without an appropriate lawful basis.

If we become aware that personal information has been collected inappropriately, we will take appropriate steps to address the situation.

We may update this Privacy Policy periodically to reflect changes in legislation, business operations, services or data protection practices.

Any updated version will be published on this page with a revised "Last Updated" date.

Where changes materially affect how we process personal information, we will take appropriate steps to inform affected individuals when required by law.

We encourage visitors to review this policy periodically.

If you have any questions about this Privacy Policy, how we handle personal information or wish to exercise your data protection rights, please contact:

If you have concerns about how we process your personal information, please contact us first so that we can investigate and respond.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

For further information about your rights and how personal information should be handled, please visit the ICO website.