Privacy Policy

Last Updated: July 16, 2026

At The Reclaim | Systems & Efficiency ("we," "us," or "our"), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website (www.thereclaim.co.uk) or purchase our systems auditing, virtual assistant, and consulting services (the "Services").

For the purposes of the UK General Data Protection Regulation (UK GDPR), the data controller is The Reclaim | Systems & Efficiency, based in Suffolk, UK.

1. The Data We Collect

We may collect and process the following types of personal data:

  • Identity & Contact Data: Your name, business name, email address, phone number, and billing address.

  • Financial Data: Payment card details and billing transaction history (processed securely via our third-party processors, Stripe and/or PayPal; we do not store your raw card details).

  • System & Operational Data: Credentials, software integrations, and business workflow data that you voluntarily share with us to allow us to perform systems auditing and virtual assistant setup.

  • Technical & Usage Data: Your IP address, browser type, and information about how you use our website (collected via cookies).

2. How We Use Your Data

We will only use your personal data when the law allows us to. Most commonly, we use your data to:

  • Perform our contract with you: To deliver the consulting, auditing, or VA services you purchase.

  • Process payments: To manage checkout transactions, subscriptions, and fraud prevention.

  • Communicate: To send you project updates, respond to your inquiries, or send administrative emails.

  • Legitimate Interests: To improve our website performance, analyze how clients interact with our services, and protect our business.

  • Legal Compliance: To comply with tax, accounting, or UK legal obligations.

3. How We Share Your Data

We do not sell your personal data. We only share your data with trusted third parties who help us run our business:

  • Payment Processors: Stripe and/or PayPal to process transactions securely.

  • Service Providers: IT, hosting, and software tools that keep our website and communication systems running (such as Squarespace).

  • Professional Advisers: Accountants, legal counsel, or insurers if strictly necessary.

  • Law Enforcement: If required to do so by UK law or regulatory authorities.

4. Systems Access & Security (Special Note)

As part of our operational auditing services, you may grant us temporary access to your business systems, tools, or password managers.

  • We handle this data with strict confidentiality.

  • We highly recommend using secure sharing platforms (like 1Password or LastPass) to share credentials rather than sending them in plain text.

  • We will never share or misuse access to your systems, and we strongly advise you to revoke our access immediately upon the completion of our contract.

5. Data Retention

We will only keep your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or UK tax reporting requirements (typically 6 years for business transaction records).

6. Your Legal Rights (UK GDPR)

Under the UK GDPR, you have the following rights regarding your personal data:

  • Access: The right to request copies of the personal data we hold about you.

  • Correction: The right to ask us to correct any inaccurate or incomplete data.

  • Erasure ("Right to be Forgotten"): The right to ask us to delete your personal data under certain conditions.

  • Restriction: The right to request that we limit the processing of your data.

  • Data Portability: The right to request that we transfer your data to another organization.

  • Object: The right to object to our processing of your personal data.

To exercise any of these rights, please contact us at our business email address.

7. Cookies

Our website uses cookies to improve your browsing experience. You can set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable cookies, some parts of our website may become inaccessible or not function properly.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or UK legal requirements. Any updates will be posted on this page with an updated "Last Updated" date.