Privacy policy

Last updated: 2 October 2026

This policy explains how PrivateSecre collects and uses personal data when you visit this website or call us. We process personal data under the UK GDPR and the Data Protection Act 2018.

1. Who is responsible

The data controller is [Registered company name], registered in England and Wales (company number [Company number]), with its registered office at [Registered office address]. ICO registration: [ICO registration number].

We have not appointed a statutory data protection officer. For any privacy request, email hello@privatesecretary.online. Our full business details are on the legal notice.

2. Personal data we collect

Website visitors

Technical data in server logs, such as IP address, browser type, device information and the pages requested.
Your cookie choice, stored in local storage on your device.
Analytics data, only if you consent. See our Cookie policy.

Telephone callers

The telephone number you call from, the date and time of the call, and how long it lasts. Your network uses this to bill the call.
What you tell the adviser, and the notes they take in order to do the task you ask for.
Details needed for a booking, such as names, dates, contact details and any preference you give us to pass to a restaurant, hotel, clinic or travel provider.

We do not record calls. If that changes, we will say so at the start of the call before any recording begins.

Health and other sensitive information

If you ask us to arrange a medical, dental or similar appointment, you may tell us information about your health. That is special category data. We use it only to make the arrangement you asked for, and only with your explicit consent. You can withdraw that consent at any time. Withdrawal does not affect processing that has already taken place. We do not ask for this information for any other purpose.

3. How we use your data

To provide the virtual secretary and concierge service you ask for on the call, including letters, diary tasks and bookings.
To bill the call through your telephone network and to deal with billing disputes.
To handle complaints and keep records we need for the Phone-paid Services Authority and other regulators.
To run and protect this website, and, with your consent, to understand how it is used.
To meet legal obligations and to establish, exercise or defend legal claims.

4. Lawful bases

Contract — providing the support you ask for on the call.
Legitimate interests — running a secure website, keeping call notes, and handling complaints, balanced against your rights.
Consent — analytics cookies, and any health information you ask us to use for an appointment.
Legal obligation — where the law requires us to keep or disclose information.

5. Who we share data with

We share personal data only as far as needed with:

the company that hosts this website and the network that carries the call;
a restaurant, hotel, travel provider, clinic or other organisation, when you ask us to contact them on your behalf;
Google, if you accept analytics cookies;
professional advisers, the Communications Ombudsman, the Phone-paid Services Authority, the ICO, or another authority, where the law requires it or a complaint makes it necessary.

We do not sell personal data.

6. International transfers

Our hosts and Google may process data outside the UK. Where they do, we rely on a UK adequacy regulation (including the UK–US data bridge, where it applies) or on the UK International Data Transfer Agreement or Addendum. You can ask us for a copy of the relevant safeguard.

7. How long we keep data

Call notes and booking details: 24 months after the call, unless we need them for a complaint or a legal claim. We do not keep them for more than 6 years.
Server logs: up to 12 months.
Cookie choice: until you clear site data or choose again.
Analytics: as set out in the Cookie policy, and only if you have consented.

8. Your rights

You can ask to access, correct or erase your data, to restrict or object to processing, and to data portability where it applies. Where we rely on consent, you can withdraw it at any time. You can complain to the Information Commissioner’s Office at ico.org.uk.

Email hello@privatesecretary.online. We may need to confirm it is you before we act. We respond within one month, unless the request is complex.

9. Changes

We may update this policy. The date at the top of the page will change when we do. If a change affects a call already made, we will follow the policy that applied when you called, unless the law requires otherwise.