Privacy notice
Last updated: [CHECK: date of approval]
1. Who we are
Fix My Biz is a trading name of PDF Premier Ltd, registered in England and Wales, company no. 17533579, registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. PDF Premier Ltd is the controller of the personal data described in this notice. Contact: hello@fixmybiz.co.uk.
ICO registration number: [CHECK: ICO data protection fee registration number]
2. What we collect and why
| Source | Data | Purpose | Lawful basis (UK GDPR Art. 6) |
|---|---|---|---|
| Website enquiry form | Name, business name, email, service of interest, chosen next step (Zoom, callback or later follow-up), callback number (if given), preferred timing, what you tell us about your needs, the contact permission you confirmed, time of submission. | To reply to your enquiry and arrange the next step you chose. | Steps at your request before entering into a contract (6(1)(b)); legitimate interests in responding to business enquiries (6(1)(f)). |
| Sam, our voice and chat assistant (website and 0800 line) | Your voice and what you say, call or chat recordings and transcripts, AI-generated summaries, call length, the outcome of the conversation, and contact details you give. | To answer your questions, take enquiry and callback details, and review quality. | Legitimate interests (6(1)(f)); steps at your request (6(1)(b)). [CHECK: whether consent is relied on for recording] |
| Bookings | Name, email, chosen time and anything you add to the booking form. | To schedule and hold a Zoom discovery call. | Steps at your request (6(1)(b)). |
| Your email address and correspondence. | To send the information you asked for (for example, a booking link or confirmation) and reply to you. | Steps at your request (6(1)(b)); legitimate interests (6(1)(f)). |
Please don't share customer records, health information or other sensitive details through the form or with Sam.
Calls may be recorded for quality and training purposes. Sam tells you this at the start of a call. "Training" means training our team and improving Sam's instructions. [CHECK: whether any provider uses recordings to train its own models, and the opt-out position]
We don't use this data for automated decisions that have legal or similarly significant effects on you. We don't send marketing unless you've separately agreed to it. [CHECK: any marketing use]
3. Who processes it for us
- HighLevel (LeadConnector): our CRM. It receives enquiry form submissions, runs Sam's voice and chat widget and the 0800 line, stores contact records, call recordings and transcripts, and sends our emails. [CHECK: HighLevel entity, data processing agreement and hosting location]
- Voice AI provider: Sam's voice conversations appear to run on Retell AI using LiveKit infrastructure, through HighLevel. [CHECK: confirm provider(s), role (sub-processor of HighLevel) and location]
- Calendly: booking discovery calls. [CHECK: DPA and transfer mechanism]
- Zoom: video calls. We don't record Zoom calls unless we ask you first. [CHECK: recording practice]
- Cloudflare: hosts this website and runs the Turnstile spam check on the enquiry form, which processes technical data such as your IP address and browser signals. [CHECK]
- Fonts are loaded from Bunny Fonts (fonts.bunny.net), which receives your IP address. [CHECK]
We don't sell your personal data.
4. International transfers
Some of these providers are based in, or use sub-processors in, the United States or other countries outside the UK. Where data leaves the UK, we rely on [CHECK: UK adequacy regulations / UK Extension to the EU–US Data Privacy Framework / the ICO International Data Transfer Addendum or Agreement, per provider].
5. How long we keep it
- Enquiries and contact records: [CHECK: e.g. X months after last contact if you don't become a client]
- Call recordings and transcripts: [CHECK: retention period and HighLevel deletion setting]
- Booking records: [CHECK]
- Client records: kept as long as needed for the contract and as required by law (for example, accounting records). [CHECK]
6. Your rights
Under UK data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its use (including objecting to processing based on legitimate interests), and to data portability. Where we rely on consent, you can withdraw it at any time. To make a request, email hello@fixmybiz.co.uk. We'll reply within one month.
7. Complaints
Please contact us first and we'll try to put things right. You can also complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
8. Cookies and similar technologies
This site doesn't use analytics or advertising cookies. The Sam widget (HighLevel) and Turnstile may store data in your browser that's needed for them to work. [CHECK: list the widget's storage and decide whether a consent banner is needed]
9. Changes
We'll update this notice if our practices change and show the date at the top.