About
PlainlyOps Limited customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Table of contents
  • Contact details
Contact details
Telephone
07459470698
Email
hello@plainlyops.com
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
  • Names and contact details
  • Addresses
  • Occupation
  • Financial data (including income and expenditure)
  • Transaction data (including details about payments to and from you and details of products and services you have purchased)
  • Usage data (including information about how you interact with and use our website, products and services)
  • Video recordings
  • Audio recordings (eg calls)
  • Records of meetings and decisions
We collect or use the following personal information for the operation of client or customer accounts:
  • Names and contact details
  • Addresses
  • Purchase or service history
  • Account information, including registration details
We collect or use the following personal information for information updates or marketing purposes:
  • Names and contact details
  • Addresses
  • Profile information
  • Marketing preferences
  • Purchase or account history
We collect or use the following personal information to comply with legal requirements:
  • Name
  • Contact information
We collect or use the following personal information for dealing with queries, complaints or claims:
  • Names and contact details
  • Addresses
  • Account information
  • Purchase or service history
  • 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. Read more about the right of access.
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
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
  • 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.
  • Legitimate interests – we’re 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:
  • PlainlyOps collects and uses limited personal information (such as names, business contact details, and professional roles) to deliver consultancy, audit, and advisory services.
  • This processing is necessary to:
  • Communicate effectively with clients and stakeholders. Understand business needs and tailor recommendations appropriately. Manage projects, deliver reports, and maintain service quality.
  • Improve our services through feedback and engagement analysis.
  • These activities are central to our legitimate business interests in providing professional consultancy and ensuring service excellence.
  • The data we process is minimal, relevant, and limited to business-related contexts. We believe the benefits of this processing, including better client experience, effective communication, and improved service outcomes, outweigh any potential risks to individuals.
  • We do not use personal information for unrelated marketing, and individuals can object to processing or request correction or deletion of their data at any time.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
  • 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.
  • Legitimate interests – we’re 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:
  • PlainlyOps collects and uses basic personal information such as names, business contact details, and correspondence to operate client accounts effectively. This processing is necessary for our legitimate interest in providing a professional, reliable service and maintaining accurate business records.
  • The benefits include:
  • Ensuring efficient communication and continuity across projects.
  • Delivering services that meet client needs and contractual expectations.
  • Supporting accountability, compliance, and smooth business operations.
  • The data processed is minimal, relevant, and business-focused. It is used only for managing professional relationships and securely stored to protect privacy.
  • The potential risk or impact on individuals is low and outweighed by the clear benefits of effective account management and high-quality client service.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
  • 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. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – we’re 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:
  • PlainlyOps uses limited business contact information (such as names and work email addresses) to provide relevant updates, insights, and information about our services that may help clients and professional contacts improve their operations. This processing supports our legitimate interest in maintaining professional relationships and keeping clients informed about developments in areas such as compliance, operational excellence, and performance improvement.
  • The benefits include:
  • Keeping clients up to date with best practices and changes in relevant standards. Sharing useful knowledge that supports better business outcomes.
  • Strengthening trusted relationships through informative and relevant communication.
  • The potential impact on individuals is low, as information is professional, minimal, and relevant to their role.
  • Recipients can opt out at any time, and we never share contact information with third parties for marketing purposes.
  • The value of receiving relevant, expert insights outweighs the limited privacy risk involved.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information 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.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
  • 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.
  • 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’re 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:
  • PlainlyOps collects and uses personal information such as names, contact details, and correspondence to handle queries, complaints, or claims fairly and efficiently. This processing is necessary to provide good customer service, address issues quickly, and meet professional and regulatory standards.
  • The benefits include:
  • Ensuring accountability and fair treatment of clients and stakeholders.
  • Improving service quality through issue resolution and feedback.
  • Protecting both client and business interests by resolving matters transparently.
  • Only the minimum information required to address the issue is collected, and it is stored securely and used solely for this purpose.
  • The potential impact on individuals is low, while the benefits of clear communication, fairness, and accountability significantly outweigh any risks.
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
  • Third parties:
  • We may receive limited personal information from trusted third parties where it is necessary to deliver our services or manage client relationships. These include:
  • Client referrals or partner consultancies who introduce or collaborate on projects.
  • Professional advisers such as accountants, legal advisers, or auditors supporting compliance or due diligence work.
  • Accreditation or certification bodies (for example, ISO or compliance partners) where information is exchanged to manage audits or certifications.
  • Technology and compliance platforms that provide secure data handling, project management, or document storage.
  • All third parties are carefully selected and bound by confidentiality and data protection obligations.
  • Personal information received from them is used only for legitimate business purposes and handled in accordance with UK GDPR.
How long we keep information
PlainlyOps keeps personal information only for as long as necessary to fulfil the purpose for which it was collected or to meet legal, contractual, or regulatory requirements.
Typical retention periods are:
  • Client records and correspondence: up to 7 years after the end of the engagement, to meet legal and accounting obligations.
  • Financial and invoicing data: 7 years in line with HMRC record-keeping requirements.
  • Project documentation and reports: up to 7 years after project completion unless the client requests earlier deletion.
  • Marketing contact details: retained until an individual withdraws consent or unsubscribes.
  • Job applications and CVs: retained for up to 12 months, unless consent is given to keep them longer.
After these periods, information is securely deleted or anonymised.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Cloud hosting, email, accounting, compliance, and IT support providers in the UK, EEA, or US (with safeguards) process data on our behalf to deliver secure storage, communications, finance, and system management services.
This data processor does the following activities for us:
Our data processors support the secure and efficient operation of PlainlyOps by providing essential business systems and technical services. Each processor acts under our instruction, in full compliance with UK GDPR, and is required to maintain strict confidentiality, security, and integrity of personal information.
  1. Cloud Hosting and Storage Providers We use reputable cloud hosting platforms to store and back up client and operational data securely. These services ensure data availability, resilience, and disaster recovery. Where providers are based outside the UK or EEA (for example, in the United States), appropriate safeguards such as Standard Contractual Clauses are in place to protect personal data.
  1. Email, Communication, and Collaboration Services Our email and communication platforms enable secure and reliable correspondence with clients, partners, and suppliers. These systems process personal information such as names, business email addresses, and contact details to manage professional communications, file sharing, and meeting scheduling.
  1. Accounting and Financial Systems Accounting software and financial service providers process limited personal information related to invoicing, payments, and financial reporting. This ensures compliance with UK financial and tax regulations and allows us to maintain accurate business records.
  1. Compliance and Document Management Platforms To support ISO and regulatory compliance, we use digital systems that help manage controlled documents, records, and audit trails. These platforms process data such as contact information, policy records, and evidence files, ensuring information is version-controlled, securely stored, and available for verification during audits or reviews.
  1. IT Support and Cybersecurity Providers Professional IT support providers manage system performance, apply software updates, and monitor for technical or security issues. They may have limited access to systems containing personal information solely to maintain functionality and protect against cyber threats.
  1. Marketing and Analytics Tools Marketing and analytics processors may collect limited usage data (for example, through our website or email campaigns) to measure engagement and improve service communication. This helps us ensure our updates and insights are relevant to our clients’ professional interests.
  1. Professional Service Providers In some cases, we work with professional advisers such as accountants, solicitors, or auditors who process personal information on our behalf to fulfil legal or compliance obligations. These processors handle only the data necessary to perform their duties and are bound by confidentiality and data protection agreements. All processors are carefully selected based on their security standards, reputation, and compliance with applicable data protection laws. We maintain data processing agreements with each supplier, specifying how data may be handled, the purpose of processing, and requirements for secure deletion once the purpose is fulfilled. Personal information handled by processors is never sold or shared for unrelated marketing purposes. Data is accessed strictly on a need-to-know basis and used solely to deliver the contracted services that support PlainlyOps’ operations, client delivery, and compliance management. Through this structured approach, PlainlyOps ensures that all data processing activities are controlled, transparent, and aligned with our commitment to protecting client and stakeholder privacy.
Others we share personal information with
  • Professional or legal advisors
  • Regulatory authorities
  • Organisations we’re legally obliged to share personal information with
  • Publicly on our website, social media or other marketing and information media
  • Suppliers and service providers
  • Professional consultants
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Microsoft 365, Amazon Web Services (AWS)
Category of recipient: Cloud storage and IT infrastructure service providers
Country the personal information is sent to: European Economic Area (EEA) and United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Microsoft 365, Amazon Web Services (AWS)
Category of recipient: Cloud storage, email, and IT infrastructure service providers
Country the personal information is sent to: European Economic Area (EEA) and United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve 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 number: 0303 123 1113
Last updated 31st October 2025
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