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GDPR Compliance

Last updated: 4 August 2026

Our commitment to GDPR

We are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. This page explains how we comply with these regulations and what rights you have regarding your personal information.

Data controller information

For the purposes of GDPR, the data controller is:

meadow-loop
42 Park Square East
Leeds LS1 2NP
United Kingdom

Email: [email protected]

Lawful basis for processing

We process personal data only when we have a lawful basis to do so. The lawful bases we rely on include:

  • Contract performance: Processing necessary to fulfil our service obligations to you
  • Legitimate interests: Processing necessary for our business operations, provided this does not override your fundamental rights
  • Legal obligation: Processing required to comply with laws and regulations
  • Consent: Where you have explicitly agreed to processing for specific purposes

Your GDPR rights

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

Right of access

You have the right to request a copy of the personal data we hold about you. This is commonly known as a subject access request.

Right to rectification

You can ask us to correct any personal data that is inaccurate or incomplete.

Right to erasure

Also known as the right to be forgotten, you can request deletion of your personal data in certain circumstances.

Right to restrict processing

You can ask us to limit how we use your personal data in specific situations.

Right to data portability

You can request to receive your personal data in a structured, commonly used format and transmit it to another controller.

Right to object

You can object to processing of your personal data where we rely on legitimate interests as the lawful basis.

Rights related to automated decision-making

You have the right not to be subject to decisions based solely on automated processing that significantly affect you. We do not currently use automated decision-making processes.

How to exercise your rights

To exercise any of your GDPR rights, please contact us via email at [email protected] with details of your request.

We will respond to your request within one month of receipt. In complex cases, we may extend this period by up to two months and will inform you of the extension and reasons.

We may need to verify your identity before processing certain requests to ensure personal data is disclosed only to authorised individuals.

Data retention periods

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. Specific retention periods include:

  • Client correspondence and service records: retained for the duration of the business relationship plus seven years
  • Financial records: retained for seven years to comply with tax and accounting requirements
  • Marketing consent records: retained until consent is withdrawn
  • Website analytics data: typically retained for 26 months

International data transfers

We primarily store and process data within the United Kingdom and European Economic Area. If we transfer personal data outside these regions, we ensure appropriate safeguards are in place, such as:

  • Standard contractual clauses approved by the European Commission
  • Adequacy decisions confirming the destination country provides adequate protection
  • Binding corporate rules where applicable

Data security measures

We implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and accidental loss, destruction, or damage. These measures include:

  • Encryption of data in transit and at rest
  • Regular security assessments and audits
  • Access controls and authentication procedures
  • Staff training on data protection and security
  • Incident response procedures

Data breach notification

In the event of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay. We will also notify the relevant supervisory authority within 72 hours of becoming aware of the breach where required by law.

Third-party processors

We work with carefully selected third-party service providers who process personal data on our behalf. These processors are bound by contractual obligations to implement appropriate security measures and process data only as instructed by us.

We conduct due diligence on all processors to ensure they meet GDPR requirements.

Complaints and supervisory authority

If you believe we have not handled your personal data in accordance with GDPR, you have the right to lodge a complaint with the supervisory authority:

Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
United Kingdom

Website: ico.org.uk
Helpline: 0303 123 1113

We encourage you to contact us first so we can address your concerns directly.

Updates to this information

We may update this GDPR compliance information periodically to reflect changes in our practices or legal requirements. Please review this page regularly to stay informed about how we protect your data.