Privacy Policy

Last updated: 01 January 2026

1. Introduction

This Privacy Policy explains how Notebook and Coffee (“we”, “us”, “our”) collects, uses, stores, and protects your personal data.

We are committed to protecting your privacy and handling your personal data transparently and securely, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Business name: Notebook and Coffee
Business type: Virtual Assistant / Administrative Services
Website: notebookandcoffee.co.uk

For the purposes of data protection law, Notebook and Coffee is the Data Controller.

3. What Personal Data We Collect

We may collect and process the following personal data:

  • Name

  • Email address

  • Phone number

  • Business name

  • Billing and payment details (processed securely by third-party providers)

  • Communications you send to us (emails, contact forms, messages)

  • Information required to provide administrative or virtual assistant services

  • Marketing preferences

We do not sell physical goods and do not knowingly collect data relating to children.

4. How We Collect Your Data

We collect personal data when you:

  • Contact us via our website or email

  • Enquire about or purchase our services

  • Enter into a contract or service agreement

  • Subscribe to our mailing list

  • Communicate with us during the delivery of services

5. How We Use Your Data

Notebook and Coffee uses your personal data to:

  • Provide and manage virtual assistant and administrative services

  • Communicate with you about your services or enquiries

  • Process payments and issue invoices

  • Meet legal, tax, and accounting obligations

  • Send marketing communications where permitted

  • Improve our services and business operations

6. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases to process your data:

  • Contract – where processing is necessary to provide agreed services

  • Legal obligation – where required by law (e.g. tax and accounting)

  • Legitimate interests – to operate and grow our business

  • Consent – for marketing communications

You may withdraw your consent at any time.

7. Marketing Communications

From time to time, Notebook and Coffee may send marketing emails about our services.

  • You will only receive marketing emails if you have opted in or where permitted by law

  • All marketing emails will include an unsubscribe option

  • You can opt out at any time by clicking the unsubscribe link or contacting us via our contact form.

8. Data Sharing

We do not sell or rent your personal data.

We may share your data with trusted third-party service providers where necessary, including:

  • Payment processors (e.g. Stripe, PayPal)

  • Accounting software or professional accountants

  • Email marketing platforms

  • Cloud storage, project management, and productivity tools

All third parties are required to process your data securely and in compliance with UK GDPR.

9. International Data Transfers

Some third-party providers may store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses.

10. Data Retention

We only retain personal data for as long as necessary:

  • Client records: up to 6 years for legal and tax purposes

  • Marketing data: until you unsubscribe

  • Enquiry data: up to 12 months if no contract is entered into

11. Your Data Protection Rights

Under data protection law, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate or incomplete data

  • Request erasure of your personal data

  • Object to or restrict processing

  • Request data portability

  • Withdraw consent at any time

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

12. How to Make a Complaint

If you have any concerns about how Notebook and Coffee handles your personal data, please contact us first.

You also have the right to complain to the ICO:

Information Commissioner’s Office (ICO)
Website: https://www.ico.org.uk
Helpline: 0303 123 1113

13. Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure.

14. Changes to this Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated revision date.