Privacy Policy
TOTAL PA Ltd is the data controller responsible for the personal information processed through this website and in connection with our services.
TOTAL PA Ltd
Registered office/address: Unit 19 Stirlin Business Park, 185 Sadler Road, Lincoln, Lincolnshire, England, LN6 3AF
Company number: 12565474
Contact email: office@totalpa.co.uk
This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
The website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with applicable UK laws and requirements relating to privacy and data protection.
Use of cookies and similar technologies
What are cookies?
Cookies are small files saved to the user’s computer or other device that can store information about the user’s interactions with and use of a website. Similar technologies, including tracking pixels, web storage, scripts and tags, may also store or access information on a user’s device.
We use cookies and similar technologies for purposes such as enabling the website to function correctly, remembering preferences, understanding how the website is used and improving our website and services.
What do we use cookies for?
We may use cookies and similar technologies for the following purposes:
- Strictly necessary cookies: These are required for the website or a service requested by you to function correctly, including security, authentication and other essential functionality.
- Preference cookies: These may be used to remember choices or preferences made by you and to improve the functionality or appearance of the website.
- Statistical and analytics technologies: We may use analytics tools, including Google Analytics, to help us understand how visitors use our website and to improve its performance and content.
Under the Privacy and Electronic Communications Regulations (PECR), as amended by the Data (Use and Access) Act 2025, certain storage and access technologies may be used without consent where a specific legal exception applies. This includes a limited exception for statistical purposes where the sole purpose is to collect aggregate statistical information about how a website or service is used with a view to improving it.
Where we rely on the statistical purposes exception, the technology will only be used for the purposes permitted by that exception. We will provide clear and comprehensive information about its use and provide a simple and free means for you to object.
The statistical purposes exception does not apply to all forms of analytics or tracking. For example, it does not cover individual tracking or profiling, advertising measurement, tracking conversions for advertising purposes, or monitoring visitors across different services. Where consent is required, we will obtain your consent before using the relevant cookies or similar technologies.
Analytics tools may use cookies or similar technologies and may collect information about your device, browser and use of the website. Where consent is required, these technologies will only be used after you have provided your consent. You can manage your cookie preferences at any time through the website’s cookie settings.
We will keep our use of cookies and similar technologies under review and will ensure that our cookie settings and cookie information are kept consistent with the technologies actually used on the website.
Should users wish to manage or object to the use of cookies and similar technologies, they can use the website’s cookie settings where available. Users can also manage certain cookie settings through their web browser. Where a technology is being used under a PECR exception that requires an objection mechanism, we will provide a simple and free means of objecting.
Personal information
Whilst using our website, software applications or services, you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material.
We will ensure that all personal information supplied is processed and held securely in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection and privacy legislation.
We may contact you using the details you provide where necessary to respond to an enquiry, provide our services, administer our relationship with you or where we are otherwise permitted to do so by law. Where consent is required for marketing communications, you may withdraw that consent at any time.
You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us.
Lawful basis for processing
We will only process personal information where we have a lawful basis to do so. Depending on the circumstances, this may include processing that is necessary to perform a contract or take steps before entering into a contract, comply with a legal obligation, pursue our legitimate business interests, or where we have obtained your consent. Where we rely on legitimate interests, we will ensure that our interests do not override your rights and freedoms.
Information collection and use
How do we collect information?
Total PA collects information in two possible ways:
- 1. When you directly give it to us (“Directly Provided Data”)
When you sign up for our site, purchase our products or communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms. All this information requires a direct action by you at that time in order for us to receive it.
- 2. When you give us permission to obtain from other accounts (“User Authorised Data”)
Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.
How long do we keep your data for?
Total PA will not retain your personal information longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you, or, in the case of any contact you may have with our Customer Care team, for as long as is necessary to provide support-related reporting and trend analysis only.
If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the Services to you.
Call recording
We may record telephone calls made to or from Total PA for quality monitoring, training, service improvement, record-keeping and to help resolve any queries or disputes. Call recordings may contain personal information provided during the conversation and will be processed securely in accordance with UK data protection legislation.
We process call recordings where necessary for our legitimate business interests in maintaining service quality, supporting our team and keeping an accurate record of communications.
Call recordings are retained for three months, after which they are deleted unless there is a specific legal, regulatory or dispute-related reason for retaining them for longer.
Access to recordings is restricted to authorised personnel. You may request access to personal information contained within a call recording by contacting us using the details provided in this Privacy Policy.
Registration forms
Total PA will not sell or rent your personal information. We may share personal information with trusted third-party service providers who support the operation of our business and delivery of our services, such as IT, communications, website, accounting, CRM and professional service providers. We will only share information where necessary and where appropriate safeguards are in place.
Choosing how we use your data
We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.
With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:
– You can verify the details you have submitted to Total PA by contacting our customer services team contact us. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
– You can also contact us by the same method to change, correct, or delete your personal information controlled by Total PA regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
– You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you unsubscribe, you will no longer receive marketing emails from us. We may still contact you where necessary in connection with services we provide to you or our contractual or legal obligations.
– You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us.
Your data protection rights
Depending on the circumstances, you may have the right to request access to your personal information, request correction of inaccurate information, request deletion of your information, restrict or object to its processing, request transfer of your information and withdraw consent where processing is based on consent. These rights are subject to certain legal limitations. Requests can be made by contacting Total PA using the details provided in this Privacy Policy.
Complaints
If you have concerns about how we use your personal information, please contact us in the first instance so that we can investigate. You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.
You can find further information about the ICO and how to raise a complaint on the ICO website.
Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.
TOTAL PA Ltd
Registered office/address: Unit 19 Stirlin Business Park, 185 Sadler Road, Lincoln, Lincolnshire, England, LN6 3AF
Company number: 12565474
Contact email: office@totalpa.co.uk