Privacy Notice

Lowland Business Solutions Ltd
Last updated: 31 October 2026

1. Who we are

Lowland Business Solutions Ltd provides website development, digital systems, documentation, administrative support and other business services.

Lowland Business Solutions Ltd is registered in England and Wales (company number 17469317). Our registered office is 75 Main Street, Baston, Peterborough, England, PE6 9PB.

Website: www.lowlandbusinesssolutions.co.uk

Privacy contact: hello@lowlandbusinesssolutions.co.uk

We are the data controller for personal information handled for our own business purposes. Where we process information solely on a client’s instructions when delivering a service, we may instead act as a data processor under separate contractual arrangements.

2. Information we may collect

Depending on your dealings with us, personal information may include:

•  Business contact information, including names, organisations, roles, email addresses, telephone numbers and relevant postal addresses.

•  Enquiries, proposed budgets, requirements, quotations, approvals, project files and correspondence.

•  Contracts, invoices, payment and transaction records. We do not normally need full payment-card details where a payment provider processes the transaction.

•  Professional contact information obtained from public business sources or referrals.

•  Technical and security information, such as IP addresses, browser or device information and server logs, where processed by our website and service providers.

•  Cookie or similar technology information where applicable; see section 11.

3. Where we obtain information

We generally receive information from you directly through enquiries, our Tally form, email, project discussions and contracts.

We may also obtain publicly available professional contact information from business websites, Companies House, directories and professional networking platforms, or through referrals. Where required, we provide privacy information when first contacting you or within the applicable legal timescale.

4. Why we use information and our lawful bases

We use personal information for the purposes below. The lawful basis depends on the information and the circumstances; not every basis applies in every case.

Responding to enquiries and preparing proposals

We use contact details and enquiry information to respond to enquiries, discuss requirements and prepare proposals.

Lawful basis: Legitimate interests in responding to business contacts; or steps requested by an individual before entering into a contract, where applicable.

Delivering and managing client services

We use contact information, project details and communication records to provide and manage agreed services.

Lawful basis: Contractual necessity where our contract is with the individual concerned; otherwise legitimate interests in managing services and communications with business clients, as appropriate.

Invoicing, payments and accounting

We use billing and transaction records to issue invoices, receive payments and maintain financial accounts.

Lawful basis: Legal obligation for statutory accounting and tax records; contractual necessity where needed for a contract with the individual; or legitimate interests in proportionate business administration, as applicable.

Protecting our systems and preventing misuse

We may process technical information and security logs to protect our systems and help prevent unauthorised access or misuse.

Lawful basis: Legitimate interests in protecting our services and information; or legal obligation where a specific legal security duty applies.

Maintaining business records and resolving disputes

We retain relevant project information, contracts and correspondence to maintain appropriate business records and manage enquiries or disputes.

Lawful basis: Legal obligation where retention is required by law; otherwise legitimate interests in record-keeping and handling or defending disputes, as applicable.

Business communications and marketing

We may use professional contact details and communication preferences for relevant business updates or marketing communications where legally permitted.

Lawful basis: Legitimate interests where the processing is permitted and supported by an assessment; or consent where consent is the applicable basis. Electronic marketing is also subject to the relevant PECR rules, including consent requirements where they apply.

When relying on legitimate interests, our interests include answering enquiries, delivering services to business customers, maintaining appropriate records, securing systems and identifying potential business opportunities. We consider the effect on individuals before relying on this basis.

5. Business communications and marketing

We may contact relevant business customers or professional contacts about services or partnerships where legally permitted. Electronic marketing rules differ for corporate subscribers (such as limited companies and LLPs) and individual subscribers (such as sole traders and certain partnerships). Where consent is required, we will obtain it unless a lawful exception applies.

Every direct marketing communication identifies LBS and provides a means to opt out. You can object to the use of your personal information for direct marketing at any time by emailing hello@lowlandbusinesssolutions.co.uk. We stop that use and may keep minimal suppression details to avoid contacting you again.

Messages responding to an enquiry, delivering agreed work, issuing invoices or managing an existing contract are service or administrative communications, not necessarily direct marketing. We do not sell personal information.

6. Who we share information with

We share information only where necessary for relevant business purposes, including with:

•  Google services: Google Sites for the website, Gmail for business email and Google Drive for records and project files.

•  Tally: our online enquiry form and form submissions.

•  Financial providers: Wise and, where applicable, accounting services, accountants or professional advisers.

•  Authorised subcontractors: only the information required for assigned project work, with appropriate confidentiality and data protection controls.

•  Authorities: regulators or public authorities where a lawful obligation applies.

Where providers act on our behalf, we use appropriate data protection terms and access arrangements as required. Service providers may also use their own subprocessors.

7. International access and transfers

LBS operates remotely, and authorised personnel may access business information while working outside the United Kingdom, including from Indonesia. Some of our technology providers may also process information internationally.

An overseas independent subcontractor may be given temporary, project-specific access where necessary. Before any arrangement that amounts to a restricted international transfer, we assess the applicable requirements and use an appropriate lawful transfer mechanism and safeguards where required.

You can contact us for further information about any safeguards applicable to your information.

8. How long we keep information

We keep personal information only while needed for its purpose, unless a longer period is justified by legal, contractual or dispute-related requirements. Our general approach is:

•  Unsuccessful enquiries: normally no longer than 12 months after the last meaningful contact.

•  Inactive prospects: reviewed and normally deleted or anonymised within 12 months of the last relevant interaction, unless continued retention is justified.

•  Active opportunities: kept while genuinely active, subject to periodic review.

•  Marketing objections: minimum suppression details kept as necessary to honour an opt-out.

•  Client and project records: kept while required to deliver services and afterwards where justified for contractual, business, legal or dispute purposes.

•  Financial records: generally at least six years from the end of the relevant company financial year, or longer where legally required.

•  Technical and security logs: retained according to relevant provider settings and proportionate security needs.

When information is no longer needed and no lawful reason for retaining it applies, we delete or anonymise it.

9. Security and controlled access

We use reasonable technical and organisational measures appropriate to the nature of the information, including access restrictions and secure business systems. Google Drive is our primary document storage system; enquiries are held in Tally and relevant correspondence in Gmail.

Subcontractors receive access only to necessary project materials for the agreed duration. Access is withdrawn after the project and unnecessary working copies are removed as appropriate. No internet-based system can be guaranteed to be completely secure.

10. Your data protection rights

Depending on the circumstances, you may have rights to:

•  Access, correct or request deletion of your personal information.

•  Restrict or object to certain processing, or request eligible information in a portable format.

•  Withdraw consent where consent is the basis for processing.

You have the right to object to processing of your personal information for direct marketing at any time.

To exercise your rights or raise a concern, contact hello@lowlandbusinesssolutions.co.uk. You may also complain to the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

11. Website forms, cookies and technical information

Our website uses Google Sites and an enquiry form provided by Tally. Form submissions are held in Tally and may also be sent to our business Gmail inbox. We have not independently installed Google Analytics, Google Tag Manager, Meta Pixel or other advertising or visitor-tracking tools.

Google Sites, Tally and associated service providers may set cookies or process technical information to operate and secure their services. Any non-essential technologies are subject to the information and consent requirements that apply to them. Technical records may be held by those providers under their own retention arrangements.

12. Providing information

You do not generally have a legal obligation to submit an enquiry. However, we need suitable contact details and project information to respond or prepare a quotation. Additional details may be needed when we enter a contract or must meet legal obligations.

13. Automated decision-making

We do not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on individuals.

14. Changes to this notice

We may update this notice when our services, providers, information practices or legal obligations change. The current version will be published on our website with an updated revision date.

Questions about this notice: hello@lowlandbusinesssolutions.co.uk