Privacy Notice

Last updated: 20 August 2026

1. Who we are

Barmans Consultancy Ltd provides consultancy and professional support services, principally to charities and community organisations.

Barmans Consultancy Ltd is the controller responsible for the personal information described in this notice.

Company name: Barmans Consultancy Ltd
Company number: 13682832
Registered office: 16 Brook Road, Ilford, England, IG2 7EY
Registered in: England and Wales
Telephone: 0207 078 0176
Email: admin@barmansconsultancy.co.uk

If you have any questions about this notice or how we use your personal information, please contact us using the details above.

2. Information we may collect

Depending on your relationship with us, we may collect or use:

• your name, job title and organisation;
• telephone numbers, email addresses and postal addresses;
• charity or company information, including registration numbers and legal structure;
• information submitted through our website contact forms or live-chat facility;
• correspondence, enquiries, meeting notes and records of decisions;
• information and documents supplied when requesting or receiving our services;
• contractual, invoicing and payment records;
• identification information where reasonably required;
• information required to prepare applications, policies, business plans, websites or other client deliverables;
• publicly available professional or organisational contact information;
• records of marketing communications, responses and contact preferences;
• TPS, CTPS and internal suppression-screening results;
• technical information such as IP address, browser, device and website usage information; and
• cookie and analytics information where you have given the required consent.

We do not intentionally collect more personal information than is reasonably necessary.

3. How we obtain information

We may obtain personal information:

• directly from you;
• from another person acting for your organisation;
• through our website, contact forms or live chat;
• during telephone calls, emails, meetings or correspondence;
• from the Charity Commission register;
• from Companies House;
• from publicly available charity websites, business websites and relevant social-media pages;
• from professional advisers, referral partners or service providers; or
• from other lawful public sources.

Where we obtain personal information from a public or third-party source for direct marketing, we will provide access to this privacy notice no later than our first communication with the relevant person and, in any event, within the period required by law.

4. How and why we use information

We may use personal information to:

• respond to enquiries and provide information about our services;
• assess a prospective client’s requirements;
• prepare proposals, quotations and engagement terms;
• enter into and administer client engagements;
• provide consultancy, registration, compliance, business-planning, website and related services;
• communicate with clients and prospective clients;
• prepare and maintain engagement records and client deliverables;
• issue invoices and process or reconcile payments;
• satisfy legal, regulatory, accounting and insurance requirements;
• protect our legal rights and respond to complaints or disputes;
• administer, secure and improve our website and systems;
• analyse website usage where the appropriate cookie consent has been provided;
• maintain accurate marketing suppression records; and
• undertake proportionate business-to-business marketing.

5. Our lawful bases

We rely on one or more of the following lawful bases:

Contract - We process information where this is necessary to take steps at your request before entering into a contract or to perform a contract with you.

Legal obligation - We process information where necessary to comply with legal, regulatory, tax, accounting or other obligations.

Legitimate interests - We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests. These interests include:

• operating and improving our services;
• responding to business enquiries;
• maintaining appropriate business and engagement records;
• protecting our systems and legal rights;
• recovering sums owed to us;
• developing our business; and
• conducting targeted and proportionate business-to-business marketing.

We have completed a legitimate interests assessment for our business-to-business outreach activity.

Consent - We rely on consent where required, including for non-essential cookies and certain electronic marketing activities. You may withdraw consent at any time without affecting processing that took place before its withdrawal.

6. Direct marketing

We may use limited business and professional contact information to introduce services that we reasonably believe may be relevant to a charity or incorporated organisation.

Our prospect information may come from the Charity Commission register, Companies House, the organisation’s website and relevant public professional or social-media pages.

Our marketing may take place by telephone, corporate email or post, subject to the applicable legal requirements.

Before making marketing calls, we screen telephone numbers against the Telephone Preference Service, Corporate Telephone Preference Service and our own suppression records. We do not make marketing calls to numbers identified as suppressed.

We only use email for unsolicited business-to-business marketing where we reasonably consider the recipient to be a corporate subscriber and the communication is otherwise permitted. We do not use personal or uncertain email addresses for unsolicited marketing without an appropriate legal basis.

Where neither telephone nor appropriate email contact is available, we may send a proportionate postal communication to the organisation’s publicly listed address. Postal campaigns are checked against applicable suppression records and relevant preference information.

Every person has the right to object to the use of their personal information for direct marketing at any time. To opt out, email admin@barmansconsultancy.co.uk, call 0207 078 0176, reply to a marketing email or use any opt-out method stated in the communication.

Once an objection is received, we will stop the relevant marketing and retain only the minimum information necessary on a suppression list to ensure that the preference continues to be respected.

7. Independent consultants

We may appoint authorised independent consultants to assist with defined business activities, including prospective-client outreach.

Such consultants may access only the information reasonably necessary for their assigned responsibilities. They must act on behalf of Barmans Consultancy Ltd, follow our instructions, maintain confidentiality and comply with applicable data-protection requirements.

8. Website services, cookies and analytics

Our website uses contact forms and may offer a live-chat facility. Information submitted through these facilities will be used to respond to the enquiry and provide requested assistance.

Our website may use:

• strictly necessary cookies required for the website to operate;
• Google Analytics or similar analytics services;
• live-chat technology; and
• embedded Google review content.

Non-essential cookies and similar technologies will only be activated where the required consent has been obtained. You can accept, reject or manage non-essential cookies through the website’s cookie controls and can change your preferences at any time.

Analytics information may include IP address, browser, device, pages visited, approximate location and interactions with the website. We use this information to understand website performance and improve our services.

Some embedded or third-party website features may communicate with their providers when activated. Further details should be available through the website’s cookie controls.

9. Payments

Payments may be handled through authorised banking, payment-processing or communications service providers.

We may retain transaction references, invoice information, payment status and accounting records. Payment providers process payment information in accordance with their own legal obligations and privacy notices. We do not ordinarily retain complete card-security information.

10. Website services delivered with B&N Solutions

Where a client chooses to purchase website-design or website-development services, those services may be provided by or in partnership with B&N Solutions Ltd.

Before relevant information is transferred, the client will be informed that B&N Solutions is a separate partner organisation and will be told how the proposed arrangement will operate. Where B&N Solutions contracts directly with the client, its own engagement terms, invoice and privacy information will apply.

We will not transfer information to B&N Solutions for this purpose before informing the client and establishing an appropriate basis for the disclosure.

11. Who we may share information with

Where necessary and lawful, information may be shared with:

• authorised personnel and independent consultants;
• cloud-storage, email, communications and IT-support providers;
• website-hosting, analytics and live-chat providers;
• banking and payment-processing providers;
• accountants, insurers, legal advisers and other professional advisers;
• the Charity Commission for England and Wales;
• Companies House or other public authorities;
• law-enforcement, courts or regulatory bodies where legally required;
• B&N Solutions in the circumstances explained above; and
• another organisation involved in a business transfer, restructuring or legal transaction, subject to appropriate safeguards.

Providers acting on our behalf may use information only to provide their authorised services and must protect it appropriately.

We do not sell personal information.

12. International processing

Some service providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard applies. This may include transferring information to a country covered by UK adequacy regulations or using approved contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum.

You may contact us for further information about safeguards relevant to your information.

13. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, accounting and dispute-management requirements.

Our general retention periods are:

• Unsuccessful prospect records: up to 24 months after the last meaningful contact.
• Enquiries that do not become engagements: up to 24 months after the last meaningful communication.
• Client and engagement records: normally six years after the engagement ends, unless a longer or shorter period is justified.
• Financial and accounting records: retained for the period required by applicable law.
• Suppression records: retained for as long as reasonably necessary to ensure that a marketing objection or opt-out continues to be respected.
• Cookie and analytics information: retained according to the period stated through the website’s cookie controls and the applicable provider settings.

We may retain information for longer where necessary for an existing or anticipated legal claim, regulatory requirement or investigation.

14. Security

We use reasonable organisational and technical measures designed to protect personal information from unauthorised access, alteration, disclosure, loss or destruction.

Access is restricted according to business need. However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

15. Your data-protection rights

Depending on the circumstances, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests;
• object at any time to processing for direct marketing;
• request the transfer of certain information;
• withdraw consent where processing relies on consent; and
• complain about how we use your information.

These rights are subject to legal conditions and exemptions.

You will not ordinarily be required to pay a fee. We may request sufficient information to confirm your identity. We normally respond within one calendar month, although the law permits an extension in certain circumstances.

To exercise a right, contact admin@barmansconsultancy.co.uk.

16. Changes to this notice

We may update this notice where our activities, services or legal obligations change. The latest version will be displayed on our website with its revision date.