Privacy Policy



1. This privacy policy applies to Painless Limited. We at Painless Limited take your privacy seriously. This policy covers the collection, processing and other use of personal data under the Data Protection Act 1998 (“DPA”) and the General Data Protection Regulations (“GDPR”)
2. For the purpose of the DPA and GDPR, we are the data controller and any enquiry regarding the collection or processing of your data should be addressed to The Personal Administrator at our address Bodens Cottage, Bodens Ride, Ascot, SL5 9LE. Tel: 01491 659073 email:
3. By using our website and/or submitting information to us you consent to this. We are registered with the Information Commissioner’s Office for this purpose.

 Information we collect

4. The following information is collected: Client name, address, date of birth, email address, phone numbers, profession, business information. All information collected is given by the client or someone representing the client
5. We will collect personal data on our website only if it is directly provided to us by you the user, e.g. your email address, name, home or work address and telephone number, and therefore has been provided by you with your consent. Normally you will only provide such details if you wish to sign up for our free e-newsletter, events notifications or other resources, or are making a purchase from us.
6. We also use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data (but this data will not identify you personally).
7. Your payment information (e.g. credit card details) provided when you make a purchase from our website is not received or stored by us. That information is processed securely and privately by the third party payment processors that we use. Painless Limited will not have access to that information at any time. Should you provide payment information over the phone or by email, this information is destroyed immediately after processing payment through Paypal. We may share your personal data with our payment processors, but only for the purpose of completing the relevant payment transaction. Such payment processors are banned from using your personal data, except to provide these necessary payment services to us, and they are required to maintain the confidentiality of your personal data and payment information.

Use of your information

8. We may hold and process personal data that you provide to us in accordance with the DPA and GDPR. Should we have third parties (such as self-employed

associates) collecting, accessing and using your data we will have confidentiality agreements in place in line with the GDPR requirements

9. The information that we collect and store relating to you is primarily used to enable us to provide our services to you, and to meet our contractual commitments to you. In addition, we may use the information for the following purposes:

To notify you about any changes such as improvements or service/product changes, that may affect our service;
If you are an existing customer, we may contact you with information about goods and services similar to those that were the subject of a previous sale to you;
Where you have consented to receive such information, to provide information on other parties’ products or services that we feel may be of interest to you;
Where you have consented to receive our e-newsletters, from time to time to provide that to you.

Legal basis for collecting and storing information

10. Contractual obligation – in order for us to provide services to our clients we are required to retain information provided by our clients

11. Consent – we will send marketing information only to those who have consented to receive such information from us. We will continue to send information to those who were added to our marketing list prior to the 25th of May with a clear ability for them to unsubscribe at any time. All contacts added post 25 May 2018 will only be added with explicit consent and will have the clear option to unsubscribe at any time

Disclosure of your information

12. We may disclose your information to regulatory bodies to enable us to comply with the law and to assist fraud protection and minimise credit risk

13. Where you have given explicit consent for us to do so, we may provide your data to selected third parties who may contact you about their goods or services that you may be interested in

14. If you no longer want us to use your data for our third parties’ use, you can write to us at the address detailed in clause 2, or send us an email to at any time.

15. Please be advised that we will not reveal information about identifiable individuals to any potential advertisers 

Controlling the use of your data

16. If you have given us consent to use your data for a particular purpose you can revoke or vary that consent at any time. If you do not want us to use your data or want to vary the consent that you have provided you can write to us at the address detailed in clause 2 or email us at at any time.

Where we store and transfer your data

17. Where third parties are used by us to store your personal data, we ensure that they are compliant with the data protection law and any such data is not held outside the EU

18. As part of the services offered to you, for example through our website, the information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA) as we use remote website server hosts to provide the website and some aspects of our service, which may be based outside of the EEA, or use servers based outside of the EEA – this is generally the nature of data stored in “the Cloud”. It may also be processed by staff operating outside the EEA who work for one of our suppliers, e.g. our website server host, or work for us when temporarily outside of the EEA.

19. A transfer of your personal data may happen if any of our servers are located in a country outside of the EEA or one of our service providers is located in a country outside of the EEA. If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy policy and in accordance with the DPA and GDPR. If you use our service while you are outside the EEA, your personal data may be transferred outside the EEA in order to provide you with these services.

20. We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent.

21. We may disclose your personal data outside of our group: (a) in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets; and (b) if Painless Limited’s business is bought by a third party, in which case personal data held by it about its customers will be one of the assets to transfer to the buyer. However, any such transfer will only be on terms that the confidentiality of your personal data is protected and that the terms of this privacy policy will continue to be complied with by the recipient.

22. Otherwise, we will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the website.

23. You have the right to opt out of our processing your personal data for marketing purposes by contacting us at

Retention of your data

24. Whilst you are a client we will continue to store and use your personal data unless you request us to destroy data shared and we are able to legally do so. We will retain your personal data for no longer than ten years following your last invoice. Limited information will be retained within our accounting systems indefinitely to maintain the integrity of the data.

25. For prospective clients we will retain data for a period of no longer than ten years and for those who have actively unsubscribed we will retain data for no longer that two years from date of unsubscription

Security and Data Breaches

26. The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

27. Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential. You should choose a password that is not easy for someone to guess.

28. Should your personal data that we control be lost, stolen or otherwise breached, where this constitutes a high risk to your rights and freedoms, we will contact you without delay. We will give you the contact details of the person who is dealing with the breach, explain to you the nature of the breach and the steps we are taking to deal with it

Third party links

29. You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

Use of cookies

30. Our Website uses cookies. We use cookies to gather information about your computer for our services and to provide statistical information regarding the use of our website. Such information will not identify you personally – it is statistical data about our visitors and their use of our website. This statistical data does not identify any personal details whatsoever. We may also gather information about your general Internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer’s hard drive. They help us to improve our website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website. Where we work with advertisers on our website, our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our website.

Your rights  

31. The DPA and GDPR give you the right to access information held about you by us. Please write to us or contact us by email if you wish to request confirmation of what personal information we hold relating to you. You can write to us at the address detailed in clause 2, above, or by email to There is no charge for requesting that we provide you with details of the personal data that we hold. We will provide this information within one month of your requesting the data.

32. You have the right to change the permissions that you have given us in relation to how we may use your data. You also have the right to request that we cease using your data or that we delete all personal data records that we hold relating to you. You can exercise these rights at any time by writing to us at the address detailed in clause 2, above, or by email to

Changes to this policy

33. We may update these policies to reflect changes to the website and customer feedback. Please regularly review these policies to be informed of how we are protecting your personal data.

We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at Bodens Cottage, Bodens Ride, Ascot, SL5 9LE or

Version: April 2018.

This Privacy Policy has been provided by the legal resource  01491 659073


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Copyright Painless Practice. Painless Practice is a trading name of Painless Ltd. Registered in England No: 5362019.

Privacy Policy