ACE Advice – Privacy Policy

Last updated: [03/12/25]

ACE Advice is committed to protecting your privacy and handling your personal information fairly, transparently and in accordance with UK GDPR and the Data Protection Act 2018.

This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and your rights.

1. Who we are

ACE Advice Ltd

Website: www.ace-advice.co.uk

Email: ian.henderson@ace-advice.co.uk

Telephone: 07833 265675

We provide independent consultancy services to schools, academies, Trusts, colleges and universities across the UK.

2. Personal data we collect

A) Data collected through our website

  • First name and surname

  • Email address

  • Enquiry details submitted via our contact form

  • Information sent directly to staff via email

  • IP address, browser type and device information (via Google Analytics)

  • Cookie data and tracking preferences

  • Any information supplied when arranging meetings via Microsoft Teams

B) Data collected during consultancy work

  • Names, job titles and contact information of school, Trust or supplier staff

  • Information provided via procurement portals

  • Business and operational data relating to catering, cleaning and soft FM services

  • Supplier information, tender responses and contract documentation

  • Notes, reports and internal communications shared with us as part of our work

We do not collect special category data unless it is provided to us in error.

3. How we use your data

We use your information to:

Website-related purposes

  • Respond to your enquiry

  • Arrange meetings or follow-up conversations

  • Improve our website, analytics and user experience

  • Maintain the security and performance of our site

Consultancy-related purposes

  • Deliver our services to schools, academies and Trusts

  • Provide tender management, benchmarking, audits and procurement support

  • Communicate with clients and suppliers throughout a project

  • Meet legal and compliance obligations, including procurement law

  • Maintain records of our work

We will only use your information where we have a lawful basis to do so.

4. Lawful basis for processing

We rely on the following lawful bases:

  • Legitimate Interests – responding to enquiries, improving our website, communicating with clients and suppliers, maintaining records

  • Contract – providing consultancy services to clients

  • Legal Obligation – compliance with public procurement law and audit requirements

  • Consent – where required for cookies or marketing communications

5. Who we share your data with

We may share personal data with:

  • Approved third-party contractors supporting our catering or cleaning consultancy work

  • Procurement portal providers

  • Cloud-based storage and CRM systems

  • Microsoft Teams for meeting purposes

  • Professional advisers (legal, HR, finance) where required

  • Public bodies where legally obliged

We do not sell your data.

All third parties are required to meet UK GDPR standards.

6. Data storage and security

We store personal data securely using a combination of:

  • Encrypted devices

  • Secure cloud-based systems

  • Password-protected files

  • Restricted-access internal systems

We take appropriate measures to prevent unauthorised access, alteration or loss.

7. Data retention

We keep personal data only for as long as is necessary to fulfil the purpose it was collected for, including:

  • Enquiry data: up to 12 months

  • Project-related data: typically 6–7 years, in line with procurement and legal requirements

  • Analytics data: retained according to Google’s default retention settings

Where deletion is possible sooner, it will be carried out securely.

8. Your rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction or deletion

  • Object to processing

  • Request restriction of processing

  • Request data portability

  • Withdraw consent for cookies or marketing at any time

To exercise any of these rights, email: hello@ace-advice.co.uk

9. Cookies

Our website uses cookies to:

  • Improve website performance

  • Understand how our website is used (via Google Analytics)

  • Allow the website to function correctly

Visitors can accept, decline or manage cookie preferences using the cookie banner.

A full Cookie Policy can be provided if required.

10. Changes to this policy

We may update this Privacy Policy occasionally. The updated version will always be posted on this page.

11. Contact us

For any questions about this Privacy Policy or how we handle your data, please contact:

ACE Advice Ltd

Email: ian.henderson@ace-advice.co.uk