Privacy
A clear summary of how FM Doctor handles personal data: what’s collected, why it’s needed, how it’s protected, and the rights you have under UK GDPR.
What I do with your details
- I use your details to respond to your enquiry and deliver agreed work.
- I keep collection to a minimum — if I don’t need it, I don’t ask for it.
- I don’t sell personal data or use it for unsolicited marketing.
- I only share data when it’s necessary to deliver the service (or legally required).
- Working files are kept for a limited period, then securely deleted.
Full document (PDF): FMD Privacy and Data Note
Who is responsible for the data?
FM Doctor is the trading name of a UK sole trader. For most enquiries and client relationship activity, FM Doctor acts as the data controller.
Where a client provides personal data inside documents purely so FM Doctor can deliver agreed services, FM Doctor may act as a data processor on the client’s instructions (with appropriate safeguards).
Contact: hello@fmdoctor.co.uk
What data may be collected
- Name, role/job title, organisation, and contact details.
- Project communications and materials you provide (e.g. notes, documents, examples).
- Working documents and deliverables produced as part of agreed services.
- Invoicing and payment records (where applicable).
Please avoid sending special category data (e.g. health/medical, biometric, safeguarding) unless explicitly agreed in writing.
Why it’s processed (lawful basis)
- Contract — to scope, deliver, and support the services you request.
- Legal obligation — to meet tax, accounting, and regulatory requirements.
- Legitimate interests — to operate the business and keep proportionate records (e.g. for quality, queries, or disputes).
Retention
- Project files and communications: typically retained for up to 12 months after completion (unless needed for support, disputes, or legal reasons).
- Financial and tax records: retained for longer where legally required (typically up to 6 years).
- You can request earlier deletion of non-essential working files once delivery is complete.
How data is protected
- Access controls (strong passwords, device lock, and account security measures).
- Use of reputable storage and communication tools suitable for a small consultancy.
- Password protection / encryption for documents where appropriate.
- Keeping data access limited to what’s necessary for delivery.
No system is risk-free, but reasonable technical and organisational measures are used to reduce risk.
Sharing, transfers, and AI-assisted drafting
- Data is not sold.
- Data is shared only where needed to deliver services or meet legal obligations.
- Some third-party tools may process data outside the UK; where relevant, appropriate safeguards are used.
- AI-enabled tools may be used to support drafting/structuring; outputs are reviewed before delivery.
FM Doctor does not provide automated decision-making or profiling as a service.
Your rights and how to raise concerns
Under UK GDPR you may have rights including access, correction, deletion, restriction, objection, and (where applicable) data portability.
- To make a request, email: hello@fmdoctor.co.uk
- Requests are normally responded to within one month.
- If you have concerns, contact FM Doctor first — you may also complain to the UK Information Commissioner’s Office (ICO).