Privacy Policy
This policy explains what personal information Roman Roads Advisory Ltd collects, why, who sees it and how long we keep it. It covers people who visit this website, get in touch, complete the scorecard or book a call, and clients and their teams. Roman Roads is a small practice: the person handling your information is Peter Fairley.
1. Who we are
Roman Roads Advisory Ltd ("Roman Roads", "we", "us") is the controller of your personal information. We are registered in England and Wales, company number 17490209, registered office: Swallow House, Parsons Road, Washington, Tyne And Wear, NE37 1EZ, England.
For anything to do with your information, email hello@romanroadsadvisory.com or write to us at the address above.
2. What we collect
Contact form: Name, email, phone number (if given), company, and your message
Scorecard: Name, email, company, role, your answers about your business, and your results
Booking a call: Name, email, the time you choose, and anything you add to the booking
Emails, calls and meetings: What you tell us
Working with us as a client: Contact and billing details, and commercial and operational information about your business. This can include names, roles and performance information about your staff
Using this website: Pages visited, how you arrived, device and browser type, approximate location and IP address, collected through cookies (see our Cookie Policy)
Other sources: Public information such as your LinkedIn profile or Companies House record, and details from whoever introduced you to us
We don't ask for sensitive information such as health details, and we'd ask you not to put it in forms or the scorecard.
3. How we use it and our lawful basis
Reply to enquiries and arrange calls: Legitimate interests: answering people who contact us. Or steps you ask us to take before a contract
Produce your scorecard results: Legitimate interests: giving you what you asked for
Send follow-up emails after the scorecard: Consent, which you give by ticking the box. You can withdraw it at any time
Deliver coaching, advisory, consultancy and due diligence work: Contract
Invoicing, accounts and tax records: Legal obligation
Occasional emails to clients and past enquirers about similar services: Legitimate interests. Every email has an unsubscribe link
Website analytics: Consent, through the cookie banner
Taking advice, dealing with insurers and handling legal claims: Legitimate interests: protecting the business
When we carry out commercial due diligence for an acquirer, we may receive information about people who work in the business being assessed. We use it only for that assessment.
We never sell your information, and we don't use it for advertising.
4. Confidentiality between engagements
What you share in an advisory engagement is used for that engagement and nothing else. It is never used to look at acquisitions for ourselves. If we ever develop an interest in acquiring a client's business, we say so and step out of advising on that topic.
5. Who we share it with
We use a small number of service providers who handle information on our behalf and only on our instructions:
Squarespace: website hosting, forms and website analytics
Business Coach Academy: the scorecard, the client relationship system and follow-up emails
Email provider: email and file storage
Accounting software: invoicing and accounts
We may also share information with our insurers and professional advisers, or where the law requires it.
6. Information sent outside the UK
Some of our providers store data outside the UK, including in the United States. Where that happens, the transfer is covered by UK adequacy regulations (including the UK–US data bridge where the provider is certified), or by the ICO's International Data Transfer Agreement or Addendum.
7. How long we keep it
Enquiries and scorecard results that don't lead to work: 2 years from our last contact
Client records, contracts and invoices: 6 years after the engagement ends (tax and limitation periods)
Due diligence working papers: 6 years after the report, unless the client agrees a shorter period
Follow-up email list: Until you unsubscribe or withdraw consent
Website analytics: As set by Squarespace's analytics retention
After that we delete it, or anonymise it so it no longer identifies you.
8. Keeping it secure
Accounts that hold personal information are protected by strong passwords and two-factor authentication. Devices are password-protected and encrypted, and only Roman Roads has access unless a client agrees otherwise.
9. Your rights
You have the right to:
ask for a copy of the information we hold about you
have it corrected if it's wrong
have it deleted
ask us to restrict how we use it
object to how we use it, including an absolute right to stop marketing emails
receive it in a portable format
withdraw consent at any time, where consent is our basis
To use any of these, email hello@romanroadsadvisory.com. It's free. We'll reply within one month, or tell you within that month if a complex request needs up to two months more. We may ask you to confirm your identity first.
10. Automated decisions
The scorecard calculates your results automatically. Nothing about you is decided by automated means alone.
11. Complaints
If you're unhappy with how we've handled your information, tell us first at hello@romanroadsadvisory.com. We'll acknowledge your complaint within 30 days and deal with it without undue delay.
If you're still not satisfied, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
12. Children
This website and our services are for business owners. We don't knowingly collect information from anyone under 18.
13. Other websites
Links to other sites, such as LinkedIn, are covered by those sites' own privacy policies.
14. Changes
We'll update this policy when how we handle information changes. The date at the top shows the current version.