This policy explains how Reduce Admin collects, uses and protects personal data through this website and in the course of our work with clients. It is written to be read, not to be endured.
Reduce Admin is a UK business providing AI and automation services to care providers and commissioners. For the personal data we collect through this website, we are the data controller. Registered in England and Wales, company number [COMPANY NUMBER], registered address [REGISTERED ADDRESS]. We are registered with the Information Commissioner's Office under registration number [ICO NUMBER].
For questions about this policy or about your data, contact nicky@reduceadmin.com.
We do not ask for, and you should not send us, personal data about patients or service users through this website, a public form or a booking. If we need to discuss specific cases during an engagement, that happens under a written agreement and through appropriate channels.
We use a small number of service providers to run the business, including website hosting, email, scheduling, analytics and cloud infrastructure. They process data on our instructions under written terms. We do not sell personal data, and we do not share it for advertising.
Where we act as a processor or sub-processor for a client, the client is the controller and their own privacy information applies to that processing. We name every sub-processor in the relevant data processing agreement.
We do not make decisions about you by solely automated means that produce legal or similarly significant effects. Where AI tools are used in our client work, they support administrative tasks and a person makes the material decision. We use enterprise configurations that exclude customer data from model provider training.
We prefer UK or EEA hosting. Where a provider processes data outside the UK, we rely on an appropriate safeguard such as UK adequacy regulations or the International Data Transfer Addendum. In client engagements, data residency is agreed as part of the design and documented before anything is built.
Enquiry and prospect data is kept for up to 24 months from your last contact with us unless you ask us to delete it sooner. Client records are kept for the duration of the engagement and for six years afterwards to meet contractual, tax and professional obligations. Data we process on a client's behalf is retained, returned or deleted according to their instructions.
You have the right to access your personal data, to have inaccurate data corrected, to have data erased in certain circumstances, to restrict or object to processing, to data portability, and to withdraw consent where processing is based on consent. To exercise any of these, email nicky@reduceadmin.com. We respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you raised it with us first so we can put it right.
We update this policy when our processing changes. The date at the top shows the current version.
