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Guiding Stars UK - Privacy Policy

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Last Updated: 28th October 2025

 

Guiding Stars UK (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

UK GDPR (ICO guidance): https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/
Data Protection Act 2018: https://www.legislation.gov.uk/ukpga/2018/12/contents/enacted

By using our services, you agree to the terms of this Privacy Policy.

 

Who We Are

Guiding Stars UK provides lay support services as McKenzie Friends. We are not solicitors or barristers and cannot provide legal advice. Our role is limited to practical and emotional support in line with the Practice Guidance on McKenzie Friends (Civil and Family Courts, 2010).
 

For data protection purposes, we are the Data Controller of the personal information you provide.

Guiding Stars UK is registered with the Information Commissioner’s Office (ICO) for data protection compliance.

ICO Registration Number: ZC010643

Virtual Office Address: Office 8730, 321–323 High Road, Chadwell Heath, RM6 6AX

 

Information We Collect

We may collect and process the following personal data about you:

  1. Identity data: name, date of birth, contact details.
     

  2. Case information: documents, forms, statements, and other information you provide to us in relation to your case.
     

  3. Financial data: invoices, payments, and receipts.
     

  4. Communication data: emails, phone records, text messages, and consultation notes.
     

  5. Technical data: information collected automatically through our website (e.g. cookies, IP addresses, browser type).
     

  6. Special category data: in some cases, we may process information relating to health, family circumstances, or safeguarding concerns, where this is necessary for supporting your case.
     

Source of data
We normally collect personal data directly from you. In some circumstances, we may also receive information from third parties where you have authorised this (for example, if you copy us into correspondence, or if you ask us to review documents from another professional).

 

How We Use Your Data

We process your personal data only where necessary, including to:

  1. Provide McKenzie Friend support services to you.
     

  2. Prepare documents, notes, or case materials at your request.
     

  3. Manage payments, invoices, and accounts.
     

  4. Communicate with you about services, bookings, and updates.
     

  5. Comply with legal and regulatory obligations.
     

We will only use your personal data to support you in your case and will not act as your legal representative.

We do not use your information for marketing or promotional emails.

 

Legal Basis for Processing

We rely on the following lawful bases under the UK GDPR:

  1. Contract - processing is necessary to deliver the services you have booked with us.
     

  2. Legitimate interests - limited processing for reasonable business purposes such as record keeping, protecting against disputes, and preventing fraud.
     

  3. Legal obligation - processing is required to comply with the law, including HMRC record-keeping and safeguarding where there is a risk of harm.
     

  4. Consent - where you explicitly agree to us sharing data (for example, if you ask us to consult with another McKenzie Friend).
     

 

Sharing Your Data

We never sell your personal data.
We may share information only where necessary:

  • With trusted service providers such as Stripe, PayPal, or Wix, who process data securely under their own GDPR-compliant policies.
     

  • If you request that we consult with another McKenzie Friend or professional, we will only do so with your written consent (email or text confirmation is acceptable).
     

  • Where required by law, or if there is a serious risk of harm to you or others.

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These service providers act as data processors under written agreements ensuring GDPR compliance.

 

Data Retention

  • Case records and documents: normally retained for 6 years after your case concludes (unless you request earlier deletion).
     

  • Financial and accounting records: kept for 6 years in line with HMRC requirements.
     

  • Communication records (emails, notes, texts): retained for up to 6 years for accurate record-keeping.
     

You may request deletion of your personal data at any time.
If legal obligations require us to retain certain data (for example, for safeguarding or financial reasons), we will explain what cannot be deleted.
After the retention period ends, all data will be securely deleted or anonymised.

 

Data Security

We take appropriate measures to protect your data, including:

  1. Secure password-protected storage for all electronic files.
     

  2. Encrypted cloud storage (Google Drive). Google complies with GDPR and maintains internationally recognised security certifications.
     

  3. Limiting access to authorised persons only.
     

  4. Secure storage of any physical case papers (e.g. locked cabinet).
     

  5. Protecting all devices used to access client data (e.g. laptops, phones) with passwords, PINs, or biometric locks.
     

  6. Regular reviews of our data-handling practices.
     

In the unlikely event of a data breach, we will notify you and the Information Commissioner’s Office (ICO) where required under UK GDPR.

 

Your Rights

Under the UK GDPR, you have the right to:

  1. Access your personal data.
     

  2. Request correction of inaccurate data.
     

  3. Request deletion of your data (“right to be forgotten”).
     

  4. Restrict or object to certain processing.
     

  5. Request data portability.
     

  6. Withdraw consent at any time (where processing is based on consent).
     

Some of these rights may be subject to legal limitations (for example, we may need to retain certain records for HMRC or safeguarding purposes).

To exercise your rights, contact us at: info@guidingstarsuk.co.uk. We will respond within one month.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your rights have not been respected:
https://ico.org.uk/make-a-complaint/

 

Cookies and Website Use

Our website (hosted on Wix.com) uses cookies to enhance your experience.

We use:

  • Essential cookies – required for site function (cannot be disabled)
     

  • Functional cookies – to remember preferences
     

  • Analytics cookies – to understand website use (only if accepted)
     

  • Marketing cookies – optional, may track across websites for relevant ads
     

When you visit our site, a cookie banner allows you to accept or reject non-essential cookies.
You can manage cookies at any time via your browser settings.

More details: https://support.wix.com/en/article/cookies-and-your-wix-site

 

Third-Party Links

Our website may contain links to third-party websites. These links may include resources, professional services, or organisations we believe may be helpful to you.
We are not responsible for the privacy practices of those sites. Please check their privacy policies before providing personal data.

 

Complaints

If you have concerns about how your data is handled, please contact us first at info@guidingstarsuk.co.uk. We will always do our best to resolve any concerns quickly and fairly.

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk/make-a-complaint/

 

Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on our website and notified to you by email if significant.
The most current version of this Privacy Policy will always include the “Last Updated” date at the top.

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