Privacy policy

Who We Are

Foster Chapman (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Foster Chapman’s registered office is at [insert organisation address] and we are a company registered in England and Wales under company number [insert company number]. We are registered on the Information Commissioner’s Office Register; registration number [insert ICO registration number], and act as the data controller when processing your data. Our designated Data Protection Officer/Appointed Person is [insert relevant name], who can be contacted at [insert relevant address and contact details].

Information That We Collect

Foster Chapman processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is: –

  • Name
  • Date of Birth
  • Home Address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • National Insurance Number
  • Passport Number
  • Driver’s License Number
  • Special Category Data (i.e. health/medical information, details about religion, sexuality etc)
  • [Add/delete as applicable]

We collect information in the below ways: –

  • Online enquiry form
  • Business correspondence, including by email
  • Telephone conversations
  • Video conference calls
  • Face to face meetings

How We Use Your Personal Data (Legal Basis for Processing)

Foster Chapman takes your privacy very seriously and we will never disclose or share your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and/or marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your personal data are detailed below: –

  • We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
  • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
  • We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that Foster Chapman processes about you and to request information about: –

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement.

[Delete if unnecessary] Foster Chapman uses [a third-party/third-parties] to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

[Insert Organisation Name]

[Insert reasons for using the company, what they process, how they process it and provide a link to their privacy notice]

Safeguarding Measures

Foster Chapman takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –

  • SSL certificates on our website
  • TLS encryption
  • We maintain strict client confidentiality and are especially careful about data and information we send by email. We use password protected files to maintain security when data is passed electronically
  • We use pseudonymization where it is appropriate
  • All electronic storage uses disk encryption and strong passwords
  • Our computing equipment is protected against and regularly scanned for viruses and malware

Processing and Transfers Outside the UK (if applicable)

Personal data in the United Kingdom is protected by the UK GDPR but some other countries may not necessarily have the same high standard of protection for your personal data. Foster Chapman does not transfer or store any personal data outside the UK.


Foster Chapman utilise someproducts or services (or parts of them) that may be hosted/stored in [insert non-UK countries], which means that we may transfer any information which is submitted by you through the website outside the United Kingdom for the below purposes: –

[Insert what services you utilise outside the UK (i.e. email servers, marketing database (i.e. MailChimp, Ecommerce, Email Server etc)]

Therefore, when you [use our website/send us an email/sign up to our newsletter etc], the personal information you submit may be stored on servers which are hosted in [insert non-UK countries]. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by [Insert Organisation Name] to protect your data and comply with the relevant data protection laws.

AND/OR [if offering your services/products to individuals in the EU to comply with your Article 27 obligations];

[Insert Organisation Name] provides [some/all] of its products or services to individuals based in the European Union (EU). As the UK is not established in the EU, we have appointed a representative who is established in [insert member state]. Our EU representative can be contacted regarding all issues relating to the processing of personal data by [Insert Organisation Name] within the EU.

Individuals or supervisory authorities based in the EU where [Insert Organisation Name] is processing personal data can contact: –

[Insert EU Representative Name]

[Insert EU Representative Company]

[Insert EU Representative Address]

[Insert EU Representative telephone and email]

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Foster Chapman, however, as this information is required for us to provide you with our services, we will not be able to offer our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the legitimate interests’ legal basis for processing your name and email address and have identified that our interests are to provide you with information about changes in legislation or other changes that we believe will be of interest to you.

How Long We Keep Your Data

Foster Chapman only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. [insert any other retention period or criteria used to determine the period as relevant to your business type or sector].

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data

Owing to the products, services or treatments that we offer, Foster Chapman sometimes needs to process sensitive personal information (known as special category data) about you, to provide the legal and accounting services you require from us. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

Embedded content from other websites

Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Lodging A Complaint

Foster Chapman only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the Commissioner.

Foster Chapman

[Insert Data Protection Officer Name]

[Insert Organisation Address]

[Insert Organisation telephone and email]

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)

Fax: 01625 524 510

Email: [email protected]