Privacy Notice
This notice explains how Aubrey International, trading as Civic Helm, uses personal information when you visit the website, make an enquiry or use Civic Helm services.
1. Who we are
Civic Helm is a trading name of Aubrey International. Privacy enquiries may be sent to hello@civichelm.co.uk. Client communications may be sent to clients@civichelm.co.uk. Our London correspondence address is 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB.
2. Information we may collect
- Contact information such as name, email, telephone, address and organisation.
- Enquiry, client and project information, including objectives, deadlines, instructions, correspondence and documents.
- Procurement, tender, funding, governance and organisational information where relevant to organisation services.
- Billing and transaction records. Do not send payment-card information through ordinary website forms.
- Technical and security information generated by the website host or form processor.
3. Second Chance and sensitive information
The public enquiry form is deliberately designed not to require details of convictions, alleged offences, health conditions or other highly sensitive information. For an initial Second Chance enquiry, please provide only the goal and broad type of support sought.
If Civic Helm accepts an engagement where criminal-offence or other specially protected information is genuinely necessary, we will identify the relevant data-protection basis and condition before that processing begins, provide appropriate privacy information and use a proportionate method for receiving and protecting the information. We aim to collect only what is necessary for the agreed purpose.
4. Why we use information
Depending on the circumstances, information may be used to respond to enquiries, decide whether we can assist, prepare quotations and scope, onboard clients, deliver agreed work, manage records and billing, protect systems, prevent misuse, comply with legal obligations and improve services. We identify an appropriate lawful basis for each processing purpose.
5. Sharing
Information may be shared where necessary with service providers, professional advisers, authorised delivery partners, relevant portals or public bodies, and other persons authorised by the client, or where disclosure is required or permitted by law. We do not sell personal information to advertisers.
6. International transfers
Where information is transferred outside the United Kingdom, Civic Helm will consider the applicable UK transfer rules and use an appropriate mechanism and safeguards where required.
7. Retention
We keep information only for as long as reasonably needed for the purpose, legal obligations, accounting, insurance, limitation, audit, security and dispute-protection needs. Enquiries that do not become instructions are normally kept for up to 24 months after the last meaningful contact unless a different period is justified. Client and project records are normally retained for six years after closure, subject to any longer period reasonably required.
8. Security
We use proportionate organisational and technical measures such as access controls, authentication, document controls, secure cloud services and confidentiality obligations. No ordinary email or website form is completely secure, so highly sensitive material should be sent only by an agreed method.
9. Your rights
Depending on the circumstances, you may have rights to be informed, access your information, correct inaccurate information, request deletion or restriction, object to certain processing, receive certain information in a portable format and withdraw consent where consent is the basis. Rights are not absolute and exemptions may apply.
You may complain to the UK Information Commissioner's Office about data-protection concerns. We encourage you to contact Civic Helm first so we can try to resolve the issue.
10. Cookies and website technology
The launch build does not use advertising cookies, marketing pixels or non-essential analytics. See the Cookie Policy.
11. Changes
We will review this notice when services, systems, suppliers, data handling or applicable requirements materially change. If Second Chance processing expands, this notice and internal documentation should be reviewed before the new processing begins.