Adminwise Privacy Policy
Last updated: 8 November 2026
Who we are
Adminwise is the data controller for the personal data described in this policy. Adminwise is a trading name of Salman Aybars, a sole trader based in the United Kingdom.
- Address: Suite RA01, 195-197 Wood Street, London, E17 3NU
- Email: info@adminwise.co.uk
- ICO registration number: ZC286441
This policy covers people who visit adminwise.co.uk, book an intro call or contact us by WhatsApp or email. When we automate admin for a client practice, we handle that practice’s client data on its behalf under a separate written agreement, and the practice’s own privacy notice applies to that data.
What data we collect
We only collect what you choose to give us, plus the basic technical data any website receives.
| Source | Data |
|---|---|
| Intro call booking (Google Calendar) | First name, surname, email address, firm name, and the time you book |
| WhatsApp messages | Your name and phone number as shown in WhatsApp, and what you write to us |
| Emails | Your name, email address, signature details and what you write to us |
| Intro calls (Google Meet) | Notes we take about your practice’s admin needs; we do not record calls |
| Website visits | Your IP address and browser details, received by our hosting provider and by Google Fonts when the page loads |
Please don’t send us your clients’ personal data before we have a written agreement in place.
How and why we use it
We use your data only to reply to you, arrange and hold intro calls, and prepare a proposal if you ask for one. We never sell it or use it for automated decisions about you.
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Replying to your messages and emails | Legitimate interests: answering enquiries about our services |
| Booking and holding your intro call | Steps taken at your request before entering into a contract |
| Preparing a quote or proposal | Steps taken at your request before entering into a contract |
| Keeping the website running and secure | Legitimate interests: operating a safe, working website |
| Keeping business records once you become a client | Legal obligation (tax and accounting records) and contract |
We will only send you marketing emails if you have asked us to, and you can opt out at any time.
Who we share it with
We share your data only with the service providers we use to run Adminwise, and only as far as they need it to provide their service.
| Provider | What they do for us |
|---|---|
| Google (Google Workspace) | Email, calendar bookings, video calls and file storage |
| WhatsApp (Meta Platforms) | WhatsApp Business messaging |
| Netlify, Inc. | Hosting the adminwise.co.uk website |
| Google Fonts | Delivering the fonts used on the website |
We may also disclose data if the law requires it, for example to HMRC or the police.
Transfers, retention and security
International transfers. Some of our providers, such as Google, Meta and Netlify, may process data outside the UK, including in the United States. Where they do, the transfer is protected by UK adequacy regulations (such as the UK-US data bridge) or by approved contract terms such as the UK International Data Transfer Addendum.
How long we keep it.
- Enquiries that don’t lead to work: up to 24 months after our last contact, then deleted.
- Client records: for 6 years after our work ends, to meet tax and accounting rules.
- Intro call notes: with the enquiry or client record they belong to.
Security. Our accounts are protected with strong passwords and two-step verification, and access is limited to the people who need it.
Your rights, cookies and changes
Your rights. You can ask us to give you a copy of your data, correct it, delete it, limit how we use it, object to how we use it, or send it to another organisation. Email info@adminwise.co.uk and we will reply within one month.
Complaints. If you are unhappy with how we handle your data, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Cookies. Our website does not use cookies or analytics tracking. If that changes, we will update this policy and ask for your consent where the law requires it.
Changes. We may update this policy from time to time. The date at the top shows when it last changed.