Meliora Associate Customer, Client and Associate Privacy Policy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: jessica@melioraassociate.com
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients, customers and associates:
- Names and contact details
- Addresses
- Occupation
- Date of birth
- Payment details (including card or bank information for transfers and direct debits)
- Financial data (including income and expenditure)
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Usage data (including information about how you interact with and use our website, products and services)
- Employment details (including salary, sick pay and length of service)
- Credit history and credit reference information
- Information relating to compliments or complaints
- Video and Audio recordings (e.g. Zoom Meetings)
- Records of meetings and decisions
- Account access information
- Website user information
We collect or use the following personal information for the operation of clients, customers and associates accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
- Technical data, including information about browser and operating systems
We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:
- Names and contact information
- Client accounts and records
- Call recordings
- Financial information e.g. for fraud prevention or detection
- Location data
We collect or use the following personal information to comply with legal requirements:
- Any other personal information required to comply with legal obligations
- Safeguarding information
We collect or use the following personal information to protect our clients, customers and associate’s welfare:
- Names and contact information
- Account information
- Emergency contact details
We collect or use the following relevant personal information for dealing with queries, complaints or claims:
- Names and contact details
- Payment details
- Account information
- Purchase or service history
- Call recordings
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients, customers and associates are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Business Address – To send invoices, milestone cards and to ensure contracts are compliant.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of clients, customers and associates accounts are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to protect our clients, customers and associate’s welfare are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
- Publicly available sources
- Providers of marketing lists and other personal information
- Suppliers and service providers
How long we keep information
We retain personal information only for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention periods differ depending on the type of information:
- Client records (including contracts, correspondence, invoices): 6 years from the end of the client relationship, in line with HMRC and legal requirements.
- Financial data (e.g. billing details, payments): 6 years from the end of the financial year they relate to.
- Marketing data (e.g. newsletter opt-ins): Until you withdraw consent or 2 years after your last interaction with us.
- Associate/subcontractor data (e.g. agreements, performance records): 6 years after the end of the working relationship.
- Website visitor data (e.g. cookies, analytics): Up to 26 months, depending on the type of cookie.
Please note that, in some cases, we may retain documents longer where necessary to protect our legal rights or maintain business records.
For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.
Who we share information with:
Others we share personal information with
- Other financial or fraud investigation authorities
- Regulatory authorities
- Organisations we’re legally obliged to share personal information with
- Publicly on our website, social media or other marketing and information media
- Suppliers and service providers
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: ClickUp
Category of recipient: Project Management Software
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs) and the International Data Transfer Agreement (IDTA)
Organisation name: Bitwarden
Category of recipient: Password and Secure Document Management Software
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Google Workspace
Category of recipient: Cloud Service Provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Brevo
Category of recipient: Email Marketing & CRM Platform
Country the personal information is sent to: European Union (hosting servers in France, Germany and Belgium)
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Odoo
Category of recipient: ERP / Cloud Business Applications Platform
Country the personal information is sent to: Varied by hosting region. For example:
- Europe region: France & Belgium (production) and backups in France, Netherlands, Sweden.
- Americas region: USA & Canada (production), Europe (France, Netherlands) backups.
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
6th November 2025 at 14:24