EliteDeskCo  ·  Last updated: 5 October 2026

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1. About this policy

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This policy explains what personal information I collect, why I collect it, how I keep it safe and what rights you have. It covers visitors to elitedeskco.com, people who book a discovery call or get in touch, and my clients.

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EliteDeskCo is a trading name of Dora Castro Machado, a sole trader based in England. When this policy says "I", "me" or "EliteDeskCo", it means me. I am the "controller" of the personal information described here, which means I decide how it is used and I am responsible for looking after it.

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Business name: EliteDeskCo, a trading name of Dora Castro Machado

Location: Based in London, United Kingdom

Postal address: Available on request by email

Email: info@elitedeskco.com

ICO registration: ZC174701

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2. The information I collect

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When you book a discovery call or contact me

Through the form on my website, by email, or through LinkedIn or Instagram messages, I collect what you choose to share with me. This usually includes:

• your name and email address, and your phone number if you give it

• your company name, role and website

• what you are looking for help with, and any other details you include in your message

• the date and time you would like to speak

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When you become a client

• contact and billing details for you and your business

• the signed confidentiality agreement and our service agreement

• invoices, payment records and correspondence with me

• notes about your preferences, priorities and how you like to work

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When you visit my website

My website is hosted by Wix. Wix and any analytics tools I use collect technical information such as your IP address, browser type, device, the pages you visit and how you arrived on the site. Some of this is collected through cookies. My separate Cookie Policy explains this in full.

I do not ask for, and would rather you did not send me, special category information (such as health details) through my website form.

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3. How I use your information

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Data protection law says I must have a valid reason, called a "lawful basis", for each way I use your information.

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What I do:

• Reply to your enquiry and arrange and hold a discovery call -​ legitimate interests (responding to people who contact me) and steps taken at your request before entering into a contract

• Provide the support you have engaged me for, send invoices and manage our agreement - performance of a contract​

• Keep accounting and tax records - legal obligation​

• Run, secure and improve my website - legitimate interests; consent for non-essential cookies​

• Deal with any complaint or legal claim - legitimate interests and legal obligation​

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4. Information I handle on behalf of clients

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Giving executive support means I often see information about my clients’ own contacts, such as the people in their inbox, calendar, CRM or supplier list. For that information, my client is the controller and I act as their "processor". I only use it to carry out my client’s instructions, I keep it confidential, and I handle it under the data protection terms in my Terms & Conditions and our confidentiality agreement.

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If you are a contact of one of my clients and have a question about your information, please speak to that client first. I will help them respond.

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5. Who I share information with

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I share personal information only when I need to, and only with trusted providers who help me run the business. They may only use it to provide their service to me.

• Wix.com - website hosting, the discovery call form and website analytics

• Microsoft 365 - email, calendar and document storage

• Xero - invoicing and bookkeeping

• Password manager - secure storage and sharing of login details

• AI tools (business versions) - first-pass drafting and organising (see section 6)

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I may also share information if the law requires it, for example with HMRC, or with my professional advisers and insurer if there is a claim.

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6. How I use AI tools

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I use AI tools for some repetitive first-pass work, such as drafting or summarising. All judgement calls, and everything that goes to you or on your behalf, are reviewed by me personally. I only use business versions of these tools that do not use what I enter to train their models, and I keep the personal information I put into them to the minimum needed. I do not use AI to make decisions about you that have legal or similarly significant effects.

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7. International transfers

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Some of my providers store or access information outside the UK, including in the European Economic Area and the United States. When this happens, I make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK-US data bridge, or the UK International Data Transfer Addendum to the EU standard contractual clauses.

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8. How long I keep information

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• enquiries and discovery call - 12 months from our last contact

• client records, contracts and invoices - 6 years after our work ends, to meet tax and legal requirements

• client files and logins held for the work - returned or securely deleted within 30 days of our work ending, unless the law requires me to keep them

• website analytics - as set in my analytics settings, and no longer than 26 months

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9. Keeping your information safe

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I protect your information with:​

• logins stored and shared only through a password manager, never by email

• two-factor authentication on my business accounts

• up-to-date security software on my devices

• a confidentiality agreement signed with every client before I open any file

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No system is completely secure, but if a data breach ever affected your information, I would tell you and the ICO where the law requires it.

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10. Your rights

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You have the right to:

• ask me for a copy of the information I hold about you

• ask me to correct anything that is wrong or incomplete

• ask me to delete your information

• ask me to restrict or stop using your information, or object to how I use it

• ask me to transfer your information to someone else in a usable format

• withdraw your consent at any time, where I rely on consent

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Some of these rights have exceptions, for example where I must keep records for tax purposes. To use any of them, email info@elitedeskco.com. I will reply within one month and there is normally no charge.

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11. Complaints

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If you are unhappy with how I have handled your information, please tell me first and I will do my best to put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

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12. Changes to this policy

 

I may update this policy from time to time. The date at the top shows when it last changed. If a change affects clients in a meaningful way, I will let them know directly.

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