The Admin Tree
The Admin Tree is committed to protecting your privacy and handling your personal information securely and responsibly.
This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with UK GDPR and applicable data protection legislation.
1. Who We Are
The Admin Tree provides remote business support services to healthcare professionals and service-based businesses.
Contact details:
Website: www.theadmintree.co.uk
Email: karen@theadmintree.co.uk
Telephone: 07748 196238
Data Controller: Karen Thornton
ICO Registration Number: ZA390458
2. Information We Collect
We may collect and process:
- Name
- Email address
- Telephone number
- Business details
- Billing and payment information
- Appointment or scheduling information
- Communications sent to us
We only collect information necessary to provide our services.
3. How We Use Your Information
We use your information to:
- Respond to enquiries
- Deliver agreed services
- Manage bookings and scheduling
- Process invoices and payments
- Maintain client records
- Meet legal and accounting obligations
We do not sell or share your personal information for marketing purposes.
4. Lawful Basis for Processing
We process personal data under the following lawful bases:
- Contractual necessity
- Legitimate business interests
- Legal obligations
Where consent is required, you may withdraw it at any time.
5. Confidentiality & Security
The Admin Tree takes confidentiality seriously, particularly when handling sensitive business or healthcare-related information.
We use secure, password-protected systems and restrict access to authorised individuals only.
We may use trusted third-party software providers including:
- Xero
- HubSpot
- Trello
- Microsoft Office
These providers maintain their own security and privacy standards.
6. Data Retention
We retain information only for as long as necessary.
Typical retention periods:
- Enquiries/prospect data: up to 3 years
- Client financial records: up to 6 years
Information is securely deleted when no longer required.
7. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion where appropriate
- Restrict or object to processing
- Lodge a complaint – Please refer to our complaints section 9.
Requests can be made via:
karen@theadmintree.co.uk
8. Cookies & Website Data
Our website may use essential cookies required for basic functionality.
For further information, please see our Cookie Policy.
9. Data Protection Complaints
The Admin Tree is committed to protecting your personal information and handling it fairly, securely, and transparently.
If you have any concerns about how we have collected, used, stored, shared, or deleted your personal information, we encourage you to contact us in the first instance so that we can investigate your concerns and work to resolve them promptly.
This includes any concerns about the way we process your personal data, including where automated systems or technologies are used as part of our business processes.
Under the Data (Use and Access) Act 2025, you have the right to raise a data protection complaint directly with us before contacting the Information Commissioner’s Office (ICO).
Please refer to our Data Complaints Notice for full details of:
- how to submit a data protection complaint;
- what information to include;
- how we will investigate your complaint;
- the timescales for responding; and
- what to do if you remain dissatisfied with our response.
A copy of our Data Complaints Notice is available on our website or can be provided on request.
If, after we have investigated your complaint, you remain dissatisfied, you also have the right to contact the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
10. Changes to This Policy
This Privacy Policy may be updated from time to time.
Last updated: April 2026