Privacy policy

Last updated: 14 October 2026

The short version

  • I only collect what I need to answer you, run your sessions and keep proper records.
  • I never sell your information, and I never ask for your passwords, PIN or bank details.
  • I don't keep copies of your letters, photos or documents from home visits.
  • You can ask to see, correct or delete your information at any time.

Who I am

James Hayes Consulting is the trading name of Ross Hayes, 58 Barnes Way, Herne Bay, Kent CT6 6RX. I'm responsible for your personal information (the "controller"). For anything about your information, email enquiries@jameshayesconsulting.com, ring 07500 511462 or write to the address above.

What I collect, and why

When you get in touch

If you ring, email, use the ring-back form or book a call through my online booking page, I keep your name, phone number, email address, whether it's for you, a family member or a business, and anything you choose to tell me. I use this to reply to you. My legal basis is my legitimate interest in answering enquiries, or taking steps you've asked for before a booking. If nothing is booked, I delete it after 12 months.

If you email me, an AI tool (Claude, made by Anthropic) may read your email to sort it and suggest a reply. If you've emailed me about lessons or home visits, I read and approve every reply myself and nothing is sent automatically. The one exception is replies to my emails to businesses: there, some routine replies may be sent automatically after automated checks. These are confirming that I'll stop emailing you when you ask, dealing with out-of-office messages, sending information you've asked for, and simple factual answers about my prices and services. I read and answer everything else myself. No decision with a legal or similarly significant effect on you is made by the tool.

When you book a session

I keep your name, contact details, the address of the visit, what you've booked, the date, the price, whether you've paid, any forms you've signed, and short notes of what we covered (for example, "set up voice assistant; agreed a family safe word"). I use this to provide the service and keep proper records. My legal bases are our contract and my legal duty to keep accounts.

During a visit I may see personal things on your devices. I don't copy, photograph or keep any of it.

When you buy online

For gift vouchers, business sessions and digital products, the checkout collects your name, email, billing address and phone number, what you've ordered, and any details you add to the order (such as the name and address of the person receiving a voucher, your message for the card, your business details, or your agreement to an immediate download). Payments are processed by Shopify Payments, so I never see your full card number. A voucher recipient's name and address are used only to post the card and arrange their session. My legal bases are our contract and my legal duty to keep accounts.

The monthly email letter

If you sign up, on this website or on a sign-up sheet at one of my talks, I keep your email address, your first name if you gave it, and when and how you agreed. I only email you if you've said yes, and every letter has a link to unsubscribe. The letter is sent with Shopify Email, which tells me whether a letter was opened and which links were clicked, so I can make the letters more useful. My legal basis is your consent, which you can withdraw at any time.

Paper sign-up sheets from talks are typed up and then shredded.

Business clients and contacts

I keep business contact details (name, job title, work email and phone, company details) and notes of our conversations. Some come from you, and some come from public sources: the business's own website, its entry on Google Maps or OpenStreetMap, or the Companies House register. If I contact you about my services without having dealt with you before, my first email says where I found your details. My legal basis is my legitimate interest in running and growing my business. I only send marketing emails to companies and other incorporated organisations where the law allows it (never to sole traders or ordinary partnerships without their agreement), always with an easy way to opt out, and you can object at any time. If we don't end up working together, I delete your details after 12 months. Ask me not to contact you again and I'll keep only a short note that you've asked, so it doesn't happen again.

People who work with me

A self-employed sales partner works with me. They may ring you back, take your call, or speak to you at a talk or event, and they record what was said and any follow-up in my private sales records. They only see the details they need, they work under written instructions from me, and they never take payment or keep copies elsewhere. Anything they record is treated exactly as described in this policy.

Visiting this website

The website runs on Shopify, which uses cookies to make the site work (for example, the basket and checkout, and security) and, if you agree, to measure how the site is used. You can choose in the cookie banner.

If you accept analytics cookies, I also use Google Analytics to see which pages are visited and which ones lead to enquiries, such as a tap on the phone number, a ring-back request or a visit to the booking page. Google Analytics doesn't receive your name, email address or phone number, and I've turned off its advertising features and data sharing with Google. If you don't accept analytics cookies, it doesn't run. My legal basis is your consent, which you can change at any time through the cookie settings link at the bottom of the website. I don't use Facebook or other advertising pixels on this site.

Who I share it with

I use a small number of trusted services to run my business. They handle your information on my behalf and under contract:

  • Shopify: website, checkout, customer records and the email letter.
  • Shopify Payments: card payments.
  • Google Workspace: email, calendar, the online booking page and my list of enquiries.
  • Google Analytics: website statistics, only if you accept analytics cookies.
  • Smartlead: sends my first emails to businesses and keeps track of replies, so I don't email anyone twice or after they've asked me to stop.
  • Anthropic: the AI tool that helps me sort emails and draft replies, including the routine replies to my business emails described above. It doesn't use your information to train its AI models.
  • Hetzner: hosts my private sales records (contacts, call notes and bookings) on a server in the European Union.
  • My accountant: accounts and tax.

I only share information with the police, regulators or others where the law requires it, or to prevent fraud or harm. I never sell your information or share it for anyone else's marketing.

Shopify also uses some store information, together with data from across its platform, to run and improve its own services, such as its email and checkout tools. No other business can see your information. Shopify's privacy policy explains more.

Information stored outside the UK

Shopify, Google, Smartlead and Anthropic may store or process information outside the UK, for example in Canada, the United States or the European Union. When they do, it's protected by safeguards recognised under UK data protection law, such as UK adequacy regulations or approved contract clauses. My sales records are held by Hetzner in the European Union, which the UK recognises as giving adequate protection.

How long I keep it

  • Enquiries that don't lead to a booking: 12 months.
  • Business contacts I've emailed who don't become clients: 12 months. If you ask me to stop, I keep only a short note that you've asked, so you're never contacted again.
  • Bookings, orders and payment records: six years after our last dealings, because that's how long a legal claim can be made and tax records must be kept.
  • Session notes: for as long as you're a client, and deleted sooner if you ask.
  • The email letter: until you unsubscribe. After that, I keep only a record that you unsubscribed, so you're never emailed again.

Keeping it safe

The accounts that hold your information are protected with strong passwords and two-step verification. Any paper records are kept locked away and shredded when they're no longer needed.

Your rights

You have the right to:

  • ask for a copy of the information I hold about you
  • ask me to correct anything that's wrong
  • ask me to delete your information (unless I have to keep it, for example for tax records)
  • object to, or ask me to limit, how I use it
  • withdraw your consent to the email letter at any time
  • ask for your information in a format you can take elsewhere

To use any of these rights, contact me by email, phone or post. It's free, and I'll reply within one month.

Complaints

If you're unhappy with how I've handled your information, please tell me first and I'll try to put it right. You can also complain to the regulator, the Information Commission (formerly the Information Commissioner's Office, or ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113.

Other things you should know

  • My services aren't aimed at children under 18.
  • I don't make any decisions with a legal or similarly significant effect on you by automated means.
  • If I change this policy, I'll update the date at the top of this page.