Hudson Admin Support – Privacy Notice

Thank you for trusting me with some information about you. I take looking after your data very seriously and I want to make sure you know how we use your information and why.

Who is holding your information?

Hudson Admin Support, Hayley Hudson, is a sole trader with an address of Thornbridge Road Deal Kent CT14 9EA

Hudson Admin Support is run by Hayley Hudson

Our values about personal information

I promise respectful treatment of the personal information of everyone I have contact with.

This Policy explains how I do that – when and why I collect information, how I use it, the situations when other people can see or use it, and how I keep it secure.

But just to set the scene, in case you don’t want to read through all the details just now, I can be clear up front.

I don’t sell, rent or trade email lists with anyone else.
I’ve split this Policy into sections, depending on who you are.
Section A is for everyone and includes information about cookies on our websites.
Section B is for you if you are or work for a business prospect.
If you are a client or a client contact, Section C is for you.
Section D is for you if we have information about you purely because we are providing services to a client.
And if you’re a supplier, associate or affiliate, section E is for you.

Section A: For everyone

I intend to use your information to make things work smoothly for you in your experience of dealing with me. If that’s not how it turns out for you, please make sure to give me a shout. It’s best to put things in writing, which you can do by email to hayley@hudsonadmin.co.uk

This Privacy Policy is up to date to June 2026. I keep this Policy under regular review, and I may revise it as time goes on. Please check back here from time to time to make sure you’ve got the latest information.

Words or phrases with special meaning

In this Policy, there are words and phrases that have a specific meaning or that I am using in a special way. They are:

“personal data” any information about an identifiable living human being.

“process” your personal data when I do anything with it, which might include: collecting, recording, organising, storing, adapting, altering, retrieving, using, combining, disclosing, or deleting it.

My general approach to personal data

I’m committed to protecting your privacy, and honouring your legal rights to control how I use your personal data.

I only collect and use personal data when I need to

because you have asked us to do something (for example, send you newsletters);
so that we can reply to queries or complaints;
to develop and manage our business relationships;
to help grow the business and fulfil our contracts;
to provide services to clients;
to meet our legal obligations.

I try to make sure the information I hold is accurate and up to date, and is no more than I need to have.

If I am processing information about you purely because we are providing services to others, please see Section D below. If you have any questions or concerns about the use of your information, or how we have responded to any request about your personal data, please take it up in the first instance by emailing hayley@hudsonadmin.co.uk

How to raise a data protection concern with us
If you have a concern about how we use your personal data, we want to hear from you. We take data protection seriously and have a clear process in place for receiving and responding to complaints.
You can find full details of how to contact us, what to expect from us, and your right to take your complaint to the ICO (the UK’s data protection regulator) in our data protection complaints notice: https://hudsonadmin.co.uk/data-protection-complaints-notice/

Downloads, newsletters and services

If you contact me and ask us to send you information or download, subscribe to a review or purchase a product or service I will put your details on our sales and marketing database and send you what you asked for. (I use Airtable as a CRM, and their privacy policy is here.)

I also use TidyCal to collect data if you book a call with me. Their data privacy policy can be found here.

I use Zapier to make life a bit easier for myself and also to ensure that data is not changed between software. Your data may pass through Zapier depending on how you are entering our CRM. For example, if you book a call to discuss your services, Zapier will collect the information from Oncehub and then send it to the CRM on Airtable. You can see Zapier’s privacy policy here.

If you asked to be subscribed to a particular newsletter or sequence of updates (or subscribe yourself) you will be added to that list. You may need to reconfirm your subscription before anything is sent. Any automated email sent to you will have an unsubscribe option on it that can be triggered at any time.

I hold your information for our newsletter lists and communications on events in ActiveCampaign. I gather statistics around email opening and clicks using industry-standard technologies to help us monitor and improve our emails.

For more information, please see Active Campaign’s privacy notice is here.

I use automations (little sequences of emails that start when you ask for something in particular) to send you the information you asked for, to send you documents and programmes you bought and to administer services you have subscribed to. A lot of my onboarding is by emails that send you hints and tips. You can unsubscribe from these at any time. Unsubscribing from some lists may also affect your access to your onboarding and training zones that support your purchase.

I monitor who reads the mailings and automations, how many times, and which links you choose to use and read. I use this information to increase the content’s level of interest, and help me improve what I send. You can remove your information from this monitoring by disabling cookies on your website browser before opening emails from me. From time to time, I contact individual email newsletter subscribers but it is extremely rare.

Social media

I have an active presence on social media, including Facebook, Instagram, and LinkedIn. Click the name of the platform for a link to their privacy policy.

If you ‘like’ any of my posts or ‘follow’ me, I can make ourselves aware of who you are from the information that you publish in your profile on the relevant platform. Your information is held by the platform and is subject to their data policy – we don’t control those. Your replies to me, messages you send me, and your other activity linked to social posts may be seen by our associates. Our contracts with them hold them to high standards of protecting your information.

Who can see or use your data?

I do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes. If at any point we decided to exchange lists with another organisation, we would ask you to ‘opt-in’ to such a system. Our continuing silence means we are not doing so.

Data location and platforms

Like many businesses, we do not have any tailor-made software – we use mainstream packages for everything from our client records, to email, to accounting.

This means that much of our data is held in services in the USA (with our Accounting data going to New Zealand). We have picked mainstream suppliers with appropriate security standards.

People

It is only me within Hudson Admin Support, however I also have an outsourced support team for the business. This may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more. Those support services have limited access to your data – only where the service they provide to me means they need it.

For example, if you want to set up a meeting, my VA needs to know your email address in order to sort out a date. If I invoice you, my Accountant needs to see the invoice in order to sort out my accounts.

My outsourced team use my software to access any data they need. I do not permit copying or sharing by the team and actively monitor for any potential breaches.

Your information/advice is held in the strictest confidence. My team are all contracted to strict confidentiality clauses and I monitor and restrict their data usage. We only use mainstream software and we use the most secure login options available to us.

We restrict who can export or download data that is held to a limited number of individuals who are authorised to back up data.

If you want to know who is on our team, please email and ask me. Our outsourced team fluctuates depending on what we are building and who is working on it.

How long do we keep your data for?

If you unsubscribe from our newsletter list, your unsubscribe is recorded so that we do not continue to send newsletters to your email address.

Prospects

I find that people come back to me a long time after initial contact, and sometimes after things have been quiet between us for a very long time. However, I do like to be able to respond appropriately and intelligently to old connections, so I generally keep your information on our CRM system for 5 years from our last point of contact.

If you have contacted me and signed up to a mailing list but never purchased, you will remain on the list you joined until you unsubscribe from that list. I clean our lists from time to time and delete people who not ever read anything from us.

Clients, suppliers, associates & affiliates

I have a long-term and confiudential relationship with most of my clients. For that reason, I retain information for 10 years from the last point of contact. This allows me to have financial records going back far enough to satisfy HMRC, advice records going far enough back to satisfy my insurers. My clients often come back to me for information they have forgotten or can no longer find and also for new projects.

Want to see what I hold on you?

If you want to know what information I have about you (if any) email hayley@hudsonadmin.co.uk and state your name, email address(es). Provided I can legitimately disclose the information to you (see section D), I will happily do a search and send you screenshots of what I have.

If you are not happy with being on any of my lists you can simply unsubscribe. If you want to be removed from the customer records, please let me know.

What are your rights?

You have the right to know what information I have about you, and to amend it if it is inaccurate.

If you feel for some reason I have information I should not be keeping, or it is out of date or otherwise wrong, please let me know and I will take appropriate action.

Your rights with respect to your personal data are, in summary, to be informed what processing is taking place, to have access to your data, rectification, erasure, restriction, portability, objection, and relating to automated decisions. These rights are detailed here.

My basis of processing

Signing onto my newsletter list is by your consent – and when you withdraw your consent I stop that processing your data.

Apart from that, the information I hold is based on my needing the information to run the business and provide the products and services – either so I can perform our contract with you, or because I have a legitimate business interest in processing your data.

In a few situations we are processing personal data because I are under a legal obligation to do so. This principally relates to our business, accounting and tax records.

You have a “right to be forgotten” – but that does have some legal limits to it. If you want me to remove information about you, let me know. If you have been a client, I may not be able to remove all data as I will have to ensure that I can continue to comply with legal, accounting, taxation and our insurer’s requirements.

If you want to know what information I have about you (if any), email me at the email address set out above and give me your name and email address(es).

Section B: Prospects

Most of the information I process comes from you. I process it so I can reply to you, and when you contact me again I know what you asked before, what you were sent, and what you told me.

Typically, I am collecting name, contact details, how I came across you, and background information from you or published by you on social media or freely accessible on the internet, on why you might be interested in the products or services or a relevant contact for our business. See also the general notes above, about what happens if you sign up to the newsletter, or engage with me on social media.

If I email you individually using my own email system, or respond to an email sent to me at any of the business email addresses, a copy of that email will also be stored. I use GMail, and my emails are held on their servers. Their data privacy policy is here.

I currently keep individual emails from and to you indefinitely, so I have a record of our interactions, queries, and how we resolved them. But our central records are removed after three years (see above) if we do not do any business together.

Section C: Clients

Once you become a client, I will collect further information from you.

This will include the information we collect from Prospects (above). I collect your email address, phone number and sometimes postal address so I can provide what we have contracted to, invoice you and keep proper records of our business relationship.

I process your data to support the delivery of the goods and services you have bought. I keep records of the goods/services provided to you, and information you give me, so I can support you when needed and advise you of any additional products or services you may need or may be appropriate for you.

If you have purchased a digital product, course or membership your data will be shared with our community software Thirvecart. This enables me to give you access to the product and will hold your name and email address and occasionally your postal address. You can look at ThriveCarts policy here.

Third party data

As well as your own personal data, I understand that you may need to provide me with personal data relating to your employees, your workers, or third parties – depending on the services I am providing to you. I hold all such information under strict confidentiality obligations, as set out in our terms of business.

Financial and credit details

I do not receive or store your credit card details. Credit card payments are handled by an external secure processor in accordance with their data security policies. I do not take telephone orders and the only way to pay me by credit card is online via that secure processor. I receive limited information from our processor for me to tie up your payment with your invoice.

When you pay me by BACS or direct transfer, I receive limited information about you from my bank, usually the name of the person who paid us and how much and the reference number.

Section D: Third party information

When I am processing data about you because it is necessary for me to do so to provide services to a client, depending on the circumstances I may be acting as ‘data processor’ (and operating under the banner of our client’s data privacy policy), or I may be ‘data controller’ (and operating under my own privacy policy).

If my client is the data controller, I will act as directed by them.

If I are the data controller, I will act in accordance with your statutory rights, subject to the exclusions and exemptions that may well apply in the circumstances of my processing of your data because I will be giving advice and providing legal services to my client.

However, please be reassured that I operate under strict confidentiality obligations, and maintain strict security protocols with respect to data I hold.

Section E: Suppliers, Associates and Affiliates

I collect information on potential and actual suppliers and associates. This is mostly provided by you, but I do add to it the same kind of data we use for Prospects (see above).

If you become a supplier or associate I keep a copy of the contract between us and your bank details so I can pay you. I also keep a record of invoices/payments for accounting purposes.

I keep a record of the work you undertook for me along with any comments, reviews or suggestions about that work including complaints (if any) and their resolution.

This information is all needed to manage the contract between us, support my client relationships, and manage my supply chain.

If you are an affiliate, your affiliate data is held in accordance with this policy and our affiliate agreement. I will ask you for information when you apply to be an affiliate, and that will be processed to administer the affiliate scheme currently within Thrivecart.