Legal

Client Data Privacy Policy

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Website Privacy Notice

Thanks for dropping by our website. Our website content is for your general information and use only. It may change from time to time.

These Terms set out a legally binding arrangement for you to use our website. If you do not agree to these Terms, please leave. If you continue to use our website it will be on these terms.

• If you enter any information about yourself on our website, including in any contact form, we will hold and use that information in accordance with our privacy policy.
• Please check the service descriptions before purchasing and make sure they suit your requirements. Our Terms of Business for the supply of goods and services are available separately.
• If this website uses cookies, you can decide which ones to allow.
• The information on our website is designed to be a general guide. You should take specific advice about your situation before acting on any general advice given
• This website contains material which is owned by or licensed to us. All of it is someone’s copyright. You may not copy or use all or part of the design or content of this site without our written permission. You can apply for this permission by emailing us letting us know exactly what you want to copy and why.
• You are only authorised to:
  • browse the site
  • contact us using the contact forms
  • comment on blogs (where commenting is permitted) subject to moderation.
• You must not attempt to distribute viruses, malware or other harmful code, send multiple requests for access and files to the point of overwhelming our server, attempt to distribute spam or unsolicited material via our site, or attempt to gain unauthorised access to our server, accounts, or networks.
• When sharing a link to our site you must not suggest we promote or endorse any other business, product, or service, unless we have published that we do or you have obtained permission in writing from us to do this.
• This website may also include links to other websites. They do not automatically signify that we endorse those websites. If you follow those links, our privacy and cookie policies (if any) cease to apply.
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of the jurisdiction of the country we are based in

We hope you find our website useful and helpful, and we always welcome comments as to how we may improve it. Please contact us using the details on this site.

To download a copy of this policy click here.

What’s a Cookie?

A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

How do we use cookies?

We use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards how you are using our website. This helps us to develop and improve our website as well as products and / or services in response to what you might need or want.

Cookies are either:

– Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or

– Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics.

Cookies can also be categorised as follows:

– Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

– Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.

– Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised.

Complaints Policy

At Mindful Business Services (MBS) our aim is always to provide a high level of service to all our customers. If one of our client organisations feels, that they have cause to raise a complaint it is important to us that these are dealt with objectively, fairly and within an acceptable time frame.

This document explains how we deal with complaints, our commitments to you as an organisation and what redress you have if you think your complaint has not been resolved to your satisfaction. Because some of the work we do is regulated by an outside body it may be that their complaints procedures are also referred to and incorporated into our procedure. This will depend on the nature of the complaint.

If you have a complaint about any aspect of our services, then we would like to hear from you. 

How to tell us if you have a complaint

To help us investigate and resolve your issue as quickly as possible, you can contact us by telephone or email or book a Zoom call using the link in the signature of any of our emails to you. The most appropriate person will handle your complaint in the quickest possible time.

Our complaints contact details are:

Email: Compliance@MindfulBusinessServices.com
By telephone:  02036912389

What information do we need to address your complaint?

To assist us in resolving your complaint efficiently it would be helpful if you could provide the following information:

• Your full name and preferred contact details
• Full details of your complaint
• Copies of relevant paperwork
• What you expect us to do to put things right
• Any other information that you think may be relevant

What we do if we receive a complaint from you

Any complaint, verbal or written, will be allocated it to the most appropriate team member to handle your complaint.

We will always try to resolve your complaint immediately. However, sometimes this may not be possible. In all cases we will implement the following process:

Complaint Process

1. Your case reference will be your customer number/complaint number
2. We will tell you the name and title of the person handling your complaint
3. We will send you written acknowledgement within 3 working days of receiving
your complaint
4. Make contact to seek clarification on any points where necessary
5. Fully investigate your complaint internally and third parties where relevant
6. Keep you informed and fully updated regarding any progress
7. Discuss with you our findings and our proposed response
8. Our aim will be to send you our final written response within ten working days but no later than eight weeks. If it will take longer, due to matters outside our control such as a third party, we will let you know within that period.

Investigation

The MBS team will work with those involved in the complaint to establish the nature and scope of your complaint. Where this involves regulated services having due regards to the appropriate organisation’s own complaints policies:

• Deal with complaints promptly and fairly
• Give complainants clear replies and, where appropriate, fair redress

Eligibility

As a family run Quaker company, Mindful Business Services, strives to treat all clients fairly and equitably. We will listen to all complaints; keep you informed of the process and give a response.

Final Response

This will set out clearly the decision and the reasons for it. If any compensation is offered a clear method of calculation will be shown.

Closing a complaint

We will consider a complaint closed when we have made our final response to you. This does not prevent you from exercising any rights you may have to refer the matter to the Financial Ombudsman Service.

Anti-money laundering whistleblowing

Whistleblowing is speaking up or raising a concern if someone sees something wrong or unethical taking place in the workplace, The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (“the MLR”) requires all those regulated to report it to their supervisors. If you ‘know’ or ‘suspect’ that someone in your organisation is involved with something wrong or unethical with your charity’s funds you should email HMRC to make a money laundering disclosure: MLRCIT@hmrc.gov.uk  If HMRC needs to contact you about anything confidential they’ll reply by phone or post.