Privacy Notice
This Privacy Notice explains how Vyvyan John Richards, trading as Bespoke Letter Writing Services (“we”, “us” or “our”), collects, uses, stores and protects personal information when you contact us, use our website or purchase our services.
1. Who we are and what this Privacy Notice covers
Bespoke Letter Writing Services is operated by Vyvyan John Richards, trading as Bespoke Letter Writing Services.
We are the data controller for the personal information we process for the purposes described in this notice.
Contact details:
Email:
info@bespokeletterwritingservices.co.uk
Telephone:
07950 437312
Country View
Thornton Manor Drive
Ryde
Isle of Wight
PO33 1PQ
2. What information we may collect
- Name and contact details, such as email address, telephone number and postal address.
- Information you provide when describing the letter you want written.
- Relevant personal information contained in documents or correspondence you voluntarily provide for the assignment.
- Information about your enquiry, order, communications, payments and service history.
- Technical information collected when you use the website, such as IP address and device/browser information, where applicable.
Please do not send special category data or other highly sensitive information unless it is genuinely necessary for the assignment.
3. How we use your information
- To respond to enquiries and communicate with you.
- To understand, prepare and deliver the letter-writing service you request.
- To administer payments, invoices and business records.
- To maintain appropriate business, accounting, insurance and legal records.
- To protect the security of our systems and prevent misuse or fraud.
- To improve our service where this can be done lawfully and appropriately.
4. Lawful bases
Depending on the circumstances, we rely on one or more of the following lawful bases: performance of a contract or taking steps at your request before entering a contract; compliance with a legal obligation; our legitimate interests in operating, securing and improving the business; and consent where consent is the appropriate lawful basis.
Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing already carried out lawfully before withdrawal.
5. Who we may share information with
We do not sell client personal information.
Where necessary, information may be shared with carefully selected service providers who support the operation of the business, such as website hosting, email, payment, accounting, IT, document storage or professional service providers.
We may also disclose information where required by law, a court or competent authority, or where reasonably necessary to establish, exercise or defend legal rights.
6. International transfers
Where a supplier processes personal information outside the UK, we will take appropriate steps required by applicable data protection law before making or permitting that transfer.
Appropriate safeguards will be used where required by applicable data protection law.
7. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of contractual, accounting, legal, insurance and dispute-resolution requirements.
Information that is no longer required will be securely deleted or otherwise disposed of where appropriate.
8. Security
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access is limited to information that is reasonably necessary for the relevant task.
9. Your privacy and data protection rights
Subject to applicable legal conditions and exemptions, you may have rights including access to your personal information; correction of inaccurate information; erasure; restriction of processing; objection to certain processing; data portability; and withdrawal of consent where consent is the lawful basis.
To exercise a right, contact us at info@bespokeletterwritingservices.co.uk . We may need to verify your identity before responding.
10. Questions or complaints about this Privacy Notice
If you have concerns about how we have handled your personal information, please CONTACT US first so that we can try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office (ICO).
ICO website: ico.org.uk
11. Cookies
The website may use strictly necessary cookies or similar technologies required for basic operation.
If non-essential cookies are used, appropriate information and consent mechanisms will be provided as required.
12. Changes to this Privacy Notice
We may update this Privacy Notice when our services, processing activities or legal obligations change.
The latest version will be published on this website with its effective date.
Effective date: 12-09-2026
