How we handle your information

Who we are

Rapid Business Profits Ltd ("we", "us") is the controller of the personal information described here. Registered in England and Wales, company number 15242692. Registered office: Flat 3 Barnham House, 3 Rookery Lane, Barnet, Hertfordshire, EN4 0FA. Questions or requests: email us or call us.

What we collect

• Business contact details for practices and their owners or managers: names, roles, business phone numbers, business email addresses and practice addresses. Some come from public sources such as the Care Quality Commission register, Companies House and the practice's own website (its contact, team, privacy and terms pages), some from you.
• Call notes and transcripts. When we speak on a business call we may use transcription to keep accurate notes of what was discussed, such as the software you use, challenges you mention and agreed next steps.
• Agreement and booking details: who accepts the Diagnostic Agreement, and the date and time you book. When you sign online we record your name, position, the date and time, your IP address, your browser details and a fingerprint of the agreement, as evidence of signature. We keep this with client agreements for 6 years.
• Payment details. Card payments are taken by Stripe. We see the amount, date, your name and email and a payment reference. We never see or store your full card number.
• Practice operating figures you send for a VIP Day, as totals only. We ask you not to send patient names, records or recordings, and we never need them.
• Website. Our web host keeps standard server logs (such as IP address, browser type and pages requested) for security and to keep the site running. Everything on the site, including fonts, is served from our own host.

Cookies

Our website does not set any cookies and does not use analytics, tracking pixels or advertising tools, so there is nothing to accept or decline. If that ever changes, we will update this policy and ask for your consent where the law requires it.

Links on our site to booking pages (Microsoft Bookings) and payment pages (Stripe) take you to those providers' own sites, which have their own cookie and privacy notices.

Why we use it, and our lawful basis

• Contacting practices about our service (legitimate interests). Before we call a business number we screen it against the Telephone Preference Service and Corporate Telephone Preference Service, and we do not call numbers registered on either. If you ask us not to contact you again, we stop straight away.
• Delivering a VIP Day you have bought (contract): the agreement, payment, booking, the working session, your report and read-out.
• Keeping accounts and tax records (legal obligation).
• Improving how we work, such as reviewing anonymised call statistics (legitimate interests).

Who we share it with

We do not sell personal information. We use these providers to run the business, each under contract and only for our purposes:

• Microsoft (email, Teams calls and transcription, calendar, Microsoft Bookings and Microsoft Forms)
• Stripe (card payments)
• Anthropic (AI that turns our call transcripts into notes and helps prepare for a VIP Day from questionnaire answers. Transcripts can include names and roles mentioned on a call. Under its commercial terms, Anthropic does not use this data to train its models.)
• Data Soap (checking business phone numbers against the TPS and CTPS registers)
• IONOS (website hosting and server logs)
• Cloudflare (hosts our online signing page and VIP Day questionnaire)
• Our accountant and professional advisers, where needed

Some of these providers process data outside the UK. Where they do, the transfer is covered by UK-approved safeguards such as the UK International Data Transfer Addendum or the UK-US Data Bridge.

How long we keep it

• Prospect contact details and call notes: up to 24 months after our last contact, unless you become a client.
• Client agreements, invoices and payment records: 6 years after the end of the financial year they relate to, as UK law requires.
• Practice figures sent for a VIP Day: returned or deleted on request after delivery, and otherwise within 90 days of the read-out.
• "Do not contact" requests: kept for as long as we contact practices, so we never call you again by mistake. We keep only what we need to honour your request.

Your rights

You can ask us to give you a copy of your information, correct it, delete it, restrict how we use it, or move it to someone else. You can object at any time to us using it to contact you about our services, and we will stop. To make a request, use the email link on this page. We reply within one month.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Security

We use encrypted connections and established providers, limit access to the people who need it to deliver our service, and work from totals rather than patient data wherever possible.

Changes

If we change this policy we will update the date at the top of this page.