Privacy Policy

1. Scope of this policy

This policy applies when you visit this website, ask for information, request a service review, communicate with us, become a client, act as a representative of a client or vendor, or otherwise provide information in connection with our virtual assistance and administrative support activities. It also describes information handled for our own business administration.

When we process information solely on a client’s documented instructions as part of an engagement, the client generally determines the purpose and means of that processing. In that situation, the client’s privacy notice and the applicable services agreement may control the handling of the information. Questions concerning information controlled by a client should normally be directed to that client first.

2. Important notice about the website form

The inquiry form supplied with this website design performs browser-side validation and displays a confirmation message only. In its delivered form, it does not transmit, store, email, or otherwise send the information entered. The website operator must connect the form to an approved submission system before using it to receive inquiries.

If the form is later connected to Shopify, a customer relationship platform, an email service, or another provider, this policy must be reviewed and updated before launch to describe the provider, information flow, retention settings, and any additional cookies or tracking technologies accurately.

3. Information we may collect

Information you provide directly

Depending on how you interact with us, you may provide your name, business email address, telephone number, organization, professional role, preferred service, desired timing, project description, communication preferences, billing details, and information contained in messages, files, instructions, or feedback.

Information relating to an engagement

Clients may provide task instructions, calendar details, business contact information, document content, research questions, records, account permissions, and other material reasonably required to perform the agreed services. We ask clients not to provide sensitive or regulated information unless it is necessary, authorized, and expressly covered by the written engagement.

Technical and usage information

Shopify, hosting providers, content delivery networks, security services, and browser technologies may automatically process limited technical information such as IP address, browser type, device characteristics, requested pages, timestamps, referral information, general location inferred from an IP address, and diagnostic or security events. The exact information depends on the store configuration and installed applications.

Information from business sources

We may receive professional contact information from an organization you represent, a referral source, a service provider, public business directories, or publicly available business materials. We use such information only for legitimate business communication and due diligence.

4. How we use information

We may use personal information to:

• respond to inquiries and assess whether a requested service is within scope;
• prepare proposals, statements of work, service schedules, and other engagement materials;
• perform, document, coordinate, and improve authorized administrative services;
• communicate about priorities, approvals, completed work, billing, and account administration;
• authenticate access, protect accounts, investigate suspected misuse, and maintain reasonable security;
• keep business, tax, payment, complaint, and legal records;
• comply with applicable law, lawful process, and enforceable contractual obligations;
• establish, exercise, or defend legal claims; and
• evaluate and improve website accessibility, performance, content, and service operations using information that is appropriately limited for the purpose.

We do not use information submitted for an engagement to create unrelated advertising profiles. We do not represent that we sell personal information. If business practices change, this policy and any legally required opt-out method must be updated before the new practice begins.

5. Legal grounds where they apply

Certain laws require an explanation of the legal grounds for processing. Depending on the context, we may rely on performance of a contract or steps requested before entering a contract; our legitimate interests in operating, securing, and improving the business; compliance with a legal obligation; protection of legal rights; or consent where consent is required and appropriate.

Where processing is based on consent, you may withdraw that consent for future processing. Withdrawal does not affect processing already completed lawfully and may not require deletion when another lawful basis or recordkeeping duty applies.

6. How information may be disclosed

We may disclose limited information to service providers that support website hosting, business communications, secure file storage, scheduling, payment processing, bookkeeping, professional advice, fraud prevention, and other business operations. Providers should receive only information reasonably necessary for their function and remain subject to applicable contractual or legal duties.

Information may also be disclosed to a client or its authorized representatives; to a successor in connection with a proposed or completed merger, financing, reorganization, asset transfer, or similar transaction; to professional advisers; or to governmental, regulatory, judicial, or law-enforcement authorities when disclosure is lawfully required or reasonably necessary to protect rights, safety, and security.

We may disclose information at your direction or with your consent. We do not disclose confidential client material publicly unless the client has provided appropriate authorization or disclosure is legally required.

7. Client-controlled information

Administrative support can involve information about a client’s customers, personnel, vendors, or contacts. The client is responsible for confirming that it has a lawful basis and appropriate notices or permissions for the information it instructs us to handle. The client must not provide access or information beyond what is necessary for the assigned task.

Where appropriate, the services agreement may address confidentiality, access controls, authorized systems, return or deletion, incident reporting, subprocessors, and the respective responsibilities of the client and Rathbone PropCo. A website inquiry alone does not create a data-processing or services relationship.

8. Cookies, local storage, and similar technologies

This design may use browser local storage to remember the selected light or dark visual theme. Local storage is kept on your device and can generally be removed through browser settings. The Lenis scrolling library used by the design does not need an account or intentionally set a marketing cookie in this implementation.

Shopify and any applications activated by the store owner may use essential, functional, security, analytics, or advertising technologies. Please review the separate Cookie Policy and the live store configuration for current details. Nonessential technologies should not be activated without any notice, consent, or opt-out mechanism required by applicable law.

9. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was obtained, including to provide services, maintain business and tax records, resolve disputes, enforce agreements, satisfy legal obligations, and preserve necessary security records. Retention periods vary by record type, engagement requirements, legal obligations, and the existence of a dispute or investigation.

When information is no longer required, we may delete it, securely dispose of it, return it as agreed, or de-identify it so it is no longer reasonably linked to an individual. Backup copies may remain for a limited period until overwritten according to the relevant system cycle.

10. Security

We use administrative, technical, and physical measures intended to protect information in light of its nature, sensitivity, and the scope of the engagement. Measures may include access limitation, approved accounts, authentication controls, secure transfer methods, device protections, file organization, record disposal practices, and incident response procedures.

No transmission, device, account, or storage system can be guaranteed completely secure. Clients and website users are responsible for using appropriate channels, protecting credentials, confirming recipients, and avoiding unnecessary sensitive information. If you believe information connected to us has been accessed or disclosed improperly, contact us promptly using the details below.

11. International processing

Service providers and clients may operate in locations outside your state or country. As a result, information may be processed in jurisdictions with different privacy laws. When legally required, appropriate contractual, organizational, or other safeguards should be used for relevant cross-border transfers. No statement in this policy represents participation in a particular transfer certification unless that participation is expressly confirmed in writing.

12. Your choices and privacy rights

Depending on your location, relationship with us, and applicable exemptions, you may have rights to request access, correction, deletion, restriction, portability, or information about certain processing. You may also have the right to object to or opt out of specified uses, to withdraw consent, or to appeal a decision concerning a privacy request.

To make a request, use the contact information below and describe the information or interaction involved. We may need to verify your identity and authority before acting. Authorized agents may be asked to provide proof of authority, and we may contact the individual directly where permitted. We will respond within the period required by applicable law and explain any lawful limitation or denial.

Rathbone PropCo does not state through this policy that every privacy law applies to every interaction. For example, some laws exclude or treat differently information handled in an employment or business-to-business context. We may honor a request voluntarily when practical even if a statutory right does not apply.

13. Colorado privacy information

Colorado law may provide qualifying residents acting in an individual or household context with rights regarding access, correction, deletion, portability, and certain opt-outs. Applicability depends on statutory thresholds, exemptions, the context in which information is handled, and other factors. If Rathbone PropCo becomes subject to requirements concerning sale, targeted advertising, profiling, or recognized universal opt-out signals, the live website and this policy must be configured to provide the required method and explanation.

We do not intend to discriminate unlawfully against an individual for exercising an applicable privacy right. A person may contact us to ask a question or appeal a decision concerning a qualifying request.

14. Children

The website and services are directed to businesses and adults, not children. We do not knowingly request personal information from children under 13 through this website. If you believe a child has provided information to us without appropriate authorization, contact us so the circumstances can be reviewed and appropriate action taken.

15. External services and links

A live Shopify store may load resources or connect to services operated by third parties. Those parties may process information under their own terms and privacy notices. We are not responsible for an unaffiliated service’s independent practices. The store owner should review every installed application, embedded resource, and external integration before publication and update this policy accordingly.

16. Changes to this policy

We may revise this policy to reflect changes in the website, services, providers, business practices, or legal requirements. The “Last updated” date identifies the latest revision. Material changes should be communicated in a manner appropriate to their significance and any legally required consent should be obtained before the relevant change takes effect.