GDPR Information

Last updated: June 16, 2026

birch-wren is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR). This page provides information about your rights and how we handle your data under GDPR.

1. Data Controller

The data controller responsible for your personal data is:

2. Your Rights Under GDPR

As a data subject, you have the following rights:

2.1 Right to Access

You have the right to request copies of your personal data. We may charge a reasonable fee for additional copies if requests are manifestly unfounded or excessive.

2.2 Right to Rectification

You have the right to request correction of any inaccurate personal data we hold about you. You also have the right to request completion of incomplete data.

2.3 Right to Erasure

You have the right to request deletion of your personal data in certain circumstances, including:

• The data is no longer necessary for the purposes it was collected
• You withdraw consent and there is no other legal basis for processing
• You object to processing and there are no overriding legitimate grounds
• The data has been unlawfully processed
• Erasure is required to comply with a legal obligation

2.4 Right to Restriction of Processing

You have the right to request restriction of processing your personal data in certain circumstances, such as when you contest the accuracy of the data or object to processing.

2.5 Right to Data Portability

You have the right to request transfer of your personal data to another organization or directly to you, in a structured, commonly used, and machine-readable format.

2.6 Right to Object

You have the right to object to processing of your personal data where we are relying on legitimate interests as the legal basis for processing.

2.7 Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects concerning you or similarly significantly affects you.

3. How to Exercise Your Rights

To exercise any of your GDPR rights, please contact us:

• Email: [email protected]
• Include "GDPR Request" in your subject line
• Provide sufficient information to verify your identity
• Specify which right you wish to exercise

We will respond to your request within one month of receipt. This period may be extended by two additional months where necessary, considering the complexity and number of requests.

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: When you submit forms or contact us voluntarily
• Contract: To provide tailoring services you have requested
• Legitimate Interests: To operate and improve our business, provided your interests and rights do not override these interests
• Legal Obligation: To comply with applicable laws and regulations

5. Data Retention Periods

We retain your personal data only for as long as necessary:

• Enquiry data: 24 months from submission
• Client data: Duration of business relationship plus 6 years for tax and legal purposes
• Website analytics: 14 months
• Marketing consent: Until withdrawn

6. International Data Transfers

When transferring personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Transfers to countries with adequacy decisions
• Binding Corporate Rules where applicable

7. Data Security

We implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including:

• Encryption of personal data in transit and at rest
• Regular security assessments
• Access controls and authentication
• Staff training on data protection

8. Data Breach Notification

In the event of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay and, where feasible, within 72 hours of becoming aware of the breach.

9. Right to Lodge a Complaint

If you believe we have not handled your personal data in accordance with GDPR, you have the right to lodge a complaint with the supervisory authority:

10. Updates to This Information

We may update this GDPR information from time to time to reflect changes in our practices or legal requirements. Significant changes will be communicated to you via email or prominent notice on our website.

11. Contact Us

For questions about our GDPR compliance or to exercise your rights, please contact us at [email protected]