Version V004 · 10 November 2026. Download this document

A.C.E Complete Privacy Notice

Version V004 — 10 November 2026

Who is responsible

Nicholas Barnes trading as A.C.E Tailored, Suite A, 82 James Carter Road, Mildenhall, IP28 7DE; hello@acetailored.co.uk; 01284 844141, is the controller for A.C.E’s own prospect, account, contract, billing, service-administration and security information. For information processed on a Client business’s instructions through its website, enquiries, receptionist, approved booking connection or content services, that business normally acts as controller and A.C.E acts as processor under the applicable Data Processing Addendum. Contact that business about its use of its customers’ information; A.C.E assists it with requests concerning data processed on its behalf.

Information we use and where it comes from

We receive names, business and contact details; answers submitted through intake forms and questionnaires; permitted images and logos with permission records; correspondence; approved concept and website versions; source, prospect and order references; acceptance records and document versions; payment references and verified status; and relevant access and security records. Information comes from you, your authorised representative, the payment provider and agreed business-service integrations. Stripe handles card information; A.C.E does not receive or store full card numbers. Do not send passwords in ordinary forms or supply unnecessary health, special-category or children’s information. A telephone number is not required for the concept questionnaire.

Why we use it and lawful bases

We use requested enquiry information to prepare and review a recommendation or concept and communicate with you. We use account and order information to verify identity and authority, administer and perform the service, account for payments, handle requests and complaints and keep evidence of the agreement. Necessary pre-contract and contract processing for an individual buying in their business capacity relies on contract. Administration involving a company’s representative and proportionate security and misuse prevention rely on our legitimate interests in operating a requested business service, balanced against individual rights. Required tax, accounting and other legal records rely on legal obligation. Where consent is required, such as for optional marketing or non-essential cookies, it is requested separately and may be withdrawn without affecting earlier lawful processing. Reading this notice or accepting an order does not itself give marketing consent.

Recipients

We share information only as needed with providers of hosting and private storage, business email, CRM, service administration or automation, approved AI/telephony or content-account services, payment services and professional support. Access is limited to the service and purpose involved. Stripe also processes payment information under its own privacy information. The Client’s service-specific processing schedule identifies authorised subprocessors, their roles and the relevant data flows before they receive Client Personal Data. Contact hello@acetailored.co.uk for the recipients applicable to your information. We do not sell personal information or share one Client’s records with another. Enquiry submission or payment is not permission to publish a website, images or social content.

International processing

Provider processing or authorised support access may involve countries outside the UK. Relevant recipients, destinations and the applicable safeguard or adequacy arrangement must be identified for the actual processing. Where a restricted transfer requires safeguards, A.C.E must establish the applicable arrangement before the transfer, rather than treating a service subscription as transfer permission. Contact hello@acetailored.co.uk for the destinations and safeguards applicable to your information and how to obtain a copy or details. We do not represent all processing as UK-only.

How long we keep information

We apply purpose-based criteria rather than retaining every record indefinitely. Active enquiry material is kept while responding to the enquiry and any agreed follow-up; after it is closed, ongoing need is assessed against unresolved requests, complaints or a genuine legal requirement. Service information is retained while necessary to perform and support the agreement and then for a justified remaining purpose. Order, acceptance and financial records are assessed against applicable record duties, dispute needs and relevant limitation periods. Security information is kept only while needed to investigate or prevent misuse or meet a specific legal requirement. Unused or incomplete uploads are checked for a valid receipt, permission and owner before safe return or deletion; uncertainty does not authorise indefinite retention or attaching an image to another customer. Backup copies are subject to their documented cycle and restricted from ordinary use after an applicable deletion decision.

When A.C.E acts as processor, the Client determines the lawful retention instructions and the DPA schedules specify active-system and backup handling and return/deletion arrangements. Our own controller records have separate purposes and criteria. Contact hello@acetailored.co.uk for the criteria and arrangements applicable to a particular record. A payment dispute does not permit withholding Client Personal Data as debt leverage.

AI receptionist calls messages and booking

The agreed AI Receptionist assists with website and telephone questions, enquiries, booking assistance and escalation using approved business information. It may process information supplied in an interaction to respond or pass the enquiry to the business. AI can make mistakes; use the business’s human contact route when needed. The actual configuration and information provided to visitors or callers must identify the relevant business, AI assistance, purpose and data use. Recording calls or retaining transcripts is not authorised by the package alone. If either is used, the applicable notice must explain it, its purpose, retention and recipients, with any consent required by law obtained before use. Real-time voice or text processing must also be disclosed even where recordings are not retained. Calendar access requires separately authorised permissions. Personal information is not authorised for supplier model training by accepting the service package. Additional sensitive or children’s data processing requires a separately assessed arrangement.

Your rights and choices

Depending on the lawful basis and applicable exemptions, you may request access, correction, erasure, restriction or portability, object to legitimate-interest processing or direct marketing, or withdraw consent where used. Email hello@acetailored.co.uk. We may proportionately check identity before disclosing information. We will explain any lawful reason we cannot fulfil a request. You can complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/; you may also ask us to address the concern first. Where the Client business is controller, A.C.E passes the request to it and assists as required rather than disclosing another business’s records.

Decisions and website technologies

Orders, payment disputes, onboarding release and website launch require human review; AI assistance does not itself approve these steps. Essential session controls secure the customer continuation and order. Optional analytics or marketing technologies require their own applicable information and controls; accepting this notice does not turn them on. Service-specific cookie or caller information is supplied where relevant. Information needed to provide a requested service is identified at collection; without necessary business/contact or service information we may be unable to fulfil that request. Optional information and marketing choices are not presented as purchase conditions.