Privacy Policy

Effective Date: 14 December 2025

At Roman Enterprises, your privacy and the protection of your personal data are our top priorities. This Privacy Policy explains how we collect, use, store, and protect the information you provide when using our services, website, or submitting forms. We are committed to full compliance with the UK Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).

1. Information We Collect

We collect information to provide our services efficiently and accurately. This includes:

a) Personal Identifiers

• Full name

• Email address

• Phone number
  
  

b) Sensitive / Government Information

• Government-issued IDs (passport, driver’s license, National Insurance number, etc.)

• Tax information (Self Assessment, UTR, HMRC correspondence)

• Documents required for UK government applications
  
  

c) Automatic Data Collection

• IP addresses

• Browser type and version

• Device information

• Google Analytics data to improve website usability
  
  

d) Communication Data

• Emails you send us

• Any information you provide in our Google Forms or contact forms
  
  

2. How We Use Your Information

Your data is used strictly for purposes aligned with our services:

• To complete UK government applications accurately and efficiently

• To communicate with you regarding your application status or questions

• To maintain records temporarily in case you return within one month

• To analyse website traffic and improve user experience via Google Analytics
  
  

We do not sell, trade, or rent your personal information.

3. Legal Basis for Processing

Under GDPR, our legal bases for processing your personal data include:

• Contractual necessity: Processing is necessary to provide our services.

• Legal obligation: We may need to maintain records for regulatory compliance.

• Legitimate interest: Using Google Analytics to improve our website and services.
  
  

4. Data Storage and Security

• All digital records are stored on Google Drive, which provides industry-standard encryption and secure access controls.

• Access to your personal data is limited to authorised personnel only (currently, the CEO, John Roman).

• We implement technical and organisational measures to protect your data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction.
  
  

5. Data Retention

• Your personal data is stored for up to 3 months after completion of the service, so you can return without re-entering information.

• After 3 months, all personal data and submitted documents are permanently deleted from Google Drive.
  
  

6. Data Sharing

• We do not share your personal information with third parties.

• Your data is used solely for providing services requested by you.

• If you request us to submit forms to government agencies, we act as your authorised representative — no third-party data transfer occurs outside required submissions.
  
  

7. Cookies and Analytics

• Our website uses Google Analytics to monitor traffic and improve usability.

• No personally identifiable information is stored through analytics.

• Analytics data is aggregated and anonymised.
  
  

8. Communication Preferences

• We may contact you via email regarding your applications or service updates.

• You can opt-out of non-essential communications by replying to our email.
  
  

9. Your Rights (GDPR)

As a data subject, you have the right to:

• Access your personal data

• Correct or update inaccurate information

• Request deletion of your data at any time

• Object to processing for marketing purposes (we currently do not send marketing emails)

• Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data is mishandled

To exercise your rights, contact us at johnalexroman@gmail.com.

10. Children’s Privacy

• Our services are intended for adults. We do not knowingly collect data from anyone under 18.
  
  

11. Changes to This Privacy Policy

• We may update this policy to reflect changes in services or legal requirements.

• The effective date will be updated at the top.

• Clients are encouraged to review this page periodically.
  
  

12. Contact Information

For questions, concerns, or requests regarding your personal data, please contact:

John Roman
Email: johnalexroman@gmail.com