Privacy Policy

 

Last updated: September 2026

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CollabNik is the trading name of Nikki McRobb, a sole trader based in Aberdeenshire, Scotland. I am the data controller for the personal information described in this policy. 

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This policy explains what personal information I collect, why, how I use it, how long I keep it, and your rights.

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If you have any questions, contact me at nikki@collabnik.co.uk.

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Information I collect

 

I collect personal information when you contact me, make an enquiry or work with CollabNik. This can include:

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• your name and business name;

• email address and telephone number;

• information you provide through my website enquiry form;

• correspondence between us;

• information needed to understand, quote for and carry out your project; and

• billing, invoice and payment records.​

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Most of this comes directly from you. I may also receive information from someone who refers you to me, from publicly available sources such as your business website or LinkedIn profile, or from a client whose staff or contacts are involved in a project.

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I only ask for information that is reasonably necessary. If you choose not to provide information I need, I may not be able to quote for or carry out the work.

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How I use your information and why

 

• Under UK data protection law, I need a lawful basis for each use of your information:

• ​​Responding to enquiries and providing quotations: Steps taken at your request before entering into a contract​

• Providing and managing agreed services and projects, and communicating with you during and after them:Performance of a contract​

• Issuing invoices and keeping financial records: Legal obligation (tax and accounting law)​

• Running, securing and administering my business: Legitimate interests: operating my business efficiently and securely                   ​

• Establishing, exercising or defending legal claims: Legitimate interests: protecting my business and legal rights

 

​I do not make decisions about you based solely on automated processing, including profiling.

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Client systems and information

 

Some projects need access to a client's website, online accounts, documents, systems or other business information.

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Where this includes personal information about the client's customers, staff or other individuals, I act on the client's behalf. I only access and use that information as necessary to carry out the agreed work and in line with the client's instructions. Where this applies, data protection terms will form part of our agreement.

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Sharing information

 

I do not sell or trade your personal information.

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I use trusted third-party services to run CollabNik. These include:

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• website hosting: Wix;

• email and cloud storage: Google Workspace

• accounting: Xero;

• AI tools: Claude, ChatGPT, used to help with drafting, research and project work. I keep the personal information I put into these tools to the minimum needed, and I use settings that stop my data being used to train their models where that option is available.

• other digital tools needed to deliver a specific project, which I'll discuss with you where relevant.

 

These providers process information on my behalf, and I only share what is reasonably necessary.

I may also disclose information where required by law, or where reasonably necessary to establish, exercise or defend legal rights.

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International transfers

 

Some of my service providers store or process information outside the UK. Where this happens, I rely on the safeguards required by UK data protection law, such as UK adequacy regulations, the UK–US Data Bridge, or the International Data Transfer Agreement / UK Addendum.

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How long I keep information

 

• Type of information and how long I keep it​

• Enquiries that don't lead to work: 12 months from our last contact​

• Client project records and correspondence: 6 years after the project ends​

• Invoices and financial records: At least 5 years after the 31 January filing deadline for the relevant tax year, as HMRC requires  ​

• When information is no longer needed, I securely delete or dispose of it.

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Security

 

I take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access or disclosure. These include secure passwords, two-factor authentication where available, and reputable service providers.

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No system is completely secure, but I take proportionate steps to protect the information you trust me with.

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Your rights

 

Under UK data protection law, you have the right to:

• ask for a copy of the information I hold about you;

• ask me to correct inaccurate information;

• ask me to delete your information in certain circumstances;

• restrict or object to certain uses of your information;

• request the transfer of certain information to you or another organisation; and

• withdraw consent at any time, where I rely on your consent.​

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To exercise any of these rights, email nikki@collabnik.co.uk. There is normally no charge, and I will respond within one month.

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Marketing

 

I will only send you marketing emails, such as a newsletter, if you have agreed to receive them, or if you are an existing client and the emails are about similar services. You can unsubscribe at any time using the link in any email, or by contacting me.

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Cookies

 

The CollabNik website currently uses only essential cookies, which are needed for the site to work properly. These do not require your consent.

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I do not currently use analytics, advertising or other optional cookies. If this changes, I will ask for your consent before setting them and update this policy.

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You can also control cookies through your browser settings.

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Children

 

My services are aimed at businesses and adults. I do not knowingly collect personal information from anyone under 18.

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Complaints

 

If you have a concern about how I have handled your personal information, please contact me first at nikki@collabnik.co.uk. I will acknowledge your complaint within 30 days and look into it promptly.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk

• Helpline: 0303 123 1113​

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Changes to this policy

 

I may update this policy from time to time, for example if my services or the tools I use change. The latest version will always be on this page, with the date it was last updated.