Legal
Privacy Policy
This Privacy Policy explains how BEST FIT ASSISTANTS LTD ("Best Fit Assistants", "we", "us", "our") collects and uses personal data when you visit https://www.bestfitassistants.com (the "Website"), contact us, book a call or pay us.
1. Who we are and how to reach us
We are the data controller for the personal data described in this policy.
- Business name: BEST FIT ASSISTANTS LTD
- Registration: RC 9212350, registered with the Corporate Affairs Commission, Nigeria
- Privacy contact: [email protected]
If you have a concern about how we handle your data, email us first and we will work to put it right promptly. You can also complain to a regulator at any time (section 8).
2. The personal data we collect
Information you give us. When you complete our contact form we collect your name, email address, company name, country, the type of support you are interested in, the hours you need and the details you choose to include in your message. When you email us or message us on WhatsApp, we receive your contact details and the content of your messages.
Booking a call. Calls are booked through Calendly, which collects the details you enter in its booking form and shares them with us so we can hold the call.
Payments. We bill by invoice and keep the billing details and payment records needed for each invoice. If you pay online by card, the payment is processed by Paystack on its own secure pages: we never see or store your full card details, and we receive only confirmation of payment, the amount, your name and email address, and limited transaction information.
Technical information. The Website is served through Cloudflare, which processes technical data such as IP addresses and browser information to deliver the site, keep it secure and stop spam. We use Cloudflare Web Analytics, which counts visits without cookies and without tracking you across websites.
Clients. If you become a client, we also keep the business contact, billing and engagement records we need to provide and invoice our services.
Sensitive data. We do not ask for special category (sensitive) data through the Website. Please do not include health, financial account or other sensitive information in the contact form.
Do you have to give us your data? No. But we need at least your name, email address and message to reply to an enquiry, and your billing details to provide a paid service. We do not make decisions about you by automated means, including profiling.
3. How and why we use your data
| Purpose | Lawful basis: NDPA 2023 s.25(1) | Lawful basis: GDPR and UK GDPR Art. 6(1) |
|---|---|---|
| Replying to enquiries and holding consultation calls | (b) steps you asked us to take before a contract; (f) our legitimate interest in answering business enquiries | (b); (f) |
| Matching you with an assistant and providing our services | (b) performance of a contract | (b) |
| Taking payments and keeping financial records | (b) contract; (c) legal obligation (tax and accounting) | (b); (c) |
| Keeping the Website secure and preventing spam and abuse | (f) our legitimate interest in protecting the Website and its users | (f) |
| Counting visits in aggregate to improve the Website | (f) our legitimate interest in improving the Website | (f) |
| Sending marketing emails | (a) your consent, which you can withdraw at any time | (a) |
We only send marketing emails if you have opted in.
4. Who can access your data, and why
We share personal data only with service providers who need it to do the job below. Each processes it on our behalf, under contract.
| Provider | Why it has access |
|---|---|
| Cloudflare, Inc. | Hosting the Website, security, spam protection (Turnstile) and cookieless visit counts |
| Resend | Delivering contact form messages to our inbox |
| Zoho Corporation (Zoho Mail) | Our business email |
| Calendly LLC | Scheduling calls you book |
| Paystack Payments Limited | Processing card payments, if you choose to pay online |
| WhatsApp (Meta Platforms) | Carrying messages, if you choose to contact us on WhatsApp |
We do not sell your personal data. We may disclose information where the law requires it or to protect our legal rights.
5. Information we handle for clients
When a client engages us, their assistant may handle information belonging to that client and the client's own customers or patients. We handle that information on the client's behalf and under the client's instructions, as set out in our client agreement, not under this policy.
If you are a healthcare provider in the United States, please contact us before sharing any patient information, so the arrangements required by HIPAA can be agreed first.
6. International transfers
We are based in Nigeria and some of our service providers process data in other countries, including the United States and the European Union.
- Transfers out of Nigeria are made in line with sections 41 to 43 of the Nigeria Data Protection Act 2023, relying on the contractual safeguards our providers give or, where appropriate, on the transfer being needed to perform a contract with you or to take steps you asked for.
- Transfers of personal data from the UK, EU or European Economic Area to countries without an adequacy decision, including Nigeria, rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum, or on a provider's certification under the EU-US Data Privacy Framework where applicable.
7. How long we keep your data
| Data | How long |
|---|---|
| Enquiries that do not lead to a contract | Up to 6 months after our last contact, unless we need it for an open complaint or dispute |
| Client records (contacts, engagement records, correspondence) | For the length of our relationship and up to 6 years afterwards, for legal, tax and accounting purposes |
| Payment and invoice records | 6 years after the year of assessment they relate to, as Nigerian tax law requires |
| Security logs held by Cloudflare | Under Cloudflare's own retention periods |
When data is no longer needed, we delete it or anonymise it.
8. Your rights
Depending on where you live, you may have the right to:
- be told how we use your data (this policy)
- access a copy of your data
- correct inaccurate data
- have your data deleted
- restrict or object to our use of it, including for direct marketing
- receive your data in a portable format
- withdraw consent at any time, without affecting earlier processing
These rights come from, among others, the Nigeria Data Protection Act 2023, the EU GDPR, the UK GDPR, Canada's PIPEDA, Australia's Privacy Act 1988 and the UAE Personal Data Protection Law. Residents of California and other US states with privacy laws may have similar rights to know about, correct and delete their personal information. We do not sell or share personal information for targeted advertising.
To use any of these rights, email [email protected]. We will respond within the time the applicable law requires, and usually within one month.
Complaints. You can complain to a data protection authority at any time: in Nigeria, the Nigeria Data Protection Commission; in the UK, the Information Commissioner's Office; or the data protection authority where you live or work. We would appreciate the chance to address your concern first.
9. Security
We protect personal data with appropriate technical and organisational measures. These include encrypted connections (HTTPS), security headers, firewall and DDoS protection, spam protection on forms, limited access to personal data, and the use of reputable processors. No method of transmission over the internet is completely secure, but we work to protect your information and will notify regulators and affected people of a personal data breach where the law requires.
10. Cookies
We do not use advertising, profiling or tracking cookies. Our Cookie Policy explains the few strictly necessary technologies the Website uses.
11. Children
Our services are for businesses and professionals. The Website is not intended for children, and we do not knowingly collect their data.
12. Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it was last updated.