Privacy Policy

Effective Date: 15 January 2025
Last Updated: 21 May 2026

NewtonSquared Ltd (referred to as "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, and protect your information when providing fractional C-Suite consultancy, board advisory, and non-executive director (NED) services.

1. Information We Collect

We may collect and process the following types of personal and business data:

1.1 Personal Information

  • Name, email address, phone number, and other contact details of clients, employees, and stakeholders.

  • Professional titles, qualifications, and affiliations.

1.2 Corporate Information

  • Financial data, performance reports, and strategic plans.

  • Information related to corporate governance, board discussions, and compliance.

  • Details of contracts, transactions, and other business operations.

1.3 Website Data (if applicable)

  • IP address, browser type, and cookies when interacting with our website.

We only collect information necessary for fulfilling our contractual obligations, complying with legal requirements, or advancing our clients’ strategic goals.

2. How We Use Your Information

We use your data for the following purposes:

2.1 Provision of Services

  • Delivering fractional C-Suite consultancy, board advisory, and NED services.

  • Reviewing and advising on business strategies, governance practices, and risk management.

  • Attending board meetings and participating in strategic discussions.

2.2 Communication

  • Managing correspondence related to board meetings, reports, and client requests.

2.3 Legal and Compliance Obligations

  • Ensuring compliance with laws, regulations, and corporate governance requirements.

  • Maintaining accurate records for audit and legal purposes.

3. Legal Basis for Processing

We process personal and corporate data under the following legal bases:

  • Contractual Obligation: To perform the services outlined in our agreements.

  • Legitimate Interests: For the purpose of managing and improving our services.

  • Legal Obligations: To comply with applicable laws and regulatory requirements.

4. Sharing Your Information

We do not sell or share your information for marketing purposes. However, we may share data with:

  • Professional Advisors: Lawyers, accountants, or auditors, when necessary for compliance or legal obligations.

  • Regulatory Authorities: When required by law or regulatory standards.

  • Third-Party Service Providers: Tools for email, scheduling, communication, secure cloud storage, CRM, videoconferencing, transcription, and AI-assisted productivity tools, if used.

All third parties are required to protect your data and use it only for the intended purposes.

5. Data Retention

We retain your data only as long as necessary for:

  • The duration of our engagement.

  • Legal, tax, or regulatory compliance (e.g., 6 years for financial records).

  • Resolving disputes or enforcing our agreements.

After this period, your data will be securely deleted or anonymised.

6. AI Use and Transparency

NewtonSquared may use artificial intelligence and AI-enabled software tools to support certain internal and client service activities, including research support, drafting, note-taking, transcription, summarisation, document analysis, organisation of information, writing assistance, communication, and operational efficiency. These tools are used to support human work and judgment, not to replace it.

Where appropriate to the engagement, NewtonSquared may process personal data and confidential business information using approved cloud, communication, transcription, note-taking, document management, writing-assistance, and AI-enabled productivity tools. This may include meeting transcripts, notes, emails, documents, presentations, contact information, and other materials shared by or relating to clients, prospects, counterparties, or stakeholders.

NewtonSquared seeks to use private, restricted, or business-configured environments where available, and to apply proportionate safeguards including data minimisation, access controls, and human review of outputs. Where such controls are available and enabled, NewtonSquared does not intentionally permit client data submitted through these environments to be used to train third-party AI models.

AI-assisted outputs are reviewed by a human before they are relied upon or used in final advice, recommendations, communications, or deliverables. NewtonSquared does not use solely automated decision-making, including profiling, that produces legal effects or similarly significant effects on individuals as part of its standard services.

NewtonSquared may also use AI-assisted tools to support internal business-development activity, including screening organisations or individuals for potential outreach and sense-checking information following chemistry or discovery calls. These activities are used to inform human judgment and are not used as the sole basis for significant decisions about individuals.

Where meetings are recorded, transcribed, or summarised using AI-enabled tools, participants will be notified at the time of the meeting through the relevant platform or meeting workflow and may request that the recording or transcription be turned off where appropriate.

If a client wishes to discuss additional restrictions on the use of AI-enabled tools for particularly sensitive, confidential, regulated, or legally privileged materials, they may raise this with NewtonSquared before or during the engagement so that an appropriate working approach can be considered where feasible.

7. Data Security

We implement robust technical and organisational measures to protect your data, including:

  • Encrypted communications.

  • Access controls and secure storage for confidential documents.

  • Regular security audits and compliance checks.

8. Your Rights

Under the UK GDPR, you have the following rights:

  • Access: Request a copy of the data we hold about you.

  • Correction: Request corrections to inaccurate or incomplete data.

  • Deletion: Request the removal of data no longer necessary for our purposes.

  • Restriction: Request limitations on how your data is processed.

  • Objection: Object to processing based on legitimate interests.

  • Data Portability: Request a transfer of your data to another service provider.

To exercise these rights, contact us using the details in Section 9.

9. Cookies (if applicable)

If we use cookies or similar tracking technologies on our website, this will be explained in our Cookies Policy.

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

NewtonSquared Ltd.
Devonshire House, 582 Honeypot Lane, Stanmore, Middlesex, United Kingdom, HA7 1JS.

alan@newtonsquared.com

11. Complaints

If you are dissatisfied with how we handle your data, you can lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated directly or via our website.