Privacy Policy

What This Policy Covers

• The types of personal data we collect about you.
• How and why we collect and use your personal data.
• How long we keep and protect your personal data.
• When, why and with whom we share your personal data.
• The legal basis we have for using your personal data.
• The rights and choices you have over your personal data.
• How we may contact you, and how you can contact us.

Who We Are

What Personal Data Do We Collect?

We may collect personal information through your use of our website, when you contact or request information from us, when you engage our Services, when you apply to work with us, and/or as a result of your relationship with our staff or clients. This may include:

• Contact information such as name, job title, date of birth, gender, age, place of work, phone number, email address and postal address.
• Preferences and interests, and information provided when you visit our website.
• Information you provide as part of the Services you ask us to deliver.
• Information necessary to prepare, enter and fulfil contractual agreements.
• Information provided for recruitment purposes, including for independent contractors we engage.
• Other information relevant to delivering our Services — including profile information, page interactions, marketing preferences, and support call recordings/transcripts.

Where we intend to collect sensitive information from you, this is subject to your explicit consent, with adequate security in place to protect it.

Where We Collect Personal Data From

• Directly from you — e.g. when you contact us, visit our website, or apply for a role.
• In the course of our relationship with you, such as when you engage our Services.
• When you make personal data public, e.g. a public post about us on social media.
• Through cookies and similar tracking technologies when you visit our website or online services.
• From a third party acting on your behalf, or via a third-party referral.
• When you register to use any of our websites or services.

We may also receive personal data from customers, suppliers or partners who employ you, from public registers (e.g. Companies House, where you are a director or authorised signatory), or create it ourselves as a record of our interactions with you.

How and Why We Use Your Personal Data

• To provide the Services you or your organisation have asked us for, including information given to us directly or via a business partner or their legal adviser.
• To respond to enquiries made via forms, social media or phone, foster our relationship with you, and carry out related administration, staff training and quality assurance.
• For business administration and legal compliance, including enforcing our rights and protecting the rights of third parties.
• For recruitment — assessing suitability for a role, and reviewing our equal-opportunities profile so all employment decisions are made on merit. We will not process special category data except where permitted by law or with your explicit consent.
• For marketing communications (email, social media, post) where required by law, with your consent, or on the basis of our legitimate interest.
• To analyse your interactions with our site, emails and Services, such as the pages you have viewed.

Where you have given consent, or where lawfully required, we use cookies, log files and similar technologies to collect information such as your IP address, a session ID, and details of your interests, demographics and contact preferences — including “web beacons” or “pixel tags” in emails and on our web pages, and “click-through URLs” in some email messages. See our Cookie Policy for full details. This information helps us measure the effectiveness of our content, understand how visitors use our website, and inform our marketing.

Legal Basis for Using Your Information

How We Protect Your Personal Data

We implement appropriate organisational and technical security measures — including data minimisation, role-based access controls and encryption in transit and at rest — to keep your personal data confidential, available and secure from unauthorised access, use, alteration or disclosure. We require our business partners, suppliers and other third parties to implement equivalent safeguards, such as contract terms and access restrictions.

Where we use AI systems through chatbots, these are designed, trained, validated and tested on data from publicly available sources that may incidentally contain personal information; we have safeguards, processes and tools in place to support the responsible, trustworthy use of AI.

How Long We Retain Your Personal Data

We only retain personal data for as long as necessary to fulfil the purpose it was collected for, or to meet legal and regulatory retention requirements — including audit, accounting, tax and statutory obligations, and the handling or defence of legal claims. When data is no longer needed, we securely dispose of it or anonymise it, following due process.

Who We Share Your Personal Data With

To deliver our Services, we may need to transfer personal information outside the jurisdiction it was provided in. If you are based in the UK or the European Economic Area (EEA), we may transfer your data to countries outside the UK/EEA where necessary. In these cases, we rely on UK and EU approved standard contractual clauses (or equivalent safeguards required by applicable law), ensuring a lawful basis for transfer and an adequate level of protection. Details of specific countries and safeguards are available on request.

Your Rights Over Your Data

• Right to be informed — clear, transparent information about how we use your data and your rights.
• Right of access — confirmation that we process your data, and a copy of it.
• Right to rectification — correction of inaccurate or incomplete data.
• Right to erasure — deletion of your data in certain circumstances (e.g. we no longer need it, or you withdraw consent).
• Right to restrict processing — ‘block’ processing where you contest accuracy or object to our use of it.
• Right to data portability — obtain and reuse your data across services.
• Right to object — including to direct marketing.
• Right to lodge a complaint — with the relevant supervisory authority.
• Right to withdraw consent — at any time, including for marketing.

Some rights may be limited where we have an overriding interest or legal obligation. Requests are usually free, though we may charge a reasonable fee for baseless, excessive or repeated requests. We aim to respond within one month.

How We’ll Contact You

We may contact you by phone, email or social media — let us know if you prefer one method over another.

Contact & Complaints

Definitions

• Controller — the entity that decides how and why personal data are processed, and carries primary compliance responsibility.
• Supervisory Authority — an independent public authority overseeing data protection compliance.
• EEA — the European Economic Area.
• GDPR — the General Data Protection Regulation (EU) 2016/679.
• Personal data — information about an identifiable individual (e.g. name, ID number, location data, online identifier).
• Processing — anything done with personal data, automated or not — collection, storage, use, disclosure, erasure and more. A processor processes data on the controller’s behalf.
• Standard Contractual Clauses — template transfer clauses approved by the ICO or European Commission.
• UK GDPR — the GDPR as it forms part of UK law under the European Union (Withdrawal) Act 2018.