Privacy Policy

1. Information We Collect

1.1 Personal Information

We may collect the following personal information:

• Name and contact details (email address, phone number, postal address)
• Business information (company name, job title, industry)
• Communication preferences
• Information provided in enquiry forms, newsletters, and service requests

1.2 Technical Information

We automatically collect certain technical information when you visit our website:

• IP address and geographical location
• Browser type and version
• Operating system
• Pages visited and time spent on our website
• Referral source

2. How We Use Your Information

We use your personal information for the following purposes:

• Providing and delivering our archival and digital services
• Responding to your enquiries and communications
• Sending newsletters and marketing communications (with your consent)
• Improving our website and services
• Compliance with legal obligations
• Fraud prevention and security purposes

3. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Consent: When you subscribe to newsletters or marketing communications
• Contract: When necessary for providing our services
• Legitimate interests: For improving our services and business operations
• Legal obligation: When required by law

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• With trusted service providers who assist in operating our business
• When required by law or legal process
• To protect our rights, property, or safety
• With your explicit consent

5. Data Security

We implement appropriate technical and organisational measures to protect your personal data:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and staff training
• Secure backup and disaster recovery procedures

6. Data Retention

We retain your personal data only for as long as necessary:

• Service data: For the duration of our business relationship plus 7 years
• Marketing data: Until you withdraw consent or for 3 years of inactivity
• Website analytics: For 26 months
• Legal obligations: As required by applicable law

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of your personal data
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data
• Right to restrict processing: Limit how we use your data
• Right to data portability: Receive your data in a structured format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: For consent-based processing

8. Cookies and Tracking

Our website uses cookies to enhance your browsing experience. Please refer to our Cookie Policy for detailed information about the cookies we use and how to manage your preferences.

9. International Transfers

We primarily process data within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place, including adequacy decisions or standard contractual clauses.

10. Children's Privacy

Our services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If we become aware of such collection, we will delete the information promptly.

11. Updates to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting the new policy on our website and updating the "last updated" date.

12. Contact Information

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

13. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Website: https://ico.org.uk
ICO Phone: 0303 123 1113