Privacy Policy

Security of personal data

We have policies, procedures and training in place in respect of data protection, confidentiality and information security. We regularly review such measures with the objective of ensuring their continuing effectiveness.

The Privacy Statement was last updated on 27th May 2025.

What we collect:

If you contact us by completing and submitting a webform on our Site (e.g. to enquire about our services) the webform will ask you for your name, email address, telephone number, and/or company name. You may be asked to leave a message if you wish.

You may also contact us by email, telephone or post.

We will store such information, and use it to deal with your enquiry, and correspond with you.

We do not intentionally collect or process special categories of personal data (as defined under UK GDPR Article 9) unless explicitly required and consented to.

International transfers of personal data

In the course of running our business and providing services to clients we may transfer personal data to third parties located in other countries, including countries outside the EEA.

If we do transfer your data in this way, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner’s Office (ICO) or adequacy decisions. We will also conduct transfer risk assessments where necessary.

Provision of personal data to third parties

We will only share personal data with third parties where we are legally permitted to do so. We do not provide information to third parties for their own marketing purposes and we do not undertake mailings for third parties.

We may provide personal data to:

• Other group subsidiaries. We may share data between our group subsidiaries in order to provide you with the services you are looking for.
• Auditors and consultants – we may transfer personal data to our auditors and advisers as required by law or as reasonably required in the management of our business.
• Third parties where required by applicable law and regulation – we may be requested or compelled to disclose personal data to third parties such as regulators and law enforcement agencies. We will only provide personal data to such parties where there is a legal requirement or permission to do so.

Use of cookies:

We use cookies to ensure that you get the most out of our site. Cookies are small text files which we store on the device you use to access the site. Cookies allow us to monitor your use of the software and simplify your use of the site. For example, a temporary cookie is also used to keep track of your "session". Without that temporary cookie (which is not stored after you quit your browser) you would have to log on every time you access a new page.

If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all of the functions of our websites.

Your Rights

You have rights in relation to any of your personal data held by us as a data controller. Should you wish to exercise your rights, please contact our Data Protection Officer via email at compliance@e-prospects.com. We will endeavour to respond to any request promptly and within any legally required time limit.

You also have a right to update your personal data that we hold. To do so, please either update the personal data via the web page or applications open to you, contact your usual e-Prospects contact or otherwise contact our Data Protection Officer via email at compliance@e-prospects.com.

Where we process your personal data based on your consent, you have a right to withdraw consent at any time. Should you wish to do so, please contact our Data Protection Officer via email at compliance@e-prospects.com.

In addition to the rights above, you have the following rights under the UK General Data Protection Regulation and the Data Protection Act 2018:

• Right of access – to request a copy of your personal data.
• Right to rectification – to request correction of inaccurate or incomplete data.
• Right to erasure – to request deletion of your data in certain circumstances.
• Right to restrict processing – to limit how your data is used in some situations.
• Right to data portability – to request your data in a commonly used, machine-readable format.
• Right to object – to object to the use of your data for certain purposes.
• Rights in relation to automated decision-making and profiling – to ensure fair treatment and safeguards.

Complaints

Should you wish to complain about our use of your personal data, please contact our Data Protection Officer via email at compliance@e-prospects.com. We will investigate all complaints received and will endeavour to respond to complaints promptly.

You may also complain about our use of personal data to the Information Commissioner’s Office.

You can contact the ICO by telephone on 0303 123 1113.

For further information on your rights and the complaints process, please visit the Information Commissioner’s Office website:

Data Retention

We will only keep personal data for as long as necessary for the purposes for which it was collected, or as required by applicable law or regulation. Where feasible, we maintain internal data retention schedules setting standard retention periods (e.g., 6 years for contractual data, 2 years for marketing opt-ins)