Data Policy

Who we are:

The PR Office is one of the UK’s top 150 PR agencies (PR Week 2018) with a thriving business working across corporate communications, financial communication & IR and public affairs. We work with companies from all over the world and have experience in a wide range of sectors including technology, professional services, community and not for profit, financial services, high net worth individuals, energy, natural resources and consumer industries.

Areas in which we provide communications support include: media relations, Investor Relations, public affairs, stakeholder engagement, corporate positioning, crisis communications, campaign management, message development and SEO & digital strategy.

What data do we collect?

Data freely provided by site users completing our contact forms:

  1. For new business enquiries:

Name

Title

Company

Contact details

  1. For recruitment:

Name and Contact details plus all data freely provided on submitted CVs.

  1. Additionally, we collect and store data as follows:

For current clients:

Name

Company

Contact details

And:

For Journalists:

Name

Publication

Contact details

 We do not collect any data defined as Special Category Data by the ICO. Please see here how this data is defined. 

Why do we need to collect this data?

  • Recruiting new employees
  • Properly servicing our clients
  • New business development

How do we collect it?

  • Electronically
  • Over the phone with note-taking
  • Face to face

How do we use the data we have collected? 

We will contact you regarding the specific purpose for which we collected the data OR where we believe we have a legitimate business interest to do so. Legitimate business interests could include:

  • contacting a journalist with information we believe will be of interest to them.
  • contacting a new business prospect with content or information we believe will be of interest to them.

Disclosure:

No data obtained by The PR Office is shared with third parties unless we have requested and been granted consent by the data subject (that’s you!).

International transfer:

The PR Office uses two services with servers outside the European Union, Dropbox and We Transfer. These services are GDPR compliant and your data is fully protected and subject to the same regulation as if it were held within the European Union.

Data Security:

The PR Office protects data with:

  • Password protected email
  • Password protected Personal Computers
  • 90 day password change schedule
  • 6 digit smartphone passwords

among other security measures, including high level server security, which we could compromise if we revealed them.

Data retention:

The PR Office only keeps data for as long as is required for the specified purpose. Once this purpose has been exhausted, electronic data is deleted and hard (paper) copies are shredded.

Your legal rights (the user): access, correction, erasure, object to processing, restriction of processing, transfer to a different processor and withdrawal of consent.

If you wish to exercise any of these rights, please contact info@theproffice.com.

You do not have to pay a fee to exercise these rights but we may charge a fee if we judge your request to be unfounded, repetitive or excessive. We may also refuse to comply in these circumstances. We will respond to all reasonable requests within 28 days.

Third party links:

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.