Privacy Policy: Rochester PR Group

Privacy Policy

Who we are and general information

Rochester PR Group is a PR and marketing consultancy. We work with international brands and companies who set up business in the UK, helping them thrive and grow. Our registered address is Ver House, 55 London Road, Markyate, St. Albans, AL3 8JP and we are registered with the Information Commissioner’s Office with ICO registration number ZA321987.  This policy explains our approach and explains your rights in respect of us processing personal information.

We are committed to protecting a person’s privacy and to keeping the personal information provided to us secure and we take all reasonable precautions to protect personal information from loss, misuse or alteration. If at any point you believe the information we process on you may be incorrect, you can ask to see that information, and have it corrected or deleted.  While we will use all reasonable efforts to safeguard your personal data, the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data transferred via the internet.

In the course of our day-to-day work, we typically collect or are provided with basic personal data (rather than sensitive personal data) including, for example, a person’s name, work address, email address, contact numbers, job title and social media account name. However this information is provided (by a business card, but also by email, phone or through our website), you have rights under data protection legislation including the right to review and amend that data, ask that it be deleted and to opt out of future communications.  We do not, as a general rule, share your data with any third party (except, for example an email address through an organisation such as MailChimp (which is certified under the EU-US Privacy Shield framework) unless you have requested it (perhaps to another service provider) or unless we need (for example if you are a competition winner) to deliver something to your address on behalf of a client.  We only retain personal data for as long as necessary to fulfil the purposes we collected it for.  To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

To exercise any of these rights, or if you have any questions about our privacy policy, please contact [email protected] We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.

This privacy notice falls in two parts:

Part 1 – is specifically in relation to this website, the practices we follow to respect the privacy of visitors

Part 2 – is more general information on our business activities

Part 1– Privacy – our website

Visitors are not required to register to gain access to this site. Personally-identifiable information provided to us through this site is provided voluntarily by eg completing our contact form asking us to respond to you.   By entering your personal information, you accept that we may keep your information and it may be held by Rochester PR Group or by any third party that processes it on our behalf. If you prefer that we do not collect any personal information from you, please do not provide us with this information. If you decide you no longer wish us to hold your personal information please contact us at [email protected]and we will remove your information from our database.

We may use the information you provide in a non-personally identifiable form (aggregated form) for internal business purposes such as developing marketing plans and generating statistics. We may store, collect, or accumulate certain non-personally identifiable information concerning your use of www.rochesterprgroup.com, eg: information regarding which of our pages receive the most views and how the website is navigated by visitors.

We may share or transfer personal information and non-personally identifiable information with or to our affiliates, licensees and partners to improve our website viewing experience and develop our business and website design strategy. We may also engage companies or individuals to take on certain business functions on our behalf eg: webhosting businesses.

Wherever possible, these affiliates, licensees and partners are located within the European Economic Area (“EEA”).  Some countries outside the EEA may not require the same level of protection of personal information as countries within the EEA, however we always ask our affiliates, licensees and partners to adhere to the procedures that we follow with respect to your personal information, including this Privacy Policy. We will not sell or rent your personal information to third parties without your consent, except as disclosed in this Privacy Policy.

We may use your information and records of your enquires to tell you about our services or events that we consider may be of interest to you, by email or mail and telephone. All customers are given the opportunity to opt-out of receiving such further information by contacting us at [email protected] and we regularly ask whether you would like us to stay in touch. We keep a record of your e-mail correspondence to ensure we offer you personal and relevant information.

We will do our utmost to keep an accurate record of any personal information you have submitted through the website. We do not however assume responsibility for confirming the on-going accuracy of your personal information. If you advise us that your personal information is no longer accurate, we will update it so, please advise us with any changes asap by emailing [email protected]  You can also request that your personal information is deleted from our systems at any time by emailing [email protected].

If you follow a link from this site to other websites, please note that they do not operate under Rochester PR’s privacy practices. We encourage you to review each site’s privacy policy before disclosing any personally identifiable information as we are not responsible for the privacy practices of other websites. This Privacy Policy applies only to the information we collect on www.rochesterprgroup.com. Please read the Privacy Policies of other websites you link to from our website or otherwise visit.

We implement various security measures to protect the security of your personal information, both on line and off line. Your personal information might also be stored at facilities located across the world and not necessarily within the EEA.

Cookie policy

We use cookies to administer our website, but we will not use cookies in combination with your personal information without your prior consent. A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer’s hard disk enabling the website can remember you. Typically, a cookie will contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a value. Cookies can help a website to arrange its content offer you information most useful to you quickly – Cookies are used by most major websites.

Two types of cookies might be used on this website: session cookies and persistent cookies. Session cookies are temporary cookies that remain in the cookie file of your browser until you leave the website. We might use session cookies: to record the number of visits and visitors to our website; to compile anonymous statistics so we understand how users use our website. For example, the pages visited per session and the number of return visits to the website (we are unable to identify you personally in this way); to allow basic personalisation of the website.  Persistent cookies remain in the cookie file of your browser for much longer than session cookies. We might use one persistent cookie which is stored to enable the website to determine whether you have visited our website previously.

You can accept or decline cookies by modifying the settings in your internet browser. If you do disable cookies you may not be able to use all the interactive features of the website. Please click here to find out how to disable/enable cookies(www.allaboutcookies.org/cookies).

Part 2 – Privacy – our business

At all times, we consider why we need to hold data including the purpose/activity we are holding it for; the type of data and the lawful basis for processing for example consent, legitimate business interest, performance of a contract or to comply with a legal or regulatory obligation.

We have reviewed our security measures (and those of our IT contractor which is a Cyber Essentials certificated business) to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and who have a business need to know such data.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach.

As part of our ongoing audit, we have considered in detail all the different data we might hold or process in our key business processes. For example:

Clients

We need a certain amount of data in order to provide you with the contracted services.  At the start of our relationship, we will discuss and agree what information we need to process in order to fulfil our contract including what data information you may need to provide us to process as part of the campaign.  As above, we will consider the purpose, the type of data and the lawful basis for processing.  We include Data as an agenda item for all client meetings to ensure that we regularly review what we might be processing on your behalf and agree any specific deletion dates.  Once our project or contract with you is completed, we will agree with you if you want us to retain your data and for what period.

Media

One of our core activities is media relations, included within this, for the purposes of this privacy policy, are bloggers and influencers.  We subscribe to a media database and this data (which is not regarded as private or sensitive) is kept up to date via a third-party source who has confirmed that they are GDPR compliant.

You can always tell us if you do not want to stay on a particular client media database and/or receive information from us in the future on other clients which might be of interest.

Business network

Given the nature of our business, helping clients succeed in the UK, we have an extensive network including suppliers, membership organisations to which we belong as well as potential clients who have been introduced to us through other third parties (with consent). The most obvious way we collect data is when you correspond with us by post, email, through our website or when you phone or give us your business card at a meeting or event, we use event booking platforms such as Eventbrite (certified under the EU-US Privacy Shield framework) when we run events.

We do not send newsletters but we do aim to keep in contact with you with information we think you might want to know about.  Wherever possible, this is very personalised information tailored to you for example about an event we think would be of interest to you.  Information is held on our CRM system (Capsule (EU)) and emails are often distributed through MailChimp or for normal activity through Outlook (Microsoft). We keep a record of your e-mail correspondence to ensure we offer you personal and relevant information and regularly ask for your consent and give you the option to come off our database.

Job applications and employment

If you send us information in connection with a job application, we may keep it for up to twelve months if we have discussed contacting you at a later date.

If we employ you, we collect information about you and your work throughout the period of your employment including financial data, (eg your bank account in order to pay you) and we share some data with systems such as payroll. This information is used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.

Review of this privacy policy

We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website and you can print a copy for your records. This Privacy Policy shall be construed in accordance with the laws of England and Wales.

Contact Us
If you have any questions about this Privacy Policy or our treatment of the information you provide us, please write to us by email at [email protected].  You can also find a lot of information, including how to make a complaint to the Information Commissioner’s Office  https://ico.org.uk/.