Privacy Policy
Privacy Policy
Effective Date: 2 May 2025
Company: UK List & Press Services Ltd
1. About This Policy
We are committed to protecting your personal data. This policy explains how we collect, use, disclose, and secure your personal information in accordance with the UK GDPR and PECR.
2. Who We Are
UK List & Press Services Ltd is a business-to-business service provider.
Registered Office: Ground Floor Windmill House, 127–128 Windmill Street, Gravesend, Kent, DA12 1BLCompany Number: 5493849
When we use terms like “we,” “our,” or “us,” we mean UK List & Press Services Ltd unless otherwise stated.
3. Information We Collect
We may collect and process information that you provide during your correspondence with us. This could be, but is not limited to, one of the following ways:
• Giving information directly to us by methods including filling in forms either on our website(s) or via other media
• Subscribing to our newsletter
• Requesting any of our services, downloads or other information
• Communicating with us through methods including but not limited to e-mail, telephone and written correspondence
We collect personal information you provide, such as:
• Contact Details: Name, organisation, job title, address, email, telephone numbers
• Transaction & Service Data: Bank details, communication history, preferences
• Usage Data: Data generated by website visits or service interactions
• Employee Data: Personal and professional information provided by employees or job applicants, including but not limited to employment history, qualifications, right to work documentation, payroll data, and performance-related information, collected and processed for the purposes of recruitment, employment, and HR management
• We do not knowingly collect or process data from children or market to minors.
4. Legal Bases for Processing
We process personal data based on:
• Consent: For email/SMS marketing to sole traders and partnerships, newsletters, and data sharing (can be withdrawn at any time)
• Contract: To fulfil agreements or provide services
• Legal Obligation: To comply with tax, regulatory or criminal investigation laws
• Vital Interests: To protect life or safety
• Legitimate Interests: For business operations including:
• Marketing communications to limited companies and other corporate subscribers
• Service analysis and business development
• Ensuring network and information security
• Suppression list management
5. How We Use Your Data
We use your personal information to:
• Deliver services and manage contracts
• Respond to queries and fulfil information requests
• Send marketing communications (See section 10)
• Analyse service use for business insights
• Comply with legal requirements
6. Sharing Your Information
We may share your data with:
• Third-party service providers (see section 10.6)
• Legal or regulatory authorities
• Successors in business acquisition or restructuring
7. Data Retention
7.1 If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws.
7.2 We may need your personal information to establish, bring or defend legal claims, in which case we will retain your personal information for 7 years after the last occasion on which we have used your personal information in one of the ways specified in How we use your personal information in Section 5.
7.3 The only exceptions to this are where:
• the law requires us to hold your personal information for a longer period, or delete it sooner;
• Where clients request we carry out analysis against their data, we will retain data for up to 36 months in order that we can fulfil the service to the client. Data will be completely deleted if no longer required after the data is 36 months old.
• In accordance with our obligations under the UK General Data Protection Regulation (UK GDPR), when an individual exercises their rights—such as requesting the suppression, erasure, or rectification of their personal data—we retain a minimal record of the request and relevant correspondence.
Specifically, we will retain:
• A copy of the email communication(s) between the individual and our organisation;
• The individual’s name, the first line of their address and postcode;
• The date of the request; and a brief description of the nature of the request.
This information is retained indefinitely on the lawful bases of:
• Legal obligation (Article 6(1)(c)) — to demonstrate our compliance with data subject rights under the UK GDPR;
• Legitimate interests (Article 6(1)(f)) — to prevent the reprocessing of data which has been suppressed or deleted, and to protect our organisation in the event of disputes or regulatory enquiries.
This approach supports our accountability obligations under Article 5(2) UK GDPR and ensures that the rights of data subjects continue to be respected over time.
8. Your Rights
Under the UK GDPR, you have a number of rights regarding your personal data. These include:
• Right of Access – You can request a copy of the personal data we hold about you.
• Right to Rectification – You can request that inaccurate or incomplete data be corrected.
• Right to Erasure (‘Right to be Forgotten’) – You can request that we delete your personal data, where we have no lawful basis to retain it.
• Right to Restriction of Processing – You can ask us to restrict the use of your data in certain circumstances (e.g. if you contest its accuracy or object to its use).
• Right to Object – You can object to our processing of your data for direct marketing or where we rely on legitimate interests.
• Right to Data Portability – Where processing is based on consent or contract and carried out by automated means, you can request your data in a structured, commonly used, and machine-readable format and request its transfer to another controller.
• Right to Withdraw Consent – Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.
• Right to Lodge a Complaint – If you have concerns about how we handle your personal data, you can lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
To exercise your rights, contact data@uklps.co.uk or write using the postal address in Section 12
9. Cookies, Security & External Links
We use only session cookies.
We implement appropriate technical and organisational measures to secure your data.
Our website may link to external websites operated by third parties. These links are provided for your convenience and information only. We do not control these websites and are not responsible for their privacy policies, content, or practices. We encourage you to review the privacy policies of any third-party websites you visit before providing them with any personal data.
10. Marketing
How We Collect Marketing Preferences
We may collect your preferences to send you marketing information directly from us by email/SMS (where applicable), including:
• When you or your company open a business account with us
• When you contact us regarding our services via telephone, post, email or in a face-to-face meeting
• We will only send you marketing communications where you have consented to receive them, or where there is a legitimate interest to fulfil your request.
10.1 Marketing Communications
We may contact you with targeted advertising by email, newsletters, telephone or post using your personal or company information. We may also use your data to tailor and improve the relevance of our marketing, unless you object.
10.2 Marketing Preferences
You have the right to opt out of receiving marketing communications from us at any time. You can do this by:
• Clicking the unsubscribe link in any marketing email we send
• Emailing us at data@uklps.co.uk with your request
• Calling us on 01622 727231 (choose the compliance option)
• Writing to us at the address listed in Section 12
10.3 Email/SMS
We send marketing communications by email/SMS:
• With consent, where you are a sole trader or partnership
• Under legitimate interest, where you are a limited company or corporate subscriber
You can opt out at any time.
10.4 Postal
We may send relevant postal communications unless you opt out.
10.5 Third-Party Marketing
We do not share your personal data with any third parties for marketing purposes unless we have your explicit consent. Once shared, the relevant third party’s privacy policy will apply to their processing of your personal information. Once shared, their privacy policy applies.
10.6 Third-Party Service Providers:
We work with trusted third-party providers who support our business operations. These include companies that provide services such as IT support, accounting, human resources, email broadcast platforms, credit insurance, and regulatory compliance (e.g. HMRC). These providers only process personal data on our behalf and under strict contractual obligations to maintain confidentiality and security.
We currently use the following Service Providers:
• Reynolds Accountancy
• JJ Systems Ltd
• Croner HR / Bright HR
• Dotdigital Ltd
• Allianz Trade (Euler Hermes)
Other agencies, data processors, and suppliers as appropriate to service delivery
11. Changes to This Policy
We may update this policy. The latest version will always be available on our website. Continued use of our services indicates acceptance of any changes.
12. Contact Us
Data Privacy Contact
UK List & Press Services Ltd
The Old Dairy
Bocoda Hill Farm
Wrotham Road
Meopham
Kent
DA13 0QG
Email: data@uklps.co.uk
Phone:01622 727231 (compliance option)