Privacy Policy

Generated privacy notice - professional services

PRT Specialised Services Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain

Contact details

Email: [email protected]

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

Names and contact details
Addresses
Gender
Pronoun preferences
Occupation
Date of birth
Marital status
Payment details (including card or bank information for transfers and direct debits)
Financial data (including income and expenditure)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Employment details (including salary, sick pay and length of service)
Information relating to compliments or complaints
Video recordings
Audio recordings (eg calls)
Records of meetings and decisions
Account access information
Website user information

We collect or use the following personal information for the operation of client or customer accounts:

Names and contact details
Addresses
Purchase or service history
Account information, including registration details
Information used for security purposes
Marketing preferences
Technical data, including information about browser and operating systems

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details
Addresses
Profile information
Marketing preferences
Purchase or account history
Website and app user journey information
IP addresses

We collect or use the following personal information for research or archiving purposes:

Names and contact details
Addresses
Purchase or client account history
Website and app user journey information
IP addresses

We collect or use the following personal information to comply with legal requirements:

Name
Contact information
Identification documents
Client account information
Health and safety information
Any other personal information required to comply with legal obligations
Safeguarding information

We collect or use the following personal information to protect client welfare:

Names and contact information
Client account information

We collect or use the following personal information for recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Addresses
Payment details
Account information
Purchase or service history
Call recordings
Photographs
Customer or client accounts and records
Financial transaction information
Information relating to health and safety (including incident investigation details and reports and accident book records)
Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.
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To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd collects and uses limited personal information where it is necessary to provide and improve our consultancy services, manage client relationships, and operate our business effectively. As a small business consultancy, our legitimate interests include understanding client needs, communicating efficiently with clients and prospective clients, delivering tailored advice and services, meeting contractual and professional obligations, and improving the quality, relevance, and effectiveness of our offerings. This processing supports both our commercial objectives and the reasonable expectations of the individuals we work with. The personal information we process for these purposes typically includes business contact details (such as names, job titles, company names, email addresses and telephone numbers), correspondence, meeting notes, and information relevant to the services being provided. In some cases, this may also include limited operational or organisational information shared by clients to enable us to deliver advice, analysis, or recommendations. The benefits of processing this information include:

Enabling clear, timely, and effective communication with clients and prospective clients
Allowing us to understand business challenges and provide appropriate, proportionate consultancy support
Maintaining accurate records of engagements, decisions, and actions
Improving our services, methodologies, and client experience over time
Ensuring continuity, accountability, and quality in our professional work We consider this processing to be necessary, as we would not be able to deliver consultancy services in a professional, efficient, or reliable manner without using this information. The processing is limited to what is relevant and proportionate to these purposes and is not used in ways that individuals would not reasonably expect in a business-to-business consultancy context. We have carefully balanced our legitimate interests against the rights and freedoms of individuals. We take steps to minimise any potential impact by:

Collecting only the minimum personal information required
Using information primarily in a professional and business context
Applying appropriate technical and organisational security measures
Restricting access to information on a need-to-know basis
Retaining information only for as long as necessary We do not use personal information in ways that are intrusive, unexpected, or unfair, and we do not override the interests or fundamental rights of individuals. Where individuals object to processing based on legitimate interests, we will consider those objections carefully and cease processing unless we have compelling legitimate grounds to continue. Overall, we believe that our use of personal information under legitimate interests is reasonable, proportionate, and aligned with the expectations of our clients and contacts, while respecting individual privacy and data protection rights.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes limited personal information where this is necessary for the effective operation, administration, and management of client and customer accounts. Our legitimate interests include establishing and maintaining professional relationships with clients, managing contracts and engagements, delivering agreed services, handling enquiries and support requests, administering billing and payments, maintaining accurate records, and ensuring continuity and accountability in our work. These activities are essential to the day-to-day operation of our consultancy and align with the reasonable expectations of clients and business contacts. The personal information processed for these purposes typically includes business contact details (such as names, job titles, company names, email addresses and telephone numbers), account and engagement records, correspondence, contractual information, billing and payment details, and records of communications or decisions relating to the provision of services. The benefits of processing this information include:

Enabling us to set up, manage, and administer client accounts efficiently
Supporting clear communication regarding services, deliverables, and timelines
Allowing accurate invoicing, payment processing, and financial record-keeping
Maintaining a reliable audit trail of instructions, approvals, and changes
Ensuring continuity of service and appropriate client support This processing is necessary because we cannot operate client accounts, fulfil contractual obligations, or provide professional consultancy services without using this information. The processing is limited to what is relevant and proportionate for account management purposes and is used primarily in a business-to-business context. We have considered the potential impact on individuals and have balanced our legitimate interests against their rights and freedoms. We take appropriate measures to minimise risk and protect individuals by:

Collecting only information that is necessary for account operation
Using information solely for legitimate business and contractual purposes
Applying suitable technical and organisational security controls
Limiting access to personal information to authorised individuals only
Retaining information only for as long as necessary for legal, contractual, or operational reasons We do not use this information in ways that are intrusive, unexpected, or unfair, and we do not use it for unrelated purposes. Individuals can object to processing based on legitimate interests, and we will review and respond to any such objections carefully. Where there are no compelling legitimate grounds to continue, we will stop processing the information. Overall, we believe that processing personal information for the operation of client and customer accounts is reasonable, necessary, and proportionate, supports both our business operations and our clients’ interests, and respects individual privacy and data protection rights.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes limited personal information where this is necessary to provide relevant information updates and proportionate marketing communications about our services. Our legitimate interests include keeping existing clients, professional contacts, and prospective clients informed about our services, areas of expertise, business updates, insights, and changes that may be relevant to their role or organisation. As a small business consultancy operating primarily in a business-to-business context, this activity supports relationship management, business development, and informed decision-making by our contacts. The personal information used for these purposes typically includes business contact details such as names, job titles, company names, email addresses, and communication preferences. We do not collect excessive or sensitive personal information for marketing purposes. The benefits of this processing include:

Allowing clients and contacts to receive relevant updates about services they use or may reasonably be interested in
Supporting continuity of professional relationships and ongoing engagement
Ensuring communications are targeted, relevant, and not excessive
Enabling recipients to make informed decisions about whether our services may be of value to them We consider this processing necessary because, without using basic contact information, we would be unable to communicate service updates or business information in a timely or efficient way. The processing is limited to what is reasonable and proportionate, and communications are aligned with the professional context in which details were originally provided. We have balanced our legitimate interests against the rights and freedoms of individuals and take steps to minimise any potential impact by:

Limiting marketing and update communications to a reasonable frequency
Ensuring content is relevant, professional, and not intrusive
Clearly identifying ourselves in all communications
Providing a simple and effective option to opt out of marketing at any time
Respecting objections and preferences promptly We do not use personal information for aggressive, high-volume, or unsolicited marketing. We do not sell personal data or share it with third parties for their own marketing purposes. Where consent is required under applicable law, such as for certain electronic marketing communications, we rely on consent rather than legitimate interests. Individuals have the right to object to processing for marketing purposes at any time. Where an objection is made, we will stop using the personal information for those purposes without delay. Overall, we believe that using limited personal information for information updates and proportionate marketing is reasonable, expected in a business-to-business consultancy context, beneficial to recipients, and does not override the rights or freedoms of individuals.

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes limited personal information where this is necessary for research and archiving purposes connected to the operation and improvement of our consultancy services. Our legitimate interests include analysing past engagements, reviewing business activities, maintaining accurate historical records, and using aggregated or anonymised insights to improve our services, methodologies, and internal decision-making. As a professional consultancy, retaining and reviewing historical information supports accountability, continuity, quality assurance, and learning over time. The personal information processed for these purposes typically includes business contact details, engagement records, correspondence, meeting notes, project documentation, and records of advice or decisions. Wherever possible, research activities are carried out using anonymised or aggregated information so that individuals are not identifiable. The benefits of this processing include:

Enabling us to review and learn from past projects and client engagements
Supporting service improvement, consistency, and professional standards
Maintaining an appropriate audit trail for legal, contractual, or regulatory purposes
Preserving records needed to respond to queries, disputes, or historical enquiries
Informing internal research, analysis, and development of best practice This processing is necessary because we would be unable to demonstrate accountability, improve our services, or meet reasonable professional and business expectations without retaining and reviewing relevant historical information. Archiving information also supports continuity where long-term or repeat engagements exist. We have balanced our legitimate interests against the rights and freedoms of individuals and have taken steps to minimise any potential impact by:

Limiting access to archived information to authorised individuals only
Using anonymisation or aggregation where identification is not required
Retaining information in line with defined retention periods
Applying appropriate technical and organisational security measures
Ensuring information is not reused for incompatible or unexpected purposes We do not use archived personal information for marketing or unrelated activities. Research activities are proportionate, low risk, and focused on improving professional practice rather than profiling individuals. Individuals have the right to object to processing based on legitimate interests. We will consider any such objection carefully and will stop processing unless there are compelling legitimate grounds to continue, such as legal or contractual requirements. Overall, we believe that processing limited personal information for research and archiving purposes is reasonable, proportionate, and necessary to support accountability, learning, and service improvement, while respecting individual privacy and data protection rights.

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes personal information where this is necessary to comply with applicable legal, regulatory, and professional requirements and to demonstrate compliance where required. Our legitimate interests include meeting our statutory obligations, responding to lawful requests from regulators, courts, or public authorities, maintaining proper business and financial records, and protecting our legal position. As a UK-registered business, we are required to process certain personal information to comply with laws relating to taxation, accounting, employment, data protection, anti-fraud, and other regulatory frameworks relevant to our activities. The personal information processed for these purposes typically includes business contact details, contractual records, invoices and payment information, correspondence, and records required to meet legal or regulatory obligations. In limited circumstances, this may also include information required to respond to legal claims, audits, or formal enquiries. The benefits of processing this information include:

Enabling compliance with legal and regulatory obligations
Supporting transparency, accountability, and proper governance
Allowing us to respond appropriately to lawful requests and investigations
Protecting the rights, property, and legitimate interests of our business, clients, and third parties
Maintaining accurate records required for statutory reporting and audit purposes This processing is necessary because failure to collect or retain the required information would prevent us from meeting our legal obligations and could expose us and our clients to regulatory, financial, or legal risk. The processing is limited to what is required by law or is reasonably necessary to demonstrate compliance. We have carefully balanced our legitimate interests against the rights and freedoms of individuals. To minimise any potential impact, we:
Process personal information only where there is a clear legal or regulatory requirement
Limit the scope and duration of processing to what is necessary
Apply appropriate technical and organisational security measures
Restrict access to personal information to authorised individuals only
Retain information in line with statutory retention periods and legal requirements We do not use personal information collected for legal compliance purposes for unrelated activities, such as marketing. Where processing is required by law, individuals’ rights may be restricted to the extent permitted under data protection legislation, but we continue to apply appropriate safeguards and respect privacy rights wherever possible. Overall, we believe that processing personal information to comply with legal requirements is necessary, proportionate, and justified, and that the benefits of meeting legal and regulatory obligations clearly outweigh any minimal impact on individuals, while ensuring their information is handled lawfully and securely.

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes limited personal information where this is necessary to protect the welfare, interests, and safety of our clients and those affected by our professional services. Our legitimate interests include identifying and managing risks that could reasonably cause harm to clients, their organisations, or individuals connected to an engagement, responding appropriately to concerns or issues raised, and ensuring that our services are delivered responsibly, ethically, and in line with professional standards. This processing supports our duty of care to clients and helps maintain trust, accountability, and service quality. The personal information processed for these purposes typically includes business contact details, correspondence, engagement records, notes of concerns or issues raised, and information necessary to understand, assess, and respond to welfare-related matters. In limited circumstances, this may include information shared with us to highlight risks, vulnerabilities, or potential adverse impacts arising from business decisions, projects, or operational changes. The benefits of this processing include:

Enabling us to identify, assess, and mitigate risks that could negatively affect clients or their organisations
Allowing timely and appropriate responses to concerns, complaints, or safeguarding-related issues
Supporting responsible decision-making and professional advice
Helping prevent foreseeable harm arising from consultancy recommendations or actions
Maintaining ethical standards and trust in our professional relationships This processing is necessary because we would be unable to exercise appropriate professional judgment, duty of care, or risk management without using relevant information to understand client circumstances and potential impacts. The processing is limited to what is reasonable and proportionate and is carried out primarily in a professional, business-to-business context. We have balanced our legitimate interests against the rights and freedoms of individuals and take steps to minimise any potential impact by:

Collecting only information that is relevant to welfare or risk considerations
Handling information sensitively and confidentially
Limiting access to authorised individuals only
Applying appropriate technical and organisational security measures
Retaining information only for as long as necessary to address the relevant issue We do not use information collected for client welfare purposes for unrelated activities, such as marketing. Where concerns relate to serious risk, legal obligations, or safeguarding matters, information may be shared with appropriate parties only where necessary and lawful. Individuals have the right to object to processing based on legitimate interests. We will consider any objection carefully and will stop processing unless there are compelling legitimate grounds to continue, such as the need to protect clients or others from harm. Overall, we believe that processing limited personal information to protect client welfare is reasonable, necessary, and proportionate, and that the benefits of preventing harm and acting responsibly clearly outweigh any minimal impact on individual privacy, while respecting data protection rights.

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes personal information where this is necessary for recruitment and selection purposes, including assessing candidates for employment, contract, or consultancy opportunities. Our legitimate interests include identifying suitable candidates, evaluating skills, experience, and suitability for specific roles, managing recruitment processes efficiently, and making fair and informed recruitment decisions. As a small business consultancy, we rely on recruiting individuals with appropriate professional competence, integrity, and experience to deliver services to our clients and meet our contractual and professional obligations. The personal information processed for recruitment purposes typically includes names, contact details, CVs, employment history, qualifications, skills, references (where provided), correspondence, interview notes, and information relevant to assessing suitability for a role. We do not seek to collect excessive or irrelevant personal information and do not request special category data unless it is required by law or voluntarily provided by the candidate for a specific purpose. The benefits of this processing include:

Enabling us to identify and shortlist suitable candidates
Supporting fair, consistent, and evidence-based recruitment decisions
Ensuring we engage individuals with the appropriate skills and experience
Protecting clients by ensuring work is carried out by competent professionals
Maintaining continuity, service quality, and business resilience This processing is necessary because we cannot assess candidates, communicate during recruitment, or make informed appointment decisions without processing relevant personal information. The processing is limited to what is reasonable and proportionate for recruitment purposes and aligns with the expectations of individuals applying for roles. We have balanced our legitimate interests against the rights and freedoms of candidates and take steps to minimise any potential impact by:

Collecting only information relevant to recruitment and selection
Using information solely for recruitment and related administrative purposes
Limiting access to recruitment information to authorised individuals
Applying appropriate technical and organisational security measures
Retaining recruitment information only for a defined and limited period We do not use recruitment information for unrelated purposes, such as marketing. Candidates have the right to object to processing based on legitimate interests, and we will consider any objection carefully. Where there are no compelling legitimate grounds to continue processing, we will stop processing the information. Overall, we believe that processing personal information for recruitment purposes is reasonable, necessary, and proportionate, supports fair recruitment and service quality, and does not override the rights or freedoms of individuals.

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

PRT Specialised Services Ltd processes personal information where this is necessary to receive, investigate, manage, and resolve queries, complaints, or claims in a fair, timely, and professional manner. Our legitimate interests include responding appropriately to enquiries, addressing complaints, investigating concerns, resolving disputes, protecting the rights and interests of our clients and business, and maintaining accountability and service quality. Handling queries, complaints, and claims effectively is an essential part of operating a professional consultancy and aligns with the reasonable expectations of clients, contacts, and other parties who engage with us. The personal information processed for these purposes typically includes names, contact details, correspondence, engagement records, contractual information, and details relevant to the issue raised. In some cases, this may include information needed to assess the facts of a complaint or claim, respond to legal or insurance matters, or demonstrate compliance with professional or contractual obligations. The benefits of processing this information include:

Enabling us to respond accurately and efficiently to queries and concerns
Allowing fair investigation and resolution of complaints or disputes
Supporting transparency, accountability, and service improvement
Protecting the rights and legitimate interests of all parties involved
Maintaining appropriate records for audit, insurance, or legal purposes This processing is necessary because we would be unable to properly investigate issues, communicate with relevant parties, or resolve complaints or claims without using the information provided. The processing is limited to what is relevant and proportionate to the matter being addressed and is used only for the purposes of handling the query, complaint, or claim. We have balanced our legitimate interests against the rights and freedoms of individuals and take steps to minimise any potential impact by:

Collecting and using only information relevant to the specific issue
Treating all information confidentially and sensitively
Limiting access to authorised individuals only
Applying appropriate technical and organisational security measures
Retaining information only for as long as necessary to resolve the matter and meet legal or contractual requirements We do not use personal information collected for dealing with queries, complaints, or claims for unrelated purposes, such as marketing. Individuals have the right to object to processing based on legitimate interests, and we will consider any objection carefully. Where there are no compelling legitimate grounds to continue processing, we will stop processing the information. Overall, we believe that processing personal information for dealing with queries, complaints, or claims is reasonable, necessary, and proportionate, and that the benefits of resolving issues fairly and protecting all parties clearly outweigh any minimal impact on individual privacy, while respecting data protection rights.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you
Regulatory authorities
Legal bodies or professionals (such as courts or solicitors)
Debt collection agencies
Publicly available sources
Previous employment
Market research organisations
Credit reference agencies
Providers of marketing lists and other personal information
Suppliers and service providers

How long we keep information

Data retention

PRT Specialised Services Ltd retains personal information only for as long as is necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, contractual, and operational requirements. Retention periods are determined based on the nature of the information, the purpose for which it is processed, and any applicable statutory or professional obligations.

Where possible, personal information is deleted, anonymised, or securely destroyed once it is no longer required.

Typical retention periods

Type of personal information	Typical retention period
Client and customer account records (including contact details, contracts, correspondence, and engagement records)	Duration of the client relationship plus 6 years
Financial and transactional records (including payment history and tax documentation)	6 years from the end of the relevant financial year

Type of personal information	Typical retention period
invoices, payments, and accounting records)	financial year, in line with HMRC requirements
Marketing and communications data	Until consent is withdrawn or an objection is received, or after a period of inactivity of 24 months
Recruitment records (including CVs, applications, and interview notes)	Up to 12 months after the recruitment process ends, unless consent is given for longer retention
Queries, complaints, and claims records	Up to 6 years from resolution of the matter
Website and technical data (including logs and analytics)	Typically 12–26 months, depending on the nature of the data
Research and archived records	Retained only as long as necessary for legitimate business, legal, or historical purposes and reviewed periodically

Additional information

In some circumstances, we may retain information for longer periods where required to comply with legal obligations, respond to regulatory or legal claims, or protect our legal rights. Where retention is extended, access is restricted and the information is securely stored.

When retention periods expire, personal information is securely deleted or anonymised in accordance with our data retention and disposal procedures.

Individuals may request further information about our retention practices or request deletion of their personal information, subject to legal and contractual restrictions.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

Cloud email and productivity service providers, Website hosting and IT infrastructure providers, Customer relationship management (CRM) and contact management providers, Accounting, invoicing, and financial software providers, Professional advisers.

This data processor does the following activities for us:

PRT Specialised Services Ltd uses the following categories of data processors to support the operation of its business and delivery of services:

Cloud email and productivity service providers Providers of email, document storage, collaboration, and productivity tools Industry\/Sector: Information technology and cloud services Location: UK and EEA, with some data stored in the UK and EU (and, where applicable, other jurisdictions subject to appropriate safeguards)
Website hosting and IT infrastructure providers Providers of website hosting, domain management, and related IT services Industry\/Sector: Web hosting and IT infrastructure Location: UK and EEA
Customer relationship management (CRM) and contact management providers Providers of systems used to manage client and prospect information and communications Industry\/Sector: Business software \/ SaaS Location: UK and EEA (with international providers where appropriate safeguards are in place)
Accounting, invoicing, and financial software providers Providers of accounting, invoicing, and payment administration systems Industry\/Sector: Financial software and business services Location: UK and EEA
Professional advisers Providers of professional services such as legal, accounting, tax, or compliance advice Industry\/Sector: Professional services Location: United Kingdom
IT support and security service providers Providers of IT maintenance, cybersecurity, and technical support services Industry\/Sector: Information technology services Location: United Kingdom and EEA All processors are engaged under appropriate contractual arrangements that include data protection obligations and, where required, appropriate international data transfer safeguards.

Others we share personal information with

Debt collection agencies
Insurance companies, brokers or other intermediaries
Professional or legal advisors
Insolvency practitioners
Regulatory authorities
External auditors
Organisations we’re legally obliged to share personal information with
Publicly on our website, social media or other marketing and information media
Previous employers
Suppliers and service providers
Professional consultants

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint