Privacy policy
Executive Reputation Ltd is a strategic communications business and our company number is 16995908, registered office 71-75 Shelton Street, London, WC2H 9JQ, United Kingdom. We are registered with the Information Commissioner’s Office; registration number ZC086985.
We respect your privacy and are committed to protecting your personal data. This privacy notice explains what types of personal information we collect about you, what we do with that personal information, the legal basis for our processing of your personal information, what rights you have in relation to your personal information and how you can exercise those rights. It also explains how we keep your personal information safe and secure. We take our Data Protection obligations very seriously and this notice gives you information about our approach to Data Protection legislation (UK & EU General Data Protection Regulation, Data Protection Act 2018, Privacy & Electronic Communications (EC Directive) Regulations (PECR)) and any subsequent updated legislation.
IMPORTANT INFORMATION AND WHO WE ARE
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice gives you information on how Executive Reputation Ltd collects and processes your personal data through the provision of our services to our clients in accordance with our terms and conditions, through individuals’ usage of our website or through other direct communications between us and our clients or potential clients. We may hold information about clients and their employees, customers, suppliers, experts, lawyers, officials, academic researchers, journalists and other third parties.
It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This notice supplements other privacy notices and is not intended to override them. We may update this notice at any time, details of which are found at the end of this document.
CONTACT DETAILS
If you have any questions about this privacy notice or any other Data Protection query, please contact us using the details set out below;
Full name of legal entity: Executive Reputation Ltd
Email address: team@executivereputation.co.uk
Postal address: 71-75 Shetlton Street, London, WC2H 9JQ
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for Data Protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us or if you would like to opt-out of any services we provide.
THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about a living individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store, process and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes name (and relevant documents to verify identity data), preferred pronoun.
Contact Data includes address, (and relevant document to verify address data), email address and telephone numbers, company information.
Financial Data includes invoices, details about payments to and from you, bank account and payment card details.
Professional Data includes details relating to your organisation, employment information and contact details.
Technical Data includes your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access this website.
Research Data includes your data which is available from public sources.
Marketing & Communications Data such as your marketing and communication preferences, your interests and feedback.
We do not routinely collect or request any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership or information about your health). Nor do we routinely collect or request any information about children or criminal convictions or offences.
Where we receive this type of personal data from our clients, the client must have a lawful basis to process and to lawfully transfer and share this personal data with Executive Reputation Ltd.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel the service you have with us, but we will notify you if this is the case at the time.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where we need to perform the contract we are about to enter into or have entered into with you (Article 6(1)(b)).
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (Article 6(1)(f)).
Where we need to comply with a legal obligation (Article 6(1)(c)).
Where we need your consent (Article 6(1)(a)).
Generally, we do not rely on consent as a legal basis for processing your personal data, except in limited circumstances.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below a description of the ways we use your personal data, and which of the legal bases for processing we rely on to do so.
PURPOSES/ACTIVITY
To register you as a new client: Article 6(1)(b) – Performance of a contract
To process financial matters, such as managing invoices, payments, fees, charges & collecting and recovering money owed to us: Article 6(1)(b) Performance of a contract
To manage our client relationship: Article 6(1)(b) Performance of a contract
To administer our business, including administration, finance, data analysis, testing, system maintenance, support, reporting and hosting of data: Article 6(1)(f) Necessary for our legitimate interests (for running our business),
To use data analytics to improve our website, products/services, marketing and customer relationships: Article 6(1)(f) Necessary for our legitimate interests (to develop our business and to inform our marketing strategy).
To comply with any legal obligations upon us: Article 6(1)(c) necessary to comply with a legal obligation.
To market our business: Article 6(1)(f) Necessary for our legitimate interests (for marketing our business, including events and briefings).
Please note the above list is not exhaustive but gives an indication of the data we collect and our legal bases for processing your personal data.
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. Executive Reputation Ltd market our clients and prospective customers from time to time with details of events or information which we feel may be of interest. We will not share your personal data with any third party for marketing purposes. You can ask us to stop sending you marketing messages at any time by contacting us or by clicking the ‘Unsubscribe’ link in our emails.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
In the unlikely event that we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
DISCLOSURES OF YOUR PERSONAL DATA
We may share your personal data with authorised third parties. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Additionally, we may be required by law to share your personal data.
The following is an indication of the third parties we may share your personal information with:
HM Revenue & Customs, regulators and other Authorities who require reporting of processing activities in certain circumstances.
With business partners, suppliers and sub-contractors we engage to assist in providing our communications services and for the performance of any contract we enter into with them on your behalf.
With associates and suppliers, journalists, media organisations and other interested parties, including clients, as part of the provision of communications services
With professional law firms acting on behalf of our clients or instructed by Executive Reputation Ltd.
To any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person,
To enforce or apply our Terms of Service or other agreements or to protect Executive Reputation Ltd and our customers (including with other companies and organisations for the purposes of fraud protection and credit risk reduction).
INTERNATIONAL TRANSFERS
Our data is typically hosted in the UK and other parts of the EEA, there are however some of our contracted technical service providers that process data from outside of the EEA. Where these transfers and any other transfers that may occur in the future are concerned, we ensure that there is a legal basis for the transfer and a lawful transfer mechanism in place prior to any transfers in place, in accordance with Data Protection legislation.
Any such transfers are currently done using either a transfer to a country with an adequacy ruling, or if a third country, using the UK International Data Transfer Agreement (IDTA), or the European Commission Standard Contractual Terms (SCC’s) with the UK ICO Standard Contractual Clauses Addendum and the relevant transfer impact/risk assessments. Should the international data transfer requirements change, we will review the obligations and amend this notice as appropriate.
Additionally, we provide services to clients globally and will share relevant data with our clients who may be based out of the UK and EEA. We will ensure the relevant safeguards listed above are in place for such transfers. More information can be obtained by contacting us.
DATA SECURITY
We take the security of your information very seriously. We have in place appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and contractors who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
DATA RETENTION
We keep personal information only for as long as necessary to fulfil the purposes for which it was collected, including providing our services, meeting legal and accounting requirements, and managing our business operations.
Retention periods vary depending on the type of information and the purpose for which it is used. For example:
Client contact and engagement information is generally kept for a limited period after an engagement ends
Contracts and financial records are retained for up to six years to meet legal and tax obligations
Marketing contact details are kept until an individual opts out or becomes inactive
When personal information is no longer required, it is securely deleted or anonymised.
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.
CHANGES TO THIS PRIVACY NOTICE
From time to time, we may revise this Privacy Notice. Any such changes will be reflected on this page.
Last updated: February 2026