Privacy Policy

Actualize Promotions Ltd ("we", "our", or "us"), operating via actualizepromotions.co.uk, is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and safeguard your personal information when you visit our website, get in touch with us, or contact us about a role with the business.

For the purposes of the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), the data controller is Actualize Promotions Ltd. We are registered with the Information Commissioner's Office (ICO), registration reference ZB383909.

1. Information We Collect

We may collect and process the following categories of personal data:

• Identity Data: your name.
• Contact Data: your email address and, if you give it to us, your telephone number.
• Enquiry Data: whatever you tell us about what you're looking to achieve when you contact us, including details about your organisation and your requirements.
• Recruitment Data: if you contact us about a role — for example by emailing a CV to our recruitment team — we may hold your name, contact details, and the content of your application or CV.
• Technical Data: standard technical information (such as IP address and browser type) collected automatically by our hosting and security providers as part of operating the website securely.

2. How We Collect Your Information

We collect information directly from you when you:

• Submit an enquiry through our contact form.
• Email us directly, including about a job opportunity or with a CV.
• Call us by phone.

3. How We Use Your Personal Data

We process your personal data under the following legal bases:

We do not currently operate a marketing mailing list. If we introduce one in future, we will only add you with your clear consent, which you can withdraw at any time.

4. Third-Party Service Providers

To operate our website and handle enquiries, we share limited personal data with the following trusted service providers, each of whom processes data under their own privacy policy and only for the purpose of providing their service to us:

• Formspree — to receive and deliver contact form submissions.
• Microsoft 365 — for business email correspondence.
• Vercel — to host this website.
• Cloudflare — to keep the website secure and performing well.

5. Cookies

This website does not use analytics or advertising cookies. Our hosting and security providers may set strictly necessary cookies purely to keep the site secure and working correctly; these do not require consent under UK PECR rules.

6. Data Retention

• Enquiries that don't lead to further engagement: retained for 12 months, then securely deleted.
• Recruitment applications: retained for 6 months after a decision is made, then securely deleted, unless you are engaged with us, in which case we retain what's needed as part of your employment or contractor record.

7. Your Rights (UK GDPR)

Under UK data protection law, you have the right to:

• Request a copy of the personal data we hold about you.
• Ask us to correct inaccurate or incomplete data.
• Ask us to delete your personal data, where there's no good reason for us to keep it.
• Ask us to restrict how we use your data.
• Request that your data be transferred to you or a third party.
• Withdraw consent at any time, where we rely on consent to process your data.

To exercise any of these rights, contact us using the details below.

8. Data Security

We use appropriate technical and organisational measures to protect your personal data from being accidentally lost, accessed without authorisation, altered or disclosed.

9. Contact Us & Complaints

If you have any questions about this policy or want to exercise your rights, contact us at:

Actualize Promotions Ltd
7-11 Linenhall Street, Belfast, BT2 8AA
contact@actualizepromotions.co.uk

You also have the right to lodge a complaint with the UK supervisory authority for data protection:

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
www.ico.org.uk