Privacy Policy

Last updated: 22 September 2025

Important: This policy is intended to meet the transparency requirements of UK GDPR and EU GDPR for lead generation, including via LinkedIn Lead Gen Forms. It does not constitute legal advice. Please review and adapt the placeholders to your business before publishing.

1) Scope of this notice

This notice applies to personal data collected directly from you (e.g. through LinkedIn Lead Gen Forms, our website, phone or email) and, where applicable, from third parties (e.g. referrals). It covers prospective customers, suppliers, and other business contacts.

2) Personal data we collect

• Identity and contact details (e.g. name, job title, company, email, phone).
• Professional profile information (e.g. industry, company size, location) where provided in forms or your LinkedIn profile.
• Enquiry details (e.g. service interests, budget, timelines, project location).
• Communications and engagement data (e.g. emails, call notes, meeting outcomes, marketing preferences).
• Technical data where relevant (e.g. device, IP, and analytics if you visit our website).

3) How we collect your data

• Directly from you via LinkedIn Lead Gen Forms you submit to us.
• Directly from you when you contact us by phone, email, web forms, or at events.
• From your public professional profile(s) where you choose to share details with us (e.g. LinkedIn).
• From referrals or colleagues who share your business contact details with us, where appropriate.

4) Purposes and lawful bases of processing

We process personal data only where we have a lawful basis under UK GDPR/EU GDPR. Depending on the context, we may rely on:

• Consent: when you tick an opt‑in box on a LinkedIn Lead Gen Form or otherwise give clear consent to receive marketing by email/SMS or to be contacted about a specific request.

• Legitimate interests: to pursue and grow our business by responding to your enquiries, providing proposals, and sending relevant B2B marketing communications. We balance these interests against your rights and expectations and you can object at any time.

• Contract: to take steps at your request before entering into a contract and to perform our contract with you (e.g. to provide services).

• Legal obligation: to comply with laws (e.g. tax, accounting, or regulatory requirements).

5) Direct marketing and your choices

We may send B2B marketing communications about our services by email, phone or LinkedIn. Where required by law, we will only send electronic marketing with your consent. You can opt out at any time by using the unsubscribe link in emails or by contacting us at privacy@proactivegroup.co.uk.

6) Who we share your data with

• Service providers acting as processors who provide IT, cloud hosting, CRM, analytics, communications and marketing tools (under contract and subject to confidentiality and data protection obligations).
• Professional advisers (e.g. auditors, bankers, insurers, lawyers).
• Within the Proactive Group companies where needed to respond to your enquiry and deliver services.
• Public authorities, regulators and law enforcement where required by law.

7) International transfers

Some of our service providers may be located outside the UK or EU/EEA. Where we transfer personal data internationally, we use lawful transfer mechanisms, such as adequacy decisions, the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses (as applicable), and we assess the risk of the transfer.

If you would like more information about the safeguards we use for international transfers, please contact us.

8) How long we keep your data

We keep personal data only for as long as necessary for the purposes set out in this notice:

• Prospective client enquiries and LinkedIn leads: typically retained for up to 24 months from last meaningful interaction, unless you opt out sooner or we are required to keep the data longer (e.g. to establish or defend legal claims).
• Client and supplier records, invoices and contracts: retained for up to 7 years to meet tax and accounting obligations.

We may keep data for longer where required by law or to exercise or defend legal claims, after which it will be securely deleted or anonymised.

9) Your data protection rights

• Right to be informed about how we use your data.
• Right of access to your personal data and to receive a copy.
• Right to rectification of inaccurate or incomplete data.
• Right to erasure (in certain circumstances).
• Right to restrict or object to processing (including to direct marketing at any time).
• Right to data portability (in certain circumstances).
• Right to withdraw consent at any time where we rely on consent, without affecting the lawfulness of processing before withdrawal.

To exercise your rights, please contact privacy@proactivegroup.co.uk or use the contact details below.

10) Do you have to provide your data?

Providing your business contact details is optional. However, if you do not provide certain information we may be unable to respond to your enquiry or provide requested services.

11) Automated decision-making

We do not carry out decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects concerning you.

12) How we protect your data

We implement appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit where feasible, secure configurations, staff training and retention policies.

13) Children

Our services and lead generation activities are aimed at business professionals. We do not knowingly collect personal data relating to children.

14) Questions or complaints

If you have questions or concerns about how we use your data, please contact us first at privacy@proactivegroup.co.uk. You also have the right to lodge a complaint with your local data protection authority. In the UK, this is the Information Commissioner’s Office (ICO) at ico.org.uk.

15) Updates to this policy

We may update this notice from time to time to reflect changes in our practices, technologies or legal requirements. We will post the updated version with a new ‘Last updated’ date.

Appendix – LinkedIn Lead Gen Forms (what we do with your data)

• When you submit a LinkedIn Lead Gen Form to us, we receive the information you choose to provide (e.g. name, email, phone, company, job title and your responses to any custom questions).
• We use this information to respond to your request (e.g. send a quote, provide a brochure, or contact you about services you indicated interest in).

With your consent, we may also send you news and marketing updates about our services. You can withdraw co