Colin Pollard Consultancy Privacy Policy

We are committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who visit our website or otherwise interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you are happy with any changes. By using our website, you are agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to or by writing to Colin Pollard Consultancy, 66/22, Graham Street, Birmingham B1 3JR.

Who are we?

We are a ‘data controller’ and a ‘data processor’ for the purposes of (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”).  This means that we are responsible for, and control the processing of, your personal information and that we may do the same on behalf of clients’ or bought-in data in the course of our work.

How do we collect information from you?

We obtain information about you when you interact with us in different ways such as:

  • When you interact with us directly:This could be speaking with us at networking events at which we agree to swap business details in order to keep in touch and for us to send you regular thought pieces by email. Where our interaction has been substantive we may also use your telephone number to make contact with you. This includes when you email us, phone us, visit our website, or in person.
  • When you interact with us through third parties:This could be if an existing contact of ours refers us to you and provides us with your contact details. We will use those details to either email or telephone you or both.
  • When you visit our website:We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.
  • When we buy data on your behalf:We run marketing campaigns for clients and in doing so we may buy data on your behalf. This data is only ever sourced from regularly used reputable sources and is always GDPR compliant.
  • When you supply data to us:We run marketing campaigns for clients and in doing so you may supply us with target data to communicate with. We will only agree to receive this data if you have provided evidence of its compliance to GDPR.
  • When you interact with our clients:We run marketing campaigns for clients and in doing so you may interact with us over the phone, with web sites, emails and social media.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when or the same details for data bought or collected on your behalf or supplied by you.

We will only use this information:

  • For the purposes of dealing with your/their enquiry, quality monitoring or evaluating the services we/you provide.
  • We will not pass on your/their details to anyone else without your express permission except in exceptional circumstances. Examples of this would be a loss of life or significant safe guarding risk to individual(s).
  • Where you/they have given us your/their express consent or otherwise clearly indicated to us that you/they are happy for us to share your/their story, then we may publish it on our blog or in other media.

Legal Basis

In some cases, we will only use personal information where we have consent or because we need to use it to fulfil a contract.

However, there are other lawful reasons that allow us to process personal information and one of those is called ‘legitimate interests’. This means that you are an existing or past client or prospect with whom we have spoken and met and with whom we have already communicated by email and or phone. This also means we may have met at a networking event, conference, presentation or workshop that we have conducted and that we have had a conversation in which we agree to share details for the purposes of mutual future benefit. It also means our clients data, data bought in or collected on their behalf.

Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we consider your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your Personal information are where we use your personal information for data analytics, conducting research to better understand who our prospects or our clients prospects are, improving our/their services or for complying with the requirements of Her Majesties Revenue and Customs (HMRC).

How is your information used?

We may use your information to:

  • process orders/applications that you have submitted;
  • to carry out our obligations arising from any contracts entered into by you and us/our clients;
  • seek your views or comments on the services we/our clients provide;
  • notify you of changes to our/our clients services;
  • send you communications which you have requested and that may be of interest to you. These may include information about opinion, commentary, business best practices;
  • We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example by the HMRC). We will hold your/our clients’ personal information on our systems for as long as is necessary for the relevant activity, or if it is set out in any relevant contract you hold with us.

Who has access to your information?

We will not sell or rent your information or information from clients’ data, bought in or collected data to third parties.

We will not share this information or process this data with third parties for marketing purposes unless this is explicitly explained to you and you agree to your information being shared; for example, with social media consultants, email broadcast platforms, printers and fulfilment houses with whom we commission marketing and promotional work on your behalf. You control if you opt in or opt out of this agreement.

Third Party Service Providers working on our behalf: We may pass data we are processing on your behalf to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example for direct mail, email marketing or social media marketing). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep data you have supplied us to process or we have bought or gathered or gathered on your behalf secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information or data you have supplied to us or we have bought or gathered on your behalf to third parties beyond Colin Pollard Consultancy for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Your choices

You and the data subjects we process on your behalf have a choice about whether or not you/they wish to receive information from us. If you/they do not want to receive emails from us all emails will have a clear address displayed to which an instruction to cease communicating can be sent. If you/they do not want to receive social media messaging or marketing from us you/they can email We do not use mass email for marketing purposes. If a client contracts us to conduct such a campaign on their behalf, we will employ a GDPR-compliant sub-contractor to complete this work.

How you can access and update your information

The accuracy of your information and the information of your data /data subjects bought or gathered in on your behalf is important to us. To ensure we have the most up-to-date and correct information for you or your data subjects or data subjects bought or gathered in on your behalf: you can submit your information by email to; or your data subjects/ data subjects bought or gathered in on your behalf can submit their information to the campaign specific email address set-up as part of campaigns launched and managed by us on your behalf.

You/your data subjects/data subjects bought or gathered in on your behalf have the right to ask for a copy of the information that we hold about you/your data subjects/data subjects bought or gathered in on your behalf. We may charge £10 for information requests to cover our costs in sourcing and providing you/them with details of the information we hold about you/them.

Security precautions in place to protect the loss, misuse or alteration of information held on your/your data/data bought or gathered in on your behalf

When you give us personal information or where we process personal information on your behalf, we take steps to ensure that it’s treated securely. We generally do not hold sensitive data about any person. If you provide us with your curriculum vitae, and give us specific permission to hold a copy of this to reference in relation to current or future employment possibilities, then this will be held in a secure location within our network.

Non-sensitive details (email address etc.) are stored in our Cloud-based customer relationship management system and are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.


We may analyse your personal information to create a profile of your/your data subjects/data subjects bought or gathered on your behalf interests and preferences so that we can make contact with information relevant to you/your data subjects/data subjects bought or gathered on your behalf. We may make use of additional information about you/your data subjects/data subjects bought or gathered on your behalf when it is available from external sources to help us do this effectively. We may also use the personal information of yours/your data subjects/data subjects bought or gathered on your behalf to detect and reduce fraud and credit risk.

Use of ‘cookies’

Like many other websites, we may use cookies. ‘Cookies’ are small pieces of information sent by an organisation to the computer of your/your data subjects/data subjects bought or gathered on your behalf and stored on your/their hard drive to allow that website to recognise you/them when you/they visit. They collect statistical data about your/their browsing actions and patterns and do not identify you/them as an individual. For example, we may use cookies to store your/their area of interest. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting browser preferences. Turning cookies off may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you/your data subjects/data subjects bought or gathered on your behalf to read the privacy statements on the other websites you/they visit. We cannot be responsible for the privacy policies and practices of other sites even if you/they access them using links from our website.

In addition, if you/they linked to our website from third-party sites, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you/your data subjects/data subjects bought or gathered on your behalf are aged 16 or under‚ please get your/their parent/guardian’s permission beforehand whenever you/they provide us with personal information.

Transferring the information of your/your data subjects/data subjects bought or gathered on your behalf outside of Europe

As part of the services offered to you/your data subjects/data subjects bought or gathered on your behalf through this website, the information which you/your data subjects/data subjects bought or gathered on your behalf provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your/their personal data your/your data subjects/data subjects bought or gathered on your behalf are agreeing to this transfer, storing or processing. If we transfer your/their information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your /their privacy rights continue to be protected as outlined in this Policy.

If you/your data subjects/data subjects bought or gathered on your behalf use our services while you/they are outside the EU, your information may be transferred outside the EU to provide you with those services.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in May 2018.