Privacy notice

Poteris CIC is committed to taking the protection of your data and all data it collects and use very seriously. Where you are a client, prospective client, and when you use our website we will be the data controller. When we are working for you and processing personal information you have provided as part of a service we are providing, we will be your data processor.

If you have any questions or concerns relating to this Privacy and Data Protection Notice, please get in touch using our contact form.

About the information we collect

The type of personal information we collect from you will depend on the context in which we interact with you. In general, this will include, but is not limited to:

Name, telephone number, email address and job title
Contact information including the company/organisation/institution you may work for, telephone number(s) and email addresse(s)
Payment information (if applicable to an individual)
Information that you provide to us as part of us scoping or providing services to you or working with you as partners on a project (depending on the nature of the work)
If applicable Relevant information as required by any applicable Know Your Client and/or Anti-Money Laundering regulations (which may include request for identity information such as passports and information collected from publicly available sources e.g. Companies House)
Any additional information you provide in emails and other communications we have with you
Your image or video recording of you in a video call or live, online training session you are attending that is provided by us
Political affiliation, where it is inherently connected to the service we are providing

When you visit our website, we will collect the following information about you:

Information about the device used to access our website, your visits and use of the website including your IP address, internet log information, location, browser type and version, referrer and activity, and details of visitor behaviour patterns
We record your activity and preferences when visiting our website through the use of cookies (see “Cookies”, below)
IP address, operating system and browser information

How we use your information

We will only use your personal information in a way that is within your expectations. The personal information we collect when you visit our website, communicate with us, and possibly go on to work with us helps us:

Respond to you when you fill in a contact form (e.g. ‘contact us’)
Communicate, develop and collaborate with you for any prospective or ongoing projects we work upon with or for you
To inform our working relationship with you and, if applicable, the work we do for you
To invite you to relevant events, webinars, training opportunities and to sign up to our newsletter
Monitor the website and keep it secure, it helps us understand how we might improve the website through numbers of visits, visitor patterns and behaviour
Promote and develop services and grow our organisation
Run our organisation, provide administration and IT services, ensure network security, and prevent fraud
Collect information to understand more about our stakeholders’ interests and preferences and to inform our marketing strategy
To keep our website updated and relevant, to develop our organisation, and to inform our marketing strategies
To add you to digital communications activities lists and send you content where you have indicated your consent for us to do so
Answer any enquiries you submit to us via the website inclusive of information submitted via any webform, survey, poll or information capture on any part of the website

Lawful basis for processing

Where you have made an inquiry into working with us, for example, you have sent us an email, you’ve completed a ‘contact us’ form or other forms on our website or social media pages, or we have met you at an exhibition or conference our legal basis will be in the performance or negotiation of a contract. This also means that we will send you further marketing collateral until you indicate to us you no longer wish to receive this information.

For our organisational development such as how to better engage with you or where we can better organise ourselves and the information we hold about you, we will process your personal information based on our legitimate interest as an organisation. It is also within our legitimate interests to maintain security practices in our physical and digital networks.

For marketing purposes, we will only use your personal information where you have provided your explicit consent for us to do so. You may opt-out at any time and we will make it as easy for you to remove your consent as it was to give your consent. We also use consent as the lawful basis for the use of Cookies on our website.

How long we keep your data

We will only keep personal information for as long as it is needed to fulfil the purpose for which it was collected. When we have finished a particular project with you will retain any personal data where we are a data processor for at least three (3) months from the point of project end unless you ask us to keep a copy of the information you have provided. I.e. you may want to re-use the personal information again within our services and it makes sense for us to keep a copy for any further work.

Where we are the data controller, and you discontinue services with us we will continue to hold your personal information on file for ten (10) years in case there may be any future disputes or concerns arising from work we have provided you with.

Your personal information shall be retained within digital email calendars and subject to archiving processes conducted on an ad hoc basis. Name badges will be destroyed when you leave the premises. The ID that is requested to be shown at the building front desk is for verification purposes only and we don’t record this information.

Closed-circuit television (CCTV) operates inside and outside our office building for security purposes. The information is viewed by the building security company on a live feed and may be recorded at the discretion of the provision of security services supplied by the building we occupy.

When we provide you Wi-Fi on site for the use of visitors, we’ll provide you with the login details. We record the device address and will automatically allocate you an IP address whilst on site. We also log traffic information in the form of sites visited, duration and date sent/received. This information is retained for a reasonable period of time to monitor the security of Wi-Fi use when onsite.

We sometimes record audio and video of meetings and/or training sessions we have delivered which we retain for our internal improvement purposes.

Security, storage and sharing of your data

We take the security of your information very seriously and have put physical, technical, operational, and administrative strategies, controls and measures in place to help protect your personal information from unauthorised access, use or disclosure as required by law and in accordance with accepted good industry practice. We will always keep these under review to make sure that the measures we have implemented remain appropriate.

Your personal data may also be stored with specific third-party services for the minimum period necessary to perform activities with your personal information. Each third-party is subject to contractual and security reviews to ensure adequate and comparative levels of security, we’d expect for ourselves, is provided for the data they process on our behalf.

The types of third-party providers we use include:

Mass email services
Communications providers
Survey platform services
Client Relationship Management services
Website services and platform providers
IT and Data Protection services organisations
Creative agencies we work with within service provision
If applicable, law enforcement agencies

Where appropriate, we may share your personal information with our professional advisers including our lawyers and auditors, project partners, industry experts, peers (of a group you are involved in as a Sector Stakeholder), and local and central government departments where it is strictly necessary. It is also possible that we may be required to share your data to comply with applicable laws or with valid legal processes, such as in response to a court order.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded by implementing at least one of the following safeguards:

Transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK (the UK also recognises the European Commission list of adequate countries. For further details, see European Commission: Adequacy of the protection of Personal Data in non-EU countries)
Specific contracts/agreements approved by the UK which give personal data the same protection it has in the UK. For further details, see UK International Data Transfer Agreements. We will also assess in-country standards as part of this process.

Cookies

Cookies are small text files that are placed onto a device when users first visit a website which monitors interactions with the site.

We use cookies to:

Recognise you when you return.
Embed content hosted by third parties.
Improve your experience on our website through monitoring content and feature usage.

There are three categories of cookies we set:

Necessary cookies – these cookies are necessary for the website to function
properly. Some of the following actions can be performed by using these cookies: keeping you logged in; serving video content we host with third parties; storing your cookie consent preferences.
Performance cookies – these cookies are used to gather statistical information about the use of our websites, also called analytics cookies. We use this data for performance and website optimisation.
Functional cookies – These cookies enable more functionality for our website
visitors, and can be set by our external service providers or our own website.

We set the following cookies on our website:

Google Analytics – We use Google Analytics cookies to collect information about how you interact with our website, including how you reached it, which content you interacted with and information about the device you used, including browser type/version and operating system. We collect your IP address to understand where our visitors are located. These cookies are only set if you opt in to analytics cookies. Google’s privacy policy.
Google Tag Manager – We use Google Tag Manager to manage the analytics tags we deploy. This controls the analytics information we collect, and ensures we only collect analytics data when visitors have opted in. These are necessary cookies. Google’s privacy policy.
Iubenda – We use Iubenda to power our cookie banner. Their banner sets necessary cookies to store your cookie preferences, and controls the scripts that are permitted to run on our website. Iubenda’s privacy policy.

Your data protection rights

You have the following rights in respect of your personal data:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances including where we are processing your data based on consent.
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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

To exercise any of these rights, please get in touch using our contact form stating your request.

How to complain

If you would like to make a complaint, please get in touch using our contact form outlining your complaint.

If you feel we have not addressed your complaint sufficiently, you can then complain to the UK Information Commissioner’s Office (ICO) using the details below:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Changes to this privacy notice

We may update this privacy notice from time to time. Any changes will be posted on this page with an updated revision date.

This Privacy Notice was last updated in April 2026.