Privacy Policy


This Privacy Policy explains how Orange PR & Marketing Ltd ("we", "us", "our") collects, uses and protects personal data. We are the data controller for the personal data described in this policy. It replaces our previous policy dated 27 October 2022.


Orange PR & Marketing Ltd is a company registered in England & Wales (company number 15408810), registered office The Nursery, Layer Marney Tower, Roundbush Road, Layer Marney, Colchester, CO5 9US.


Who this policy covers


This policy applies to personal data we process about visitors to our website, prospective and current clients and their staff, suppliers and contacts, people who attend our meetings or events, people who contact us or subscribe to our updates, and job applicants.


The personal data we collect


Depending on your relationship with us, we may collect:


  • Identity and contact details — name, job title, employer, email address, telephone number, postal address;
  • Correspondence and enquiry details — the content of messages, calls and meetings with us;
  • Website and technical data — IP address, device and browser information, and how you interact with our website (see the Cookie Policy);
  • Client project data — information you provide so we can deliver our services, which may include personal data about your staff or contacts;
  • Recruitment data — where you apply for a role, your CV, application and related information;
  • Meeting recordings and transcripts — where you have consented, using tools such as Fathom and Otter.


How we collect it


We collect personal data directly from you (when you contact us, engage our services, apply for a role or attend a meeting), automatically when you use our website (via cookies and analytics), and occasionally from public sources such as company websites and professional networks in the course of PR and media work.


Why we use it and our lawful bases


Under UK GDPR we must have a lawful basis for using personal data. We rely on:


  • Contract — to provide our services to clients and manage our relationship with them;
  • Legitimate interests — to respond to enquiries, run and promote our business, carry out PR and marketing activity, and keep our services secure, provided your rights do not override those interests;
  • Consent — for non-essential cookies, certain marketing, and recording meetings; you can withdraw consent at any time;
  • Legal obligation — to comply with our legal, tax and regulatory duties.


Cookies and analytics


Our website uses cookies and similar technologies, including Google Analytics via Google Tag Manager. Non-essential cookies are only set with your consent. Full details are in our Cookie Policy.


Artificial intelligence and meeting tools


We use AI-based tools in our work in line with our AI Usage Policy. In particular, we may use AI note-taking and transcription tools (such as Fathom and Otter) to record and transcribe meetings where we have given advance notice and obtained consent. We do not input sensitive, confidential or personal data into public AI tools, and we do not use personal data to train third-party AI models. Where an AI provider processes personal data on our behalf, we put an appropriate data processing agreement in place.


Who we share your data with


We may share personal data with:


  • Our staff, agents and professional advisers, where necessary;
  • Trusted service providers who process data on our behalf — for example website hosting, email, cloud storage, analytics and the AI tools described above;
  • Third parties in connection with a sale or reorganisation of our business;
  • Regulators, law enforcement or other authorities where we are required to do so by law.


We do not sell your personal data.


International transfers


Some of our service providers (including certain AI and cloud tools) are based outside the UK. Where personal data is transferred outside the UK, we ensure an appropriate safeguard is in place — such as UK "adequacy" regulations or the International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.


How long we keep it


We keep personal data only for as long as necessary for the purposes set out in this policy, after which it is securely deleted or anonymised.We keep personal data for up to 6 years after our relationship with you ends, unless we are required to keep it longer for legal or tax reasons, after which it is securely deleted or anonymised. Data may persist on secure backups for a limited period.


Keeping your data secure


We use appropriate technical and organisational measures to protect personal data, including access controls, secure storage and staff training. If you suspect any misuse, loss or unauthorised access to your data, please tell us immediately using the contact details below. We have procedures to deal with any suspected personal data breach and will notify you and the ICO where we are legally required to do so.


Your rights


You have the right to: access your data; have it corrected; have it erased; restrict or object to our use of it; data portability; and, where we rely on consent, to withdraw that consent at any time. To exercise any of these rights, contact us using the details below. You will not usually have to pay a fee, and we will respond within one month.


Marketing


Where you have subscribed to our updates or we contact you about our services on the basis of legitimate interests, you can opt out at any time using the unsubscribe link in our emails or by contacting us.


Complaints


If you are unhappy with how we have handled your data, please contact us first. 


Changes to this policy


We may update this policy from time to time. The current version is always posted on our website with the date it was last updated.


Contact us


For any privacy matter, contact us at [email protected] or by post at the address above.