At PCPS UK (“we,” “our,” or “us”), we are fully committed to safeguarding the privacy and personal data of every individual who visits our website, engages with our services, or interacts with us in any capacity. This Privacy Policy has been developed to provide clarity, transparency, and assurance about how we collect, use, store, and protect your personal data in accordance with our obligations under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant laws.
We understand the importance of privacy, especially in today’s digital environment. Whether you are visiting our site out of interest, using our services, or contacting us for support or collaboration, your trust matters to us. This policy aims to provide all the information you need to make informed decisions about how your data is handled.
1. What Information We Collect
We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped as follows:
• Identity Data – includes your full name, title, and any relevant identifiers.
• Contact Data – includes your email address, telephone number, and physical address.
• Technical Data – includes your IP address, browser type and version, time zone setting, browser plug-in types, operating system, and platform.
• Usage Data – includes information about how you use our website and interact with our services.
• Communications Data – includes records of communications, such as emails and contact form submissions.
• Marketing and Preferences Data – includes your preferences in receiving marketing communications from us.
We do not collect any special category data (such as health or biometric data) unless required for a specific service with your explicit consent.
2. How We Use Your Information
We only use your personal data where the law allows us to. Most commonly, we will use your personal data:
• To respond to your queries and provide support or assistance.
• To manage our relationship with you.
• To provide and improve our website, services, and user experience.
• To send service-related messages, including confirmations and updates.
• To send marketing emails, newsletters, or updates, if you have opted in.
• To meet legal obligations, including maintaining records.
• To ensure our website is secure, safe, and functioning optimally.
Your information is never used for automated decision-making or profiling.
3. Legal Grounds for Processing Your Data
Under UK data protection law, we must have a lawful basis to collect and use your personal data. These include:
• Consent – where you have given clear permission for us to process your personal data for a specific purpose.
• Contractual Necessity – where processing is required for the performance of a contract.
• Legal Obligation – where we are required to comply with a legal obligation.
• Legitimate Interests – where processing is necessary for our legitimate interests and these are not overridden by your fundamental rights.
4. Sharing Your Personal Information
We respect your privacy and only share your information when absolutely necessary. We may share your data with:
• Our internal team members who need access to deliver services.
• Professional advisors such as accountants or legal professionals.
• IT service providers and website hosting partners who support our infrastructure.
• Regulatory authorities, where legally required.
All third parties are bound by confidentiality and data protection obligations and are not permitted to use your data for their own purposes.
We do not sell, rent, or trade your personal data under any circumstances.
5. How We Keep Your Data Safe
We employ appropriate physical, electronic, and organisational safeguards to secure your data from unauthorised access, disclosure, alteration, or destruction. This includes:
• Secure hosting infrastructure.
• Encrypted data transmission protocols.
• Access controls and authentication.
• Regular security assessments and updates.
While we do our utmost to protect your data, we cannot guarantee complete security, particularly where communication occurs over the internet.
6. Data Retention
We will retain your personal data only for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, or reporting requirements. In general:
• Contact and communication data is kept for up to 12 months unless ongoing correspondence continues.
• Service-related data is retained in line with contract requirements.
• Marketing preferences are maintained until you opt out.
7. Your Rights Under Data Protection Law
You have specific rights under the UK GDPR. These include:
• Right to Access – request a copy of the personal data we hold about you.
• Right to Rectification – request corrections to inaccurate or incomplete data.
• Right to Erasure – request deletion of your data in certain circumstances.
• Right to Restrict Processing – limit how we use your data.
• Right to Data Portability – receive your data in a commonly used format.
• Right to Object – object to certain processing, including marketing.
• Right to Withdraw Consent – withdraw consent at any time where processing is based on consent.
To exercise these rights, please contact us via email at info@pcpsuk.org.
8. Cookies and Third-Party Links
Our website may use cookies and similar technologies to improve your browsing experience. Please refer to our Cookie Policy for detailed information.
Where our website contains links to third-party websites, please note that we are not responsible for their content or privacy practices. We advise you to review their privacy policies before providing any personal data.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business. Any changes will be posted on this page and will take effect immediately upon posting.
We recommend that you check this page regularly to stay informed about how we are protecting your personal data.
10. Contact Us
If you have any questions, concerns, or would like to exercise your data rights, you can contact us using the details below:
PCPS UK
Email: info@pcpsuk.org
