Privacy Policy

1. Who we are

Protect Our Postcode is responsible for deciding how and why your personal information is used. This means we act as the data controller for the information covered by this policy.

If you have a privacy question or want to exercise one of your rights, email [email protected].

2. Information we collect

Depending on how you interact with us, we may collect:

• your first name and last name;
• your email address and UK phone number;
• event-registration details and your communication preferences;
• the content of messages, questions or other correspondence you send us;
• basic technical and security information, such as IP address, browser type, device information, timestamps and form-security signals; and
• records showing when and how you gave or withdrew consent, where consent applies.

We normally collect this information directly from you when you complete a form, contact us, register for an event or otherwise communicate with us.

3. How and why we use your information

Where we rely on legitimate interests, we consider whether our use is necessary and balanced against your rights and reasonable expectations.

4. Information needed to register

Fields marked as required are needed so that we can identify your registration and contact you with essential event information. If you do not provide those details, we may be unable to process your registration or respond to your request.

5. Who we share information with

We only share personal information where it is reasonably necessary. Recipients may include:

• HighLevel/LeadConnector, which provides our online form and contact-management system;
• email, SMS, website-hosting, IT, security and analytics service providers;
• event venues, organisers or delivery partners where they need the information to support an event;
• professional advisers, insurers or auditors; and
• regulators, law-enforcement bodies, courts or other authorities where disclosure is required by law.

Service providers acting for us are expected to handle personal information only for the agreed purpose and to protect it appropriately. We do not sell or rent your personal information.

6. International transfers

Some of our technology providers may store or process information outside the United Kingdom. Where UK data-protection law requires it, we use an approved transfer mechanism or rely on another lawful safeguard, and we take steps designed to protect the information. You can contact us for more information about safeguards relevant to your data.

7. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including to meet legal, accounting or reporting requirements. Our normal retention periods are:

• event registration and attendance records: up to 12 months after the relevant event;
• general enquiries and correspondence: up to 12 months after the enquiry is closed;
• optional marketing records: until you withdraw consent, or after 24 months without meaningful engagement, whichever happens first;
• website and form-security logs: normally up to 12 months; and
• consent and suppression records: as long as reasonably necessary to demonstrate your preferences and ensure we respect an opt-out.

We may keep information for longer if required by law, needed to establish or defend legal claims, or connected with an active complaint or investigation. When information is no longer needed, we delete or anonymise it.

8. Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct incomplete or inaccurate information;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to certain uses of your information;
• receive information you provided in a portable format; and
• withdraw consent at any time where our use relies on consent.

These rights are not absolute and may not apply in every case. To make a request, email [email protected]. We may need to confirm your identity before completing a request. You will not normally have to pay a fee.

9. Automated decision-making

We do not use your personal information to make solely automated decisions that produce legal or similarly significant effects on you.

10. Website technology and security

Our website and online forms may use essential cookies or similar technologies needed for security, fraud prevention, form operation and accessibility. Form-security services such as reCAPTCHA may collect technical information to distinguish genuine users from automated traffic.

If we introduce non-essential analytics or advertising cookies, we will provide appropriate information and, where required, ask for consent before using them.

We use reasonable organisational and technical measures designed to protect personal information. No online service can guarantee complete security, so please avoid sending sensitive information unless it is specifically requested and necessary.

11. Questions and complaints

Please contact us first if you have a concern, so we have an opportunity to help. You also have the right to complain to the UK Information Commissioner’s Office (ICO). Visit the ICO data-protection complaints page for guidance.

12. Changes to this policy

We may update this policy when our activities, service providers or legal obligations change. The date at the top shows when it was last updated. Material changes will be highlighted where appropriate.