Privacy Policy
At Reportico, we take your privacy seriously. Any data or files you share with us are handled with strict confidentiality and used only to deliver the services you’ve requested.
We know how important it is for you to understand how we use your data. This Privacy Policy sets out how and why Reportico Ltd collects, uses, stores, and shares your personal data when you visit our website, when you engage our services, and when we contact you as part of our business development activities.
WHO IS RESPONSIBLE?
We are Reportico Ltd ("we", "us", "our"). Our registered address is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.
If you have any questions or concerns about how we use your personal data, please contact our privacy contact at privacy@reportico.co.uk and we will do our best to address your concerns promptly.
WHAT IS PERSONAL DATA?
Personal data is any information that relates to an identified or identifiable living individual. Different pieces of information, which collected together can lead to the identification of a particular person, also constitute personal data.
WHY DO WE HAVE A PRIVACY POLICY?
The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 govern how we collect and use your personal data. Where we process personal data of individuals in the European Economic Area, the EU GDPR (Regulation (EU) 2016/679) also applies.
These laws require us to be transparent about what personal data we collect, why we collect it, how long we keep it, who we share it with, and what rights you have. This Privacy Policy explains all of that.
HOW WE USE YOUR PERSONAL DATA & OUR LAWFUL BASIS
We only use your personal data when we have a lawful basis under the UK GDPR. The activities below set out what we do, the data involved, and our lawful basis:
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Responding to enquiries submitted through our website
When you contact us through our website (for example, by completing a contact form or requesting a demo), we process your name, business email address, company, and the content of your message. We do this on the basis of legitimate interests, so that we can respond to people asking about our services. -
Providing our services to clients
When you engage us as a client, we process your contact details, billing details, and project records. We do this on the basis of contract, so that we can deliver the services you have engaged us for. -
Processing Service Data on behalf of clients
When clients share data with us so that we can build their reporting solutions, that data may contain personal data (the categories of which are determined by the client). We do this on the basis of contract with the client, with Reportico acting as a Data Processor. See "Working With Us" below for more detail. -
Sending marketing communications to existing clients
We may send marketing communications about similar services to our existing clients, using their business email address and name. We do this on the basis of legitimate interests, with a clear opt-out in every message, in line with the soft opt-in under the Privacy and Electronic Communications Regulations (PECR). -
Conducting B2B prospecting
We carry out cold email, telephone, and LinkedIn outreach to corporate contacts at SMEs we believe would benefit from our services. The data we process for this includes name, business email, business phone, job title, employer, and public LinkedIn profile information. Our lawful basis is legitimate interests, so that we can identify and contact decision-makers at businesses likely to need our services. See section 6 for more detail. -
Maintaining a marketing suppression list
We keep a record of people who have opted out of our marketing, including their business email, name, and phone number where applicable. We do this on the basis of legal obligation under PECR and our legitimate interest in honouring opt-outs. -
Keeping records for tax, accounting, and legal purposes
We retain client contact details, contracts, invoices, and correspondence as needed to comply with our obligations under the Companies Act, HMRC requirements, and other legal obligations. -
Operating analytics and advertising on our website
We use cookies and similar technologies for analytics and advertising. This includes cookie data, IP address, and browsing behaviour. Our lawful basis for non-essential cookies is consent, which you provide via our cookie banner. -
Engaging with you on social media
When you interact with us on social media, we may process your public profile data and the content of your messages and interactions. Our lawful basis is legitimate interests (and consent where the platform requires it). -
Securing our systems and preventing fraud
We process all categories of data above as needed to keep our systems secure and to prevent fraud. Our lawful basis is legitimate interests.
Where we rely on legitimate interests, we have considered the impact on you and concluded that our interests are not overridden by your rights and freedoms. You have the right to object to any processing based on legitimate interests. See "Your Rights" below.
WORKING WITH US (OUR SERVICES)
When you engage us to deliver one of our services (Automated Excel Reports, Bespoke Excel Dashboards, or Automated PowerPoint Reports), you may share data with us so we can build your reporting solution. We refer to this as "Service Data".
Service Data may contain personal data. For example, it might include employee names within a sales report, or contact details within a customer list. The personal data within Service Data is determined by you, not by us.
When we process Service Data on your behalf, you are the Data Controller and we act as your Data Processor. We will only process Service Data in line with your instructions and the terms set out in our Data Processing Addendum, which forms part of our engagement contract.
You retain full ownership of your Service Data. To allow us to deliver our services, we provide you with a secure link to a folder on our Microsoft OneDrive, where you upload your data. Access to that folder is restricted to named individuals at your organisation and members of the Reportico team working on your engagement. If you would like a copy of any Service Data we hold, or to have it deleted from our systems, contact us at privacy@reportico.co.uk and we will action your request promptly and in any event within one calendar month.
Within Reportico, access to Service Data is restricted to those who need it to deliver your service. All personnel are bound by confidentiality obligations. Further detail on the security measures we apply is set out in our Data Processing Addendum.
B2B PROSPECTING & OUTREACH
Reportico identifies and contacts decision-makers at UK businesses that we believe would benefit from our services. We may contact you in the following ways:
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Email
We send emails to corporate email addresses (those of limited companies and LLPs) under the legitimate interests basis, in line with PECR. -
Telephone
We make calls to business numbers. We screen against the Corporate Telephone Preference Service (CTPS) before calling, and we will not call you if your number is registered. -
LinkedIn
We use professional messaging on LinkedIn, where you can choose whether to respond and disconnect at any time.
We obtain your business contact details from publicly available professional sources (such as company websites, LinkedIn, and business directories) and from reputable third-party B2B data providers, who are required to confirm to us that they have a lawful basis for providing the data.
Every email we send contains a clear way to opt out. If you ask us not to contact you again, by any channel, we will add you to our suppression list and respect that request across email, phone, and LinkedIn.
If you would like to object to our processing of your data for prospecting, contact us at privacy@reportico.co.uk and we will action your request promptly.
COOKIES, ANALYTICS & ADVERTISING
We use cookies and similar technologies to collect data about your device and how you interact with our website. This may include your IP address, browser type, and browsing behaviour. We use this to improve our website and for advertising purposes.
Non-essential cookies (analytics and advertising) are only placed on your device after you provide consent through our cookie banner. You can change or withdraw your consent at any time using the cookie settings link on our website.
Where you have not provided consent, our analytics provider (Google) may still receive limited, anonymised event signals under Google’s Consent Mode framework. This does not set cookies or process personal data identifying you, and it is used to support aggregate measurement only.
We use advertising platforms including Google Ads, Microsoft Advertising (Bing Ads), and LinkedIn to measure the effectiveness of our advertising campaigns and to understand when users take action on our website after interacting with our advertisements. This may involve the use of cookies and similar technologies to attribute conversions, measure campaign performance, and improve our advertising strategy.
Full details of the cookies we use, their purposes, and how to manage them are set out in our Cookie Policy.
THIRD-PARTY SERVICES & TECHNOLOGIES
We use content and service offers from third-party providers to operate our website and provide our services.
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Hosting
Our website is built on WordPress and hosted by GoDaddy. They provide the secure infrastructure needed to make our website accessible. -
Analytics
We use Google Analytics to understand user behaviour and track website traffic. This helps us to improve our website and services. -
Advertising
We use services from Google Ads, Microsoft Advertising (Bing Ads), and LinkedIn, including conversion tracking technologies such as the Google Ads tag, Microsoft UET (Universal Event Tracking), and the LinkedIn Insight Tag, to measure the effectiveness of our advertising and to engage with our professional audience. -
Scheduling
We use Calendly to allow users to book meetings with us. When you click the booking link, you are redirected to Calendly’s website, where your personal data (such as your name, email address and any additional information you provide) is collected and processed in accordance with Calendly’s own privacy policy -
Cloud storage and productivity
We use Microsoft 365 (including OneDrive, SharePoint, and Outlook) to store business data and communicate with clients. -
Video conferencing
We use Microsoft Teams to hold video and audio calls with clients and prospects. When you join a call, your name, email address, and audio or video stream are processed by Microsoft as part of providing the Teams service, in accordance with Microsoft’s privacy policy. We do not record calls by default. Where a recording would be useful (for example, to capture a complex technical discussion for later reference), we will discuss this with you and only proceed if all participants agree. Where calls are recorded, all participants will be notified at the start of the recording by Teams. Recordings are stored securely in our Microsoft 365 environment and are deleted when no longer needed for the purpose for which they were created. -
Video hosting
We use YouTube (a Google service) to host video content. Some of our videos are embedded on our website. When you watch our videos, your interaction is processed by Google in accordance with Google’s privacy policy.
DATA SHARING & INTERNATIONAL TRANSFERS
We do not sell your personal data. We may share your data with the trusted third-party service providers listed above who help us operate our business and deliver our services. We may also share data if required by law.
Where we transfer your personal data outside the UK, we ensure that appropriate safeguards are in place. These include UK adequacy regulations or the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, supplemented by a transfer risk assessment where required.
DATA SECURITY
We take the security of your personal data seriously and have implemented technical and organisational measures to protect it:
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Strong, unique passwords and multi-factor authentication on all business systems.
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Full disk encryption on all devices.
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Encryption in transit (TLS) and at rest in our cloud services.
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Role-based access controls, granting access only to those who need it.
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Antivirus and anti-malware protection on all workstations, with automatic updates.
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Regular operating system and software updates.
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Secure deletion of personal data when no longer required.
DATA RETENTION
We only keep your personal data for as long as we need it. Where a longer period is required by law (for example, for tax records), we will follow the legal requirement.
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Website enquiry data
Where someone enquires through our website but no engagement follows, we keep the enquiry (name, email, message) for 24 months from the last meaningful contact. We keep this to be able to respond to follow-up enquiries and for our legitimate marketing interest. -
Prospect data collected from outreach
We keep prospect data sourced from LinkedIn, business sources, and third-party providers for 24 months from the last meaningful interaction, for B2B marketing under legitimate interests. -
Marketing suppression list (opt-outs)
We keep our suppression list indefinitely, so that we can honour your opt-out request. -
Client engagement records material for tax, accounting, or legal purposes
We retain contracts, invoices, scope documents, and sign-offs for 7 years following the end of the engagement. This is required by HMRC tax record rules (6 years from the end of the accounting period) and to defend legal claims under the Limitation Act 1980. -
Routine working correspondence and project files
Routine emails, meeting notes, and draft documents are kept for 2 years following the end of the engagement, as operational reference and follow-up support during the period a client may reasonably return with related queries. -
Service Data (client files we process to build reports)
Service Data is returned to you or deleted from our systems within 30 days of the end of the engagement, at your instruction. Service Data belongs to the client; we hold it only to deliver the service. -
Cookie and analytics data
Cookie and analytics data is retained in line with our cookie configuration. See our Cookie Policy for details. -
Job applicant data
Where applicable, unsuccessful job applicant data is retained for 12 months from the date of application, to consider you for future roles, with consent.
LINKED SITES
For your convenience, our website may contain hyperlinks to other websites. We are not responsible for, and this Privacy Policy does not apply to, the privacy practices of any linked websites or any companies we do not own or control. We encourage you to read the privacy policy of each linked website you visit.
SOCIAL MEDIA
We have a presence on professional social media platforms (such as LinkedIn and YouTube) and may interact with you there. For some interactions on these platforms, we and the platform may act as joint controllers under arrangements published by those platforms.
When you interact with our profiles, for example by messaging, commenting, liking, or sharing, we may process the public information visible on your profile (such as your name and profile picture) and the content of your interaction with us.
Please be careful not to share sensitive or confidential information through social media. For anything sensitive, contact us by email instead.
If you watch videos on our YouTube channel, or watch a video embedded on our website, Google and YouTube collect data about your viewing as set out in Google’s privacy policy. We receive aggregated analytics from YouTube about how our channel is used (such as total views, watch time, and audience demographics), but we do not receive individually identifiable data about viewers unless you interact with us directly. Examples of direct interaction include commenting on a video, liking it, or subscribing to the channel.
YOUR RIGHTS
Under the UK GDPR, you have the following rights:
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The right to be informed
You have the right to be informed about how we use your data. This Privacy Policy is part of how we meet that right. -
The right of access
You can request a copy of the personal data we hold about you. -
The right to rectification
You can ask us to correct any inaccurate or incomplete data. -
The right to restrict processing
You can ask us to limit the way we use your data in certain circumstances. -
The right to erasure
You can ask us to delete your personal data in certain circumstances. -
The right to data portability
You can ask us to transfer the data you have provided to you or to another organisation. -
The right to object
You can object to our processing of your data where we are relying on legitimate interests, including for direct marketing. -
The right to withdraw consent
Where we are relying on consent, you can withdraw it at any time.
To exercise any of these rights, please contact us at privacy@reportico.co.uk.
We will respond to your request within one calendar month of receiving it. If your request is complex or you have made a number of requests, we may extend this by a further two months. If we need more time, we will tell you within the first month and explain why.
We may need to verify your identity before responding. We do not charge a fee for handling requests, except where requests are manifestly unfounded or excessive.
WHAT WE DO NOT DO
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We do not request personal data from minors and children.
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We do not process special category data (such as health, biometric, or racial or ethnic data) without obtaining prior specific consent and putting appropriate safeguards in place.
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We do not make decisions about you using solely automated means that produce legal or similarly significant effects on you (within the meaning of Article 22 of the UK GDPR), and we do not carry out profiling of that kind.
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We do not sell your personal data.
COMPLAINT TO A SUPERVISORY AUTHORITY
You have the right to complain about our processing of your personal data to a supervisory authority. The supervisory authority in the UK is the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
We would, however, appreciate the chance to address your concerns first. Please contact us at privacy@reportico.co.uk.
CHANGES TO THIS PRIVACY POLICY
This is version 2.0 of this policy, issued on 3rd May 2026. This Privacy Policy supersedes all previous versions. If we make changes to this policy in future, we will revise the version number and effective date at the top of the document.