Privacy Policy

Version 1.4 – Last updated 06 November 2025

At The Policy Clinic, thepolicyclinic.co.uk , we have a Privacy Policy because we want to do things right and tell you about it. Our Privacy Policy page explains how we collect information and how we use data. It also provides reasons why we use data, why we collect information and whether it’s shared or not.

From: 31/12/2021 

We, at The Policy Clinic, take the protection of your data seriously. We value your privacy and security and are committed to keeping your data safe in line with our legal obligations under the UK General Data Protection Regulation (UKGDPR) and the Privacy and Electronic Communications Regulations (PECR).

We set out the basis on which any personal data The Policy Clinic collects from you or that we process, in our Terms of Use, and our Cookies Policy and in this privacy policy, is to let you know how we collect, use, store and protect the information that you provide. 

We set out the basis on which any personal data is collected or processed by The Policy Clinic in our Terms of Use, our Cookies Policy, and this Privacy Policy. This includes how we collect, use, store, and protect the information that you provide.

Any changes made to this The Policy Clinic Privacy Policy will be posted on the Stevenson Brown website. 

By continuing to use this website or by submitting personal data through any of its features, you confirm that you understand and accept the practices described in this Privacy Policy.

  1. WHAT INFORMATION DO WE COLLECT FROM YOU
  1. Types of Personal Data Collected

We collect your personal data in different ways that are dependent upon your relationship with us at The Policy Clinic , including: 

  • Upon visiting the www.thepolicyclinic.co.uk website, your personal data (such as your name, email address, and telephone number) submitted via our website enquiry form
  • Contact details provided in pre-contract discussions or follow-up communications
  • When entering into a contract with us at The Policy Clinic, we collect your personal data by electronic mail (email)
  • Technical data (such as IP address, browser type, device information, and approximate location) collected via cookies and analytics tools  
  • Details you provide in any downloadable forms or questionnaires
  • Information gathered when you report a technical issue with the site

This data is not, under any circumstances, sold to or shared with third parties, and is stored securely with encrypted password protection and access control in place. 

  1. HOW WE USE YOUR INFORMATION
  1. Purpose of Processing

The Policy Clinic collects information in order to process and then communicate with you as and when required, on matters relating to your enquiry.  

  1. Communications and Service Updates

  • We receive and safely store information about you from letters, emails, and relevant documentation and data about your business that relates to the service you intend to purchase
  • Respond to your enquiry or message submitted via the contact form
  • We may use your information to inform you about important developments or changes within The Policy Clinic or to the www.thepolicyclinic.co.uk website
  • We may use and analyse your information to ask you how we can improve our services, our interaction with you, or our website
  1. Analytics and Site Monitoring
  • We may monitor traffic patterns and usage trends via Google Analytics (non-identifiable data only)
  • We may ask you for information when you report a problem with the website so that your identity can be confirmed
  • We may use your information or contact you by text, post, email, or telephone to let you know about other The Policy Clinic services which you may find interesting – but only where you have consented by any means elsewhere
  • If you submit a form or questionnaire, we store this securely and only for the purposes of responding to or managing your enquiry
  1. Video and Audio Recordings
  • We may collect and securely store, with encrypted password protection, Zoom meeting recordings for our records. We will always let you know in advance of the meeting. We may collect and securely store, with encrypted password protection, Zoom meeting recordings for our records. We will always let you know in advance of the meeting. Recordings are retained for no more than six months and deleted securely thereafter.
  • The Policy Clinic may also collect and analyse information about your usage of the www.thepolicyclinic.co.uk website, via Google Analytics, but your contact details will be hidden.  
  1. Lawful Basis for Processing

The Policy Clinic processes personal data in accordance with Article 6 of the UK General Data Protection Regulation (UK GDPR). The lawful bases we rely on include:

  • Consent where you have given clear consent for us to process your personal data for a specific purpose, such as signing up to receive updates or agreeing to be contacted
  • Contractual necessity where processing is necessary to carry out pre-contract discussions or to deliver a service that you have requested
  • Legitimate interests where processing is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. For example, using analytics tools to understand website traffic and improve our services

In all cases, we ensure that our use of your data is fair, proportionate, and aligned with your rights under data protection law.

  1. USE OF COOKIES AND WEBSITE ANALYTICS

We use cookies and similar technologies to improve your experience and analyse site usage. Some cookies are essential to the operation of the site, while others (such as analytics cookies) require your consent.

To learn more about what cookies we use and how to manage them, please read our Cookies Policy.

  1. YOUR DATA PROTECTION RIGHTS UNDER UK GDPR

You have the right to request the following:

  • Access the personal data we hold about you
  • Request correction of any inaccurate or incomplete information
  • Request erasure of your personal data (where applicable)
  • Restriction or objection to certain types of data processing
  • Withdrawal of your consent at any time (where processing is based on consent)

Requests can be submitted to our Data Protection Lead using the contact details below.

  1. DATA SECURITY AND RETENTION
  1. How we protect your data

Your data is held securely and is accessible only to authorised individuals. We retain data only for as long as necessary to fulfil the purposes outlined above, or as required by law.

  1. How Long We Keep Your Data

Details submitted through our website are typically retained for a period of up to 12 months, unless they form part of a longer-term enquiry or client relationship.

  1. International Data Transfers

Some of the services we use to operate our website and deliver our services — such as Google Analytics and Zoom — may involve the transfer of personal data outside the UK. Where this occurs, we ensure that appropriate safeguards are in place to protect your data, including the use of data processing agreements and standard contractual clauses approved by the UK Information Commissioner’s Office (ICO).

  1. CONTACT US

If you have any queries about this policy or your data rights, please contact:

Data Protection Lead
The Policy Clinic  

Email: info@thepolicyclinic.co.uk

When you contact us, we will respond within one calendar month. 

If you feel your complaint has not been sufficiently addressed, you may want to contact the ICO.