Privacy Policy

Your privacy matters to us.

1. Our contact details 

Name: Jonathan Hopkins, Director

Address: 21 Tatham Road, Abingdon, Oxfordshire OX14 1QB

Phone Number: 01235 559556

E-mail: jhopkins@citadelcomms.co.uk

2. The type of personal information we collect 

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Biographical career details, provided directly or from public sources
  • Financial information and transactions in respect of sales invoices and supplier payments made in work to fulfil accounting, tax and regulatory requirements
  • Social e.g. social networking, relationships, communications.

Sensitive information will only be collected where necessary, for example, we may need to collect health information from you when you register for an event, take part in a project or attend a training session. 

  • Clear notices will be provided at the time we collect this information, stating what information is needed, and why and which parts are optional.
  • With your explicit consent, we may also collect sensitive personal information if you choose to tell us about your experiences for use in research or a case study.

3. How we get the personal information and why we have it

When you engage with us we may collect information about you on why you are interested in Citadel, interactions you have had with us and other information relating to you personally which you may choose to provide to us.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Correspondence
  • Contracts and administration
  • Contracted work and consultancy proposals

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Contact details are sometimes supplied by clients under their own privacy arrangements, in support of Citadel’s consultancy and advice
  • Contact and biographical details may be held from public sources, in support of events or activities on behalf of clients

We use the information that you have given us in order to:

  • Provide information on events or dissemination of briefings in support of client activities and attendance
  • To keep people involved and updated on policy and advocacy work including research, events and responding to media opportunities.
  • To promote the work of Citadel and our clients (using media content) through websites, social media, promotional materials, publications, press releases or other illustrations of our work.
  • We may share this information with clients, with a full client list included online at www.citadelcomms.co.uk

Further use of the information:

  • We do not sell any personal data that we hold nor share with third parties for marketing purposes. 
  • We may need to share your names with partners and venues hosting events for the purpose of registration.
  • Where we have a legal or regulatory obligation we will share data/information with the police, law enforcement agencies, the Government and statutory agencies or any other necessary parties; including,
  • The Disclosure and Barring Service (DBS) for the purposes of verifying suitability of those working with children and young people.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting jhopkins@citadelcomms.co.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a legitimate interest.

(e) We need it to perform a public task.

4. How we store your personal information 

Your information is securely stored on a protected data hub. 

  • We will only store your data for as long as necessary and in line with the original purpose(s) that it was collected and to comply with our legal obligations to keep certain data for a period of time (e.g. financial transactions). We review our retention periods for personal information on a regular basis.
  • We dispose your information by removal from the database and destroy file copies (paper copies are shredded).
  • Only authorised employees and those who process data on our behalf (e.g. software suppliers) have access to data. Only the data that is necessary to perform the task is accessed and processed.

5. Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at jhopkins@citadelcomms.co.uk or call 01235 559556 if you wish to make a request.

6. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at jhopkins@citadelcomms.co.uk or address:

Citadel Policy & Communications Ltd

21 Tatham Road

Abingdon

Oxfordshire

OX14 1QB

You can also complain to the ICO if you are unhappy with how we have used your data.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113; ICO website: www.ico.org.uk

22 October 2022: Privacy Notice

We may change this policy from time to time so please check occasionally to ensure that you are happy with any changes.

Citadel is a company limited by guarantee (6452500)