Privacy Policy
Privacy Notice – How We Look After Your Data
Last updated: 14 August 2025
We care about your privacy. This page explains what information we collect, why we collect it, and how you can control what happens to it.
1. Who we are & how to contact us
We’re Rostrum Agency Limited – a UK-based communications agency.
Our Data Protection Officer (DPO) is Michael Kahn. You can contact him if you have any questions about your information:
- Email: gdpr@rostrum.agency
- Post: Rostrum Limited, 10 Stukeley Street, London WC2B 5LQ
- Phone: 020 3404 7700
2. The information we collect
We collect things like:
- Your name, job title, and the organisation you work for.
- Contact details – email, phone number, work address.
- Details of how we work together or communicate.
- Records of media enquiries, interviews or events.
- Website info like your IP address or cookies if you use our site.
3. Where we get your information
We collect it:
- When you contact us or work with us directly.
- From your colleagues or organisation.
- From public professional sources like LinkedIn or company websites.
- From our clients, if we’re acting on their behalf.
4. When we’re the “controller” vs “processor”
- We’re the controller when we decide why and how your personal data is used (e.g. our own contact lists).
- We’re the processor when we handle data for our clients under their instructions.
5. Why we use your information (legal reasons)
We only use your data when we have a lawful basis:
- To deliver our services to you (contract).
- To run our business and communicate with you (legitimate interest).
- When you’ve said “yes” (consent).
- To comply with the law (legal obligation).
6. How we use it
- To provide our services and manage relationships.
- To send relevant updates or communications.
- To liaise with journalists and media.
- For administration and legal requirements.
7. Sharing your information
We may share information with:
- Trusted service providers like IT hosting, CRM systems, and professional advisers.
- Regulators or authorities if required by law.
Most of your data stays in the UK/EEA. If it needs to go outside, we make sure it’s properly protected by legal safeguards.
8. How long we keep it
We’ll only keep your information for as long as needed for our purposes or to meet legal requirements. After that, we delete or anonymise it.
9. Your rights
You can:
- Ask what data we have about you.
- Ask us to correct or delete it.
- Ask us to stop or limit using it.
- Ask us to send you a copy in a common format.
- Withdraw your consent (if we’re relying on consent).
- Object if you think we’re using it unfairly.
We’ll respond within one month.
10. Cookies
We use cookies to make our site work better and to understand how it’s used.
Full details are in our Cookie Policy. Where required, we’ll ask for your permission.
11. Children’s data
We don’t target or knowingly collect information from anyone under 18.
12. Concerns or complaints
If you have a concern:
- Email us at gdpr@rostrum.agency.
- If you’re not happy with our reply, you can contact the UK ICO at ico.org.uk or call 0303 123 1113.
