ENQUIRIES

Privacy Policy

Introduction

Maintaining data privacy and data protection is a priority for Robinson Management Services Limited (RMS). This privacy policy sets out the legal basis on which any personal data that we collect from you, or that you provide to us, will be processed by us. It has been updated in June 2026 to reflect the requirements of the Data (Use and Access) Act 2025 (DUAA), which amends the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

Please read this privacy policy carefully to understand our views and practices regarding your personal data and how we will treat it.

Data Controller and Contact Details

Robinson Management Services Limited is the Data Controller for personal data collected through our website and business activities.

ICO Registration Number: ZB482060

Any questions relating to data privacy at RMS, or this policy, should be directed to:

What Personal Information We Hold

We may collect and process the following data about you:

  • Contract and enquiry data: Information required to carry out our obligations arising from any contracts entered into between you and us, or potential contracts, including your name, telephone number, postal address, email address, and business details.
  • Website and marketing data: Information you provide by filling in forms on our website or as part of direct marketing or sales activities, including your name, telephone contact number, geographical address, email address, and interests.
  • Correspondence: If you contact us by telephone or in writing, we may keep a copy of that correspondence or communication.
  • Website usage data: Details of your visits to our website and the resources you access. Please see our Cookie Policy for further detail.
  • Third-party data: If you have provided us with the personal data of another person, you are required to confirm that they consent to the processing of their personal data, and that you have informed them of our identity as Data Controller and the nature of the processing. Records will be retained as evidence of this consent.

Note: Clear consent information is provided at the point of collection, and a record of consent is taken at that point.

How We Will Use the Information We Hold

We use information held about you on the following lawful bases:

Performance of a Contract

We use your information to carry out our obligations arising from any contract entered into between you and us, and to notify you about changes to our services.

Recognised Legitimate Interests

Under the Data (Use and Access) Act 2025, direct marketing to existing and recent clients is a Recognised Legitimate Interest (RLI). We may use your information to provide you with information about products and/or services that may interest you where you are an existing or recent client of RMS. You retain the right to object to this processing at any time (see Your Rights below).

Legitimate Interests

We may also rely on legitimate interests more broadly to provide you with information, products and/or services relevant to an existing or previous contract with RMS, where you have not objected to receiving such information.

Consent (Direct Marketing)

Where you are not an existing client, we will only contact you for marketing purposes where you have given us explicit consent to do so. You have the right to withdraw this consent at any time by emailing info@robinsonmanagement.co.uk or writing to Paul Robinson at our Head Office address.

Consent (Website)

To ensure that content from our website is presented in the most effective manner for you and your device. Please see our Cookie Policy for full details.

We will NEVER intentionally share your data with third parties for their own marketing purposes.

Your Rights Relating to Personal Data

Under UK GDPR, you have the following rights in relation to your personal data:

 

  • Right to Access (Subject Access Request): You can request a copy of the personal data we hold about you at any time, free of charge. We will respond within one month of receipt of your request (extendable by a further two months for complex requests, with notification).
  • Right to Rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you. We aim to update personal data within seven (7) working days of receiving a correction request.
  • Right to Erasure (‘Right to be Forgotten’): You can ask us to delete your personal data in certain circumstances – for example, where the data is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
  • Right to Restriction of Processing: You can ask us to pause processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or have objected to processing pending verification of our legitimate grounds.
  • Right to Data Portability: Where processing is based on your consent or on a contract, and is carried out by automated means, you can ask us to provide your personal data in a structured, commonly used, machine-readable format.
  • Right to Object: You have the right to object to processing based on legitimate interests or recognised legitimate interests, including direct marketing. Where you object to direct marketing, we will stop processing your data for that purpose without delay and without needing to justify our decision.
  • Rights Relating to Automated Decision-Making: We do not currently make decisions about you based solely on automated processing that have legal or similarly significant effects on you. Should this change in future, we will update this policy and ensure appropriate safeguards are in place.
  • Right to Withdraw Consent: Where processing is based on your consent, you can withdraw that consent at any time by contacting info@robinsonmanagement.co.uk. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

 

To exercise any of the above rights, please contact us at info@robinsonmanagement.co.uk or write to Paul Robinson at our Head Office address. We will respond without undue delay and in any event within one month.

RMS operates both a Data Subject Rights procedure and a Subject Access Rights procedure to ensure that all rights exercised by data subjects relating to personal data are managed appropriately.

If we do not take action on your request, we will inform you of your right to make a complaint to us directly (see Data Protection Complaints below) and to the Information Commissioner’s Office (ICO).

Data Protection Complaints

You have the right to make a complaint directly to us if you believe we have not complied with data protection law in the way we handle your personal data. This right is in addition to your right to complain to the ICO.

 

To make a data protection complaint, please contact us by:

 

Once we receive your complaint, we will:

  • Acknowledge receipt of your complaint promptly.
  • Investigate the matter thoroughly and keep you informed of progress.
  • Provide you with a full response without undue delay and in any event within 30 days. Where the matter is complex, we may extend this period and will notify you accordingly.
  • Maintain a record of your complaint, the steps taken during investigation, and the outcome.

 

If you are not satisfied with our response to your complaint, or if you wish to escalate your concern without first contacting us, you have the right to contact the Information Commissioner’s Office (ICO):

  • Website: www.ico.org.uk  
  • Telephone: 0303 123 1113
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

Retention of Your Information

We take appropriate measures to ensure that any personal data collected from you is kept securely. RMS operates a Retention Policy and associated Retention Schedule to ensure personal data is kept only for as long as is necessary for the purpose for which it was collected.

The following table provides indicative retention periods for the categories of personal data we hold:

 

Data Category

Indicative Retention Period

Basis

Enquiry / contact data

12 months from last contact

Legitimate Interests

Contract-related data

6 years from contract end

Legal obligation / Contract

Financial and invoicing records

7 years (HMRC requirement)

Legal obligation

Direct marketing lists

Until consent is withdrawn or objection received

Consent / Recognised Legitimate Interest

Website analytics data

Up to 14 months (per analytics provider settings)

Statistical exemption / Consent

Correspondence and communications

3 years from last communication

Legitimate Interests

 

If any of your personal data changes, or if you have any questions about how we use your data, please contact us at info@robinsonmanagement.co.uk. 

Disclosure of Your Information

We may disclose your personal information to members of our group, which means our subsidiaries, strategic partners, strategic sponsors, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

As part of our UK GDPR compliance obligations, we assess all personal data sharing with third parties to ensure they apply the same or greater controls in terms of data protection. The use of non-disclosure agreements forms part of our third-party data sharing controls.

We will NEVER intentionally share your data with third parties for their own marketing purposes.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply other agreements.
  • To protect the rights, property, or safety of RMS, our customers, or others.

International Data Transfers

RMS has assessed where personal information may be transferred outside the UK. We have identified that personal data held for and by RMS currently resides in the UK or EU. The EU remains a territory recognised by the UK as providing an adequate level of data protection.

Should a requirement arise to transfer data to a country outside the UK or the EU in future, RMS will apply the international data transfer framework under the UK GDPR (as amended by the Data (Use and Access) Act 2025), implementing appropriate safeguards – such as UK International Data Transfer Agreements (IDTAs) or equivalent measures – and retaining records to evidence compliance. RMS will continue to monitor third-party provider arrangements for any such changes.

Third-Party Websites

From time to time, our website may contain links to and from the websites of our strategic partners, partner networks, strategic sponsors, advertisers, and affiliates. If you follow a link to any of these websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for those policies or for the way in which those websites collect and use your personal data. Please check those policies before you submit any personal data to those websites.

Changes to Our Privacy Policy

We keep this privacy policy under regular review. Any changes we make will be reflected on this page and, where appropriate, notified to you by email. This policy was last updated in June 2026 (Version 2.0). We recommend you check this page periodically for any updates.

 

Introduction

Maintaining data privacy and data protection is a priority for Robinson Management Services Limited (RMS). This privacy policy sets out the legal basis on which any personal data that we collect from you, or that you provide to us, will be processed by us. It has been updated in June 2026 to reflect the requirements of the Data (Use and Access) Act 2025 (DUAA), which amends the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

Please read this privacy policy carefully to understand our views and practices regarding your personal data and how we will treat it.

Data Controller and Contact Details

Robinson Management Services Limited is the Data Controller for personal data collected through our website and business activities.

ICO Registration Number: ZB482060

Any questions relating to data privacy at RMS, or this policy, should be directed to:

What Personal Information We Hold

We may collect and process the following data about you:

  • Contract and enquiry data: Information required to carry out our obligations arising from any contracts entered into between you and us, or potential contracts, including your name, telephone number, postal address, email address, and business details.
  • Website and marketing data: Information you provide by filling in forms on our website or as part of direct marketing or sales activities, including your name, telephone contact number, geographical address, email address, and interests.
  • Correspondence: If you contact us by telephone or in writing, we may keep a copy of that correspondence or communication.
  • Website usage data: Details of your visits to our website and the resources you access. Please see our Cookie Policy for further detail.
  • Third-party data: If you have provided us with the personal data of another person, you are required to confirm that they consent to the processing of their personal data, and that you have informed them of our identity as Data Controller and the nature of the processing. Records will be retained as evidence of this consent.

Note: Clear consent information is provided at the point of collection, and a record of consent is taken at that point.

How We Will Use the Information We Hold

We use information held about you on the following lawful bases:

Performance of a Contract

We use your information to carry out our obligations arising from any contract entered into between you and us, and to notify you about changes to our services.

Recognised Legitimate Interests

Under the Data (Use and Access) Act 2025, direct marketing to existing and recent clients is a Recognised Legitimate Interest (RLI). We may use your information to provide you with information about products and/or services that may interest you where you are an existing or recent client of RMS. You retain the right to object to this processing at any time (see Your Rights below).

Legitimate Interests

We may also rely on legitimate interests more broadly to provide you with information, products and/or services relevant to an existing or previous contract with RMS, where you have not objected to receiving such information.

Consent (Direct Marketing)

Where you are not an existing client, we will only contact you for marketing purposes where you have given us explicit consent to do so. You have the right to withdraw this consent at any time by emailing info@robinsonmanagement.co.uk or writing to Paul Robinson at our Head Office address.

Consent (Website)

To ensure that content from our website is presented in the most effective manner for you and your device. Please see our Cookie Policy for full details.

We will NEVER intentionally share your data with third parties for their own marketing purposes.

Your Rights Relating to Personal Data

Under UK GDPR, you have the following rights in relation to your personal data:

 

  • Right to Access (Subject Access Request): You can request a copy of the personal data we hold about you at any time, free of charge. We will respond within one month of receipt of your request (extendable by a further two months for complex requests, with notification).
  • Right to Rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you. We aim to update personal data within seven (7) working days of receiving a correction request.
  • Right to Erasure (‘Right to be Forgotten’): You can ask us to delete your personal data in certain circumstances – for example, where the data is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
  • Right to Restriction of Processing: You can ask us to pause processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or have objected to processing pending verification of our legitimate grounds.
  • Right to Data Portability: Where processing is based on your consent or on a contract, and is carried out by automated means, you can ask us to provide your personal data in a structured, commonly used, machine-readable format.
  • Right to Object: You have the right to object to processing based on legitimate interests or recognised legitimate interests, including direct marketing. Where you object to direct marketing, we will stop processing your data for that purpose without delay and without needing to justify our decision.
  • Rights Relating to Automated Decision-Making: We do not currently make decisions about you based solely on automated processing that have legal or similarly significant effects on you. Should this change in future, we will update this policy and ensure appropriate safeguards are in place.
  • Right to Withdraw Consent: Where processing is based on your consent, you can withdraw that consent at any time by contacting info@robinsonmanagement.co.uk. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

 

To exercise any of the above rights, please contact us at info@robinsonmanagement.co.uk or write to Paul Robinson at our Head Office address. We will respond without undue delay and in any event within one month.

RMS operates both a Data Subject Rights procedure and a Subject Access Rights procedure to ensure that all rights exercised by data subjects relating to personal data are managed appropriately.

If we do not take action on your request, we will inform you of your right to make a complaint to us directly (see Data Protection Complaints below) and to the Information Commissioner’s Office (ICO).

Data Protection Complaints

You have the right to make a complaint directly to us if you believe we have not complied with data protection law in the way we handle your personal data. This right is in addition to your right to complain to the ICO.

 

To make a data protection complaint, please contact us by:

 

Once we receive your complaint, we will:

  • Acknowledge receipt of your complaint promptly.
  • Investigate the matter thoroughly and keep you informed of progress.
  • Provide you with a full response without undue delay and in any event within 30 days. Where the matter is complex, we may extend this period and will notify you accordingly.
  • Maintain a record of your complaint, the steps taken during investigation, and the outcome.

 

If you are not satisfied with our response to your complaint, or if you wish to escalate your concern without first contacting us, you have the right to contact the Information Commissioner’s Office (ICO):

  • Website: www.ico.org.uk  
  • Telephone: 0303 123 1113
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

Retention of Your Information

We take appropriate measures to ensure that any personal data collected from you is kept securely. RMS operates a Retention Policy and associated Retention Schedule to ensure personal data is kept only for as long as is necessary for the purpose for which it was collected.

The following table provides indicative retention periods for the categories of personal data we hold:

 

Data Category

Indicative Retention Period

Basis

Enquiry / contact data

12 months from last contact

Legitimate Interests

Contract-related data

6 years from contract end

Legal obligation / Contract

Financial and invoicing records

7 years (HMRC requirement)

Legal obligation

Direct marketing lists

Until consent is withdrawn or objection received

Consent / Recognised Legitimate Interest

Website analytics data

Up to 14 months (per analytics provider settings)

Statistical exemption / Consent

Correspondence and communications

3 years from last communication

Legitimate Interests

 

If any of your personal data changes, or if you have any questions about how we use your data, please contact us at info@robinsonmanagement.co.uk. 

Disclosure of Your Information

We may disclose your personal information to members of our group, which means our subsidiaries, strategic partners, strategic sponsors, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

As part of our UK GDPR compliance obligations, we assess all personal data sharing with third parties to ensure they apply the same or greater controls in terms of data protection. The use of non-disclosure agreements forms part of our third-party data sharing controls.

We will NEVER intentionally share your data with third parties for their own marketing purposes.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply other agreements.
  • To protect the rights, property, or safety of RMS, our customers, or others.

International Data Transfers

RMS has assessed where personal information may be transferred outside the UK. We have identified that personal data held for and by RMS currently resides in the UK or EU. The EU remains a territory recognised by the UK as providing an adequate level of data protection.

Should a requirement arise to transfer data to a country outside the UK or the EU in future, RMS will apply the international data transfer framework under the UK GDPR (as amended by the Data (Use and Access) Act 2025), implementing appropriate safeguards – such as UK International Data Transfer Agreements (IDTAs) or equivalent measures – and retaining records to evidence compliance. RMS will continue to monitor third-party provider arrangements for any such changes.

Third-Party Websites

From time to time, our website may contain links to and from the websites of our strategic partners, partner networks, strategic sponsors, advertisers, and affiliates. If you follow a link to any of these websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for those policies or for the way in which those websites collect and use your personal data. Please check those policies before you submit any personal data to those websites.

Changes to Our Privacy Policy

We keep this privacy policy under regular review. Any changes we make will be reflected on this page and, where appropriate, notified to you by email. This policy was last updated in June 2026 (Version 2.0). We recommend you check this page periodically for any updates.