Privacy Notice

Project details, research outputs, publications, reports, website links, communication materials and other information provided by clients so we can deliver research communications services.

We collect or use the following information for service updates or marketing purposes:

Names and contact details

Marketing preferences

Approved images, screenshots, testimonials or portfolio materials used to showcase SO.RC’s work.

IP addresses

Website and app user journey information

Records of consent, where appropriate

Client project materials, research outputs, reports, publications, website links, social media content, testimonials, screenshots, and communication materials provided or approved for use in delivering and showcasing SO.RC services.

We collect or use the following information to comply with legal requirements:

Name

Contact information

Financial transaction information

Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details

Purchase or service history

Customer or client accounts and records

Financial transaction information

Correspondence

Relevant project information, enquiry details, service records and communications needed to respond to queries, complaints or claims.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
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. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

To provide SO.RC’s research communications services, we may use personal information to manage enquiries, understand a client’s project, prepare quotes, communicate about the work, organise delivery, keep appropriate service records, and provide relevant support during an engagement. This helps us deliver clear, accurate and useful communications services to clients. We only use the information needed for these purposes, and we do not use it in a way that would unfairly override the rights, freedoms or expectations of the people involved.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We may use personal information to send relevant service updates, business communications and marketing about SO.RC’s research communications services, where this is likely to be useful to clients, prospective clients, collaborators or people who have shown an interest in our work. This may include updates about services, resources, case studies, availability, events, offers or related content. Our legitimate interest is to promote SO.RC’s services, maintain professional relationships, and keep relevant contacts informed about work that may support their research communications, public engagement or evidence translation needs. We only send communications that are relevant to our services and audience, and people can opt out or ask us to stop contacting them at any time. We do not use personal information for intrusive marketing, and we balance our business interests against the rights, freedoms and expectations of the people we contact.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for legal requirements are:

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We may use personal information to respond to enquiries, manage client communications, investigate and resolve complaints, keep records of issues raised, and deal with any potential or actual claims relating to SO.RC’s services. Our legitimate interest is to make sure we can respond properly to people who contact us, maintain accurate service records, resolve concerns fairly, protect our business where necessary, and improve how we deliver our services. We only use information that is relevant to the query, complaint or claim, and we do not use it in a way that would unfairly override the rights, freedoms or expectations of the people involved.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you

Schools, colleges, universities or other education organisations

Councils and other public sector organisations

Publicly available sources

Suppliers and service providers

Third parties:

We may receive personal information from third parties where an organisation, collaborator, referrer, project partner, colleague, funder, or client contact provides information to us in connection with an enquiry, project, service delivery, referral, complaint, or claim. This may include names, contact details, role information, project information, correspondence, meeting notes, research or communication materials, and relevant service records.

How long we keep information

We only keep personal information for as long as necessary for the purpose it was collected.

Enquiry information that does not become a client relationship is usually kept for up to 12 months.

Client project records, contracts, invoices and related correspondence are usually kept for up to 6 years after the end of the client relationship for legal, tax, accounting and business record purposes.

Marketing information is kept until someone opts out or asks us to stop contacting them. We may keep a limited suppression record so we do not contact them again.

Portfolio permissions, testimonials and approved work samples may be kept for as long as they remain relevant to SO.RC’s work, unless someone asks us to remove or review them and we are able to do so.

Who we share information with

Data processors

Website, email, booking, payment, accounting, cloud storage, analytics and communication service providers

This data processor does the following activities for us: These providers process personal information on behalf of SO.RC so we can operate our website, receive enquiries, manage email communications, book scoping calls, store business records, manage client files, process payments or invoices, keep accounting records, understand website use, and communicate with clients and prospective clients.

Others we share personal information with

Professional or legal advisors

Relevant regulatory authorities

Organisations we’re legally obliged to share personal information with

Publicly on our website, social media or other marketing and information media

Suppliers and service providers

Other relevant third parties:

Other relevant third parties may include project collaborators, client team members, funders, suppliers, service providers, professional advisers, regulatory authorities or legal bodies where this is necessary for service delivery, legal compliance, business administration, resolving queries or complaints, or showcasing approved work.

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: International cloud, software and communication service providers

Category of recipient: Website hosting, email, cloud storage, booking, analytics, payment, accounting and communication platforms

Country the personal information is sent to: Worldwide, including the United States and other countries where service providers operate

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: success@thesorc.com

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint