Privacy Policy

RewardPro Privacy Notice

Last updated: 21 September 2026

RewardPro Ltd takes privacy seriously. This notice explains what personal information we collect, how we use it, who we may share it with and the steps we take to keep it safe.

It applies when you visit our website, contact us, subscribe to our communications or interact with us as a client, prospective client, supplier or other business contact.

1. Who we are

RewardPro Ltd is a communications agency specialising in employee reward, benefits and financial communications.

We are a limited company registered in England and Wales (company number 15765655).

Registered office: Cigar Factory, 127–131 Raleigh Road, Southville, Bristol, BS3 1QU, United Kingdom.

Email: team@rewardpro.io

Website: www.rewardpro.io

RewardPro Ltd is the data controller for personal information we collect and use for our own business purposes.

When we handle personal information solely on behalf of a client, different responsibilities may apply, depending on the services being provided and our agreement with that client.

2. Personal information we collect

The information we collect depends on how you interact with us. It may include:

• Contact information: Your name, job title, organisation, email address and telephone number.
• Enquiries and correspondence: Information you provide through our website, by email, over the telephone or in meetings.
• Business relationships: Contact details, project correspondence, meeting notes and other information needed to manage client and supplier relationships.
• Marketing information: Your contact details, newsletter subscriptions, communication preferences and interactions with our marketing.
• Website information: Technical information such as IP addresses, browser type, device information, website activity and information collected through cookies or similar technologies, where applicable.
• Recruitment information: Information provided if you apply to work with us, including CVs, portfolios and relevant professional experience.

We may receive personal information directly from you, from organisations we work with, through professional introductions or from publicly available business sources, such as company websites and professional networking platforms.

We only seek to collect information that is relevant to our activities and the services we provide.

3. How we use personal information

We use personal information to:

• Respond to enquiries and discuss potential projects.
• Prepare proposals, deliver services and manage client relationships.
• Communicate with suppliers, freelancers and other professional contacts.
• Share relevant information about our services, research, industry developments and events, where permitted.
• Operate, maintain, secure and improve our website.
• Consider applications to work with us.
• Meet our legal, financial, regulatory and accounting obligations.

Our work primarily involves creating communications and related content for businesses. We do not ordinarily need access to individual employees' personal information to provide these services.

Where a project requires us to handle personal information provided by a client, we will do so in accordance with applicable data protection law and the relevant contractual arrangements.

4. Our lawful bases for using personal information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we rely on:

• Legitimate interests: To manage business relationships, respond to enquiries, develop our services, maintain website security and undertake appropriate business-to-business marketing. We consider these interests alongside the rights and expectations of the individuals concerned.
• Contract: Where processing is necessary to enter into or fulfil a contract with an individual.
• Consent: Where we ask for and receive your permission, including for certain marketing activities and cookies where consent is required.
• Legal obligation: Where we need to retain or use information to comply with applicable laws, including accounting and tax requirements.

We assess which lawful basis is appropriate for each processing activity.

5. Marketing communications

We may contact relevant business professionals about RewardPro's services, research, events and other industry information.

We do this in accordance with UK data protection and electronic marketing requirements.

You can opt out of marketing communications at any time by following the unsubscribe instructions in our emails or contacting team@rewardpro.io.

We respect marketing preferences and may retain a limited record of an opt-out to ensure that we do not contact you again for marketing purposes.

6. Sharing personal information

We do not sell personal information.

We may share information with trusted third parties where necessary to operate our business and deliver our services. These may include:

• Website hosting, IT, cloud storage and email service providers.
• Customer relationship management, marketing and analytics providers.
• Accountants, legal advisers and other professional advisers.
• Freelancers, specialist contractors and other service providers working with us on relevant projects.
• Public authorities or regulators where disclosure is legally required.

We take appropriate steps to ensure personal information is handled securely and that relevant confidentiality and data protection obligations are in place.

7. International data transfers

Some of the technology and service providers we use may store or access personal information outside the United Kingdom.

Where a transfer is subject to UK data protection restrictions, we take steps to ensure an appropriate legal transfer mechanism is in place. This may include UK adequacy regulations or approved contractual safeguards, depending on the circumstances.

You can contact us for further information about the safeguards relevant to your personal information.

8. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting and contractual obligations.

Retention periods depend on the type of information involved. For example:

• Business enquiries and contact information are kept while there is a relevant business purpose for retaining them and are reviewed periodically.
• Client and supplier records are retained for the duration of the business relationship and for an appropriate period afterwards to meet legal, financial or contractual requirements.
• Financial and accounting information is retained for the periods required by applicable law.
• Marketing information is retained while it remains relevant and lawful to use, subject to your communication preferences.
• Recruitment information is retained only for as long as necessary for recruitment and any related legal obligations.

When information is no longer required, we securely delete it or anonymise it, where appropriate.

9. Cookies and website analytics

Our website may use cookies and similar technologies to support its operation, maintain security and understand how visitors use it.

Some technologies are essential to the operation of a website. Others may be used for analytics or improving the visitor experience.

We provide information about our use of cookies and obtain consent where required by applicable law.

You can also manage or restrict cookies through your browser settings, although doing so may affect certain website functions.

10. Your data protection rights

Under UK data protection law, you have a number of rights relating to your personal information, subject to applicable conditions and exceptions.

These may include the right to:

• Request access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your personal information.
• Ask us to restrict how we use your information.
• Object to certain types of processing.
• Request the transfer of your information to another organisation, where applicable.
• Withdraw consent at any time where we rely on consent.

You have the right to object to the use of your personal information for direct marketing at any time. If you object, we will stop using your information for that purpose.

To exercise your rights, please contact team@rewardpro.io.

If you are unhappy with how we handle your information, you can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

ICO website: www.ico.org.uk

11. Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.

We limit access to personal information to those who need it for legitimate business purposes and expect those working with us to maintain appropriate confidentiality and security standards.

Although we take reasonable precautions, no method of electronic storage or internet transmission can be guaranteed to be completely secure.

12. Automated decision-making

We do not use solely automated decision-making that produces legal or similarly significant effects on individuals.

13. Changes to this notice

We may update this Privacy Notice as our business, services or legal obligations change.

The most recent version will be available on our website, together with the date it was last updated.

14. Contact us

If you have questions about this Privacy Notice or how we handle personal information, please contact:

RewardPro Ltd

Email: team@rewardpro.io

Registered office: Cigar Factory, 127–131 Raleigh Road, Southville, Bristol, BS3 1QU, United Kingdom.