Last updated: 31 August 2026
When you use our services, we understand that you’re trusting us with your information. We appreciate that you put trust in us and we do not take this responsibility lightly. Our Privacy Policy works hard to protect your information and put you in control.
This Privacy Notice provides you with details of how we obtain, store and process your personal data. The Privacy Notice is applicable to your use of:
By providing us with your data, you warrant to us that you are over 13 years of age.
Please note that if you enlist our services, both parties may enter into a separate agreement that will govern the processing of all information and data collected by ProMotive Marketing Ltd in connection with the service, including some data collected through our website. Such agreement takes precedence over any conflicting provision in this Privacy Policy.
If you are a customer of ProMotive Marketing Ltd, it is very important that the information we hold about you is accurate and up to date. Please let us know if, at any time, your contact information (including personal data) changes to your designated account manager or by emailing us at privacy@promotive-marketing.com
The data controller is the person (or business) who determines the purposes for which, and the way in which, personal data is processed. By contrast, a data processor is anyone who processes personal data on behalf of the data controller. The identity of the data controller varies depending on the purpose of the processing.
Where we are acting in our own rights for our own business purposes when processing client data, ProMotive Marketing Ltd is the data controller. In the capacity of data controller, ProMotive Marketing Ltd are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice.
Where we are providing our Products and Services to clients, our client is the data controller or in the case of a sub-contracting arrangement with another agency, their client is the data controller. In either of these instances, we are the data processor. In this respect, it’s important to understand that from a data protection perspective, ProMotive does not set the purpose of why personal data is being processed. The legitimate purpose is solely defined by our customers, which makes the customer the data controller.
We rely on the following legal grounds to process your personal information, namely:
Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process the following categories of personal data about you:
When you use our AI chatbot, this may include your messages, the chatbot’s responses, conversation identifiers, timestamps, IP address, the page where the conversation started, and any contact details or other information you choose to provide. Relevant message content is sent to our AI service provider to generate a response.
We process Communication Data to communicate with you, answer enquiries, provide and improve our chatbot and services, maintain security, keep appropriate records, and establish, pursue or defend legal claims. Our lawful basis is our legitimate interest in providing customer support, operating and improving our services, and protecting our business. Where your enquiry concerns purchasing our services, processing may also be necessary to take steps at your request before entering into a contract.
Please do not enter passwords, payment-card information, confidential material or sensitive personal data into the chatbot.
Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract. Additionally, we use customer data to communicate with you, screen our orders for potential risk or fraud.
Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook, Twitter adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you.
Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).
We may use Customer Data, User Data, Technical Data and Marketing Data to perform market surveys to monitor the level of customer satisfaction, through the administration of questionnaires or telephone contacts, asking you to state your opinion with regard to the quality of the service rendered and/or the after-sales service supplied to you by ProMotive. The collection and analyses of your opinions are necessary for us, as Data Controller, for the assessment of the quality of our offering and after-sales services provided to our customers, the identification of any areas or aspects for improvement of our offering, and the implementation of specific actions to improve the quality and efficacy of our business processes relating to the customer service area, to the benefit of you and all our customers.
Our lawful ground for the processing of your data for these purposes is your freely provided consent, under Article 6 (1) subsection (a) of the UK GDPR.
A summary of our most frequent practices of processing personal data, their purpose, type and lawful basis is provided in an easy to read tabular format at the bottom of this page.
Sensitive Data
We do not intentionally request or seek to collect Sensitive Data through our website or AI chatbot. Sensitive Data includes information about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade-union membership, health, genetics and biometrics. We also do not intentionally request information about criminal convictions or offences.
Because our contact forms, chatbot and other communication methods permit free-text submissions, you may nevertheless provide such information without being asked. Please do not submit Sensitive Data, passwords, payment-card information or confidential information through the chatbot.
If we receive Sensitive Data that is not required for a legitimate purpose, we will take reasonable steps to delete it.
We may collect data directly from you when you fill in forms on our website, use our AI chatbot, send us emails or otherwise communicate with us. When you use the chatbot, certain information may also be collected automatically, including a conversation identifier, IP address, message timestamps and the page where the conversation started. We may automatically collect other Technical Data as you use our website through cookies and similar technologies.
You can enable or disable cookies by modifying the settings in the website’s cookie control. You can also modify the settings in your browser. To find out how to do this and find more information on cookies visit: www.allaboutcookies.org. Please see our cookie policy for more details about this at: https://www.promotive-marketing/cookie-policy/
We may receive data from third parties like analytics providers such as Google based outside the EU, advertising networks such as Facebook based outside the EU, providers of technical, payment and delivery services, such as data brokers or aggregators, fraud-prevention agencies, business directories and credit reference agencies.
We may also receive data from publicly available sources such as Companies House in the UK and other company registries based inside and outside of the UK and EU.
Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).
Under the Privacy and Electronic Communications Regulations (PECR), we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.
Before we share your personal data with any third party for their own marketing purposes we will get your express consent.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or OR by emailing us at privacy@promotive-marketing.com at any time.
If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.
We have not nor will aim to ever sell your data as a data product offering. We may have to share your personal data with the parties set out below for the purposes described:
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
We use a range of external systems and service providers to operate our business and deliver our services. These may include website hosting and maintenance, cloud storage, business communications, customer relationship management, analytics, market research and surveys, digital advertising and marketing platforms, payment and administrative services, and artificial-intelligence services.
Some of these providers, or their supporting infrastructure and sub-processors, may be located outside the United Kingdom or may access and process personal data from outside the UK.
Where personal data is transferred outside the UK, we use a transfer mechanism permitted by UK data-protection law. Depending on the provider and destination, this may include applicable UK adequacy regulations or approved contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses.
You may contact us at privacy@promotive-marketing.com for further information about the safeguards applying to an international transfer.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Chatbot transcripts are normally retained for up to 90 days after the conversation ends. We may retain a transcript for longer where it forms part of an ongoing enquiry, customer relationship, contract, complaint, dispute or legal obligation. When the transcript is no longer required, it will be deleted or anonymised.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Under applicable data protection law, you may have rights in relation to your personal data. These rights may include the right to:
You can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you wish to exercise any of the rights set out above, please email us at privacy@promotive-marketing.com
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at privacy@promotive-marketing.com
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our websites may become inaccessible or not function properly. For more information about the cookies we use and controlling cookies via our own website tool, please see our Cookie Policy for further details.
We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.
To be read in conjunction with clause 4 of this policy. The table below summarises our most frequent personal data processing practices, their purpose, type and lawful basis – all in an easy to read tabular format.
Purpose/Activity
Type of Data
Lawful basis for processing
To register you as a new customer
(a) Identity (b) Contact
Performance of a contract with you
To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us
(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications
a) Performance of a contract with you (b) Necessary for our legitimate interests to recover debts owed to us
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey
(a) Identity (b) Contact (c) Profile (d) Marketing and Communications
(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests to keep our records updated and to study how customers use our products/services
To operate our AI chatbot, answer enquiries, maintain security and improve our website and services
Communication and Technical Data, including messages, chatbot responses, session identifiers, IP address, timestamps and starting page
Necessary for our legitimate interests in providing customer support, improving our services and protecting our website; and, where applicable, taking steps at your request before entering into or performing a contract
To enable you to complete a survey, partake in a prize draw or competition
(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications
(a) Performance of a contract with you (b) Necessary for our legitimate interests to study how customers use our products/services, to develop them and grow our business
To administer and protect our business and our site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity (b) Contact (c) Technical
(a) Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise (b) Necessary to comply with a legal obligation
To deliver relevant content and advertisements to you and measure and understand the effectiveness of our advertising
(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical
Necessary for our legitimate interests to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
(a) Technical (b) Usage
Necessary for our legitimate interests to define types of customers for our products and services, to keep our site updated and relevant, to develop our business and to inform our marketing strategy
To make suggestions and recommendations to you about goods or services that may be of interest to you
(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile
Necessary for our legitimate interests to develop our products/services and grow our business