Prodject is made up of different legal entities which trade as “Prodject”, all of which are subsidiary undertakings of The Independents Holding Limited in the UK – CRN: 10186775 (together, “Prodject Group”).
This Privacy Notice is issued on behalf of Prodject Group, so when we mention “Prodject”, “Company”, “we”, “us” or “our” in this Privacy Notice, we are referring to the relevant company in Prodject Group responsible for processing your data. Prodject is part of the group of agencies comprising The Independents Group (together, “The Independents Group”).
Prodject respects your privacy and is committed to protecting your personal data. This Privacy Notice will inform you as to how we look after your personal data when you visit our website or interact with us in the course of doing business (including as a client, supplier, business partner, or prospective contact) and tells you about your privacy rights and how the law protects you.
This Privacy Notice applies to:
Visitors to our website;
Clients, prospective clients, suppliers, prospective suppliers, business partners and their representatives;
Any person who communicates with us by phone, email, post, in person, through events or other business interactions; and
Anyone whose information we process during our day-to-day operations, including for relationship management and marketing.
This Privacy Notice should be read together with any other notices or policies we may provide on specific occasions.
If you have questions about this Privacy Notice, please contact our Group Data Protection Officer and Group General Counsel at [email protected].
If you are in the EEA, UK or Switzerland, you have the right to contact your local data protection supervisory authority, but we would appreciate the chance to address your concerns first.
We keep our Privacy Notice under regular review. Please keep us informed if your personal data changes during your relationship with us.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party sites and are not responsible for their privacy notices. We encourage you to check the privacy policy and notices of every website you visit.
We may collect, use, store, and transfer different kinds of personal data about you, including:
We do not knowingly collect special category data (such as health, ethnicity etc) or data relating to children, except where you explicitly provide it and consent to its processing.
We do not typically require you to provide personal information to browse our website. In this respect, we only collect personal information that you choose to provide to us, for example if you subscribe for any available updates, newsletters or industry reports from Prodject or any other members of The Independents Group, or otherwise interact with us for business reasons.
We also collect non-personally identifiable and aggregated analytics data for internal reporting and improvement.
We may collect data directly from you:
When you use our website;
When you contact us through socials or by phone, email or post;
When you or your employer provide your information to us as a business contact;
When we exchange business cards, correspond at meetings/events, or engage through professional networks; and/or
From publicly available sources, such as professional directories, LinkedIn, or your organisation’s website.
We only use your personal data when the law allows us to and for the following purposes:
To manage our business relationship or communicate with you as a client, supplier, business partner or prospective contact;
To fulfil requests, respond to inquiries and provide or receive products and services;
To administer contracts, projects and accounts, including procurement and supply chain management;
To carry out identity, eligibility, or compliance checks where appropriate;
To send relevant updates, business communications, service information or market our services (see “Marketing” below);
For internal record keeping, analytics and to improve our operations and services; and
To comply with our legal and regulatory obligations.
We usually process your personal data on one or more of the following legal bases under data protection law:
Performance of a contract;
Compliance with a legal obligation;
Our legitimate interests (in managing our business relationships, developing business, direct B2B marketing and running our operations); and/or
With your consent (where we specifically request it, for example, for certain marketing activities).
Purpose / Activity | Type of Data | Lawful Basis |
Managing our business relationships with you or your organisation (eg, communications, project administration, procurement, business opportunities, meetings, correspondence) | Identity, Contact, Business Communications, Profile | Performance of contract; Legitimate interests |
Fulfilling a contract, providing or receiving goods/services | Identity, Contact | Performance of contract; Legitimate interests |
Responding to inquiries, support requests, or complaints | Identity, Contact, Business Communications | Performance of contract; Legitimate interests |
Managing accounts, invoicing, payments | Identity, Contact, Financial | Performance of contract; Legal obligation |
Compliance (eg, anti-bribery, sanctions checks, KYC/CDD, regulatory recordkeeping) | Identity, Due Diligence | Legal obligation; Legitimate interests |
Marketing and business development communications to existing or potential clients/suppliers | Identity, Contact, Profile, Marketing Preferences | Legitimate interests (B2B marketing); Consent (if required) |
Website analytics, security, system development | Technical | Legitimate interests |
We may use your Identity and Contact Data, Business Communications and Profile Data to send you information or offers about our services or relevant events. You will receive marketing communications if you have requested information, are an existing or former client/supplier, or have otherwise engaged with us for business, unless you opt-out.
You can withdraw your consent or object to marketing at any time by using any unsubscribe links in marketing emails or by contacting us (see "Contact Details" above).
We may share your personal data with:
Other companies in Prodject Group and/or The Independents Group for the purposes described above;
External third parties (such as IT providers, business support services, professional advisers, regulatory authorities or those who provide services to us);
Third parties as part of a business transfer, merger, reorganisation or asset sale; and/or
Only as otherwise permitted or required by law.
We require all third parties to respect the security of your personal data and to process it lawfully, fairly and in accordance with our instructions.
We may transfer your personal data outside of the UK/EEA in limited circumstances (for example, within our group or to trusted third-party service providers). Where we do, we ensure adequate protection is in place, such as:
Transfers to countries with adequacy decisions;
Using approved contracts (SCCs) or UK-approved mechanisms;
Other safeguards as required by law; and/or
Contact us for more details about how we safeguard transfers.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed, altered or disclosed in an unauthorised way. We also limit access to your personal data to those employees, agents, contractors and authorised third parties who have a business need to know.
We retain your personal data only as long as necessary for the purposes for which it was collected, including for legal, regulatory, tax, accounting or reporting requirements, or to resolve disputes. Details of retention periods are set out in our Data Retention Policy, available on request.
In some circumstances you can ask us to delete your data (see "Your Legal Rights," below).
Under certain circumstances, you have rights under data protection law in relation to your personal data, including:
Request access;
Request correction;
Request erasure;
Object to processing;
Request restriction of processing;
Request the transfer of your data; and
Withdraw consent at any time (for processing based on consent).
To exercise any of these rights, please contact us at [email protected].
You will not have to pay a fee to access your personal data (or to exercise any other rights), but we may charge a reasonable fee if your request is unfounded, repetitive or excessive.
Other companies in Prodject Group and The Independents Group (acting as joint controllers or processors) and who are based within and outside the EEA and provide IT and system administration services, undertake leadership reporting and/or have access to group-wide databases.
Service providers (acting as processors) based within and outside the EEA who provide various IT and system administration services.
Professional advisers (acting as processors or joint controllers) including lawyers, bankers, auditors and insurers based within and outside the EEA who provide consultancy, banking, legal, insurance and accounting services.
Tax authorities, regulators and other authorities (acting as processors or joint controllers) based within and outside the EEA who require reporting of processing activities in certain circumstances.
You have the right to:
If you want us to establish the data’s accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Updated: 16 January 2026