We are committed to safeguarding the privacy of our website visitors. We take our responsibilities regarding the security of information that we have collected seriously. This privacy policy sets out how we use and protect the information that you provide to us.

In this policy, “we”, “us” and “our” refer to Workman LLP. In this policy Workman means Workman LLP. For more information about us, see Section 12.

Please read this policy carefully. If you have any questions, please contact data.protection@workman.co.uk.

This privacy notice applies to Workman LLP the following brands are wholly owned and operated by Workman LLP, and follow the same legal policies and procedures set out on workman.co.uk:

www.workman.co.uk/
www.activateplaces.co.uk/
www.ibos.co.uk/

This privacy policy applies to Workman who are processing personal data under the UK General Data Protection Regulation, UK Data Protection Act 2018 (UK GDPR).

This Privacy Notice provides information on:

• How we use your personal data
• Sharing your personal data
• Retaining and deleting your personal data
• Transferring your personal data
• How we protect your information
• Confidentiality and security of your personal data
• How we use cookies on our website
• Your Rights
• How to make a complaint to the Information Commissioner about how we handle your personal data
• Workman’s details and how you can contact us to exercise your rights

4.1. Individuals who have contacted us with a request for information

If you have requested information from Workman, we will collect and process the personal data that you provide to respond to your request. We will not use it for any other purpose without your explicit consent/permission.

We may collect some or all the following personal data which will vary according to your relationship with us:

• Name;
• Address;
• Email address;
• Telephone number;
• Business name;
• Job title;
• Details of the request and correspondence between you and Workman.

We will process your personal data where there is a legitimate interest in us doing so if it is reasonably necessary to achieve our or others’ legitimate interests. For example, if you are requesting information about a company or a service from Workman then we may pass your personal data onto another member of the group to enable them to appropriately respond to your request. Again, unless you consent to the contrary, that member shall only use your personal data to provide the information you have requested.

4.2 If you apply to work with us

Our Recruitment Privacy Notice explains how and why we use your personal data, including how long we keep it and who we share it with. Please see our: www.workman.co.uk/recruitment-privacy/

4.3 If you are employed by us

Our Workplace Privacy Notice explains how and why we use your personal data, including how long we keep it and who we share it with. You will be given the Employee Privacy Notice if you are offered employment by us and it also available on the HUB.

4.4 Commercial Communications

We obtain information directly from you, via normal business channels such as email, telephone, video conferencing etc. and in person, for example at events. Personal data is required to allow Workman to provide our services to our existing and potential clients.

If you have contacted us, then we shall rely on our legitimate interests to record your information. If we wish to record any sensitive information about you, for example, about your dietary or accessibility requirements, then we will ensure we have a legal reason to do so or ask for your explicit consent.

If we are in negotiation with you for goods or services then we shall rely upon contractual obligations to process the information, as we will either have a contract in place, or be in negotiations to enter into one.

4.5 Business contacts, marketing and administration

If you are a business contact, we will ask you if you would like to receive regular communications from us, and we shall do this in accordance with any guidelines concerning the data protection or ePrivacy (electronic marketing) regulations.

You can change your preferences at any time, and if you ask us to stop communicating with you, we shall action this request immediately.

Workman needs to manage the business for example, processing invoices, entering into contracts and to do that we rely on our legitimate interests, legal obligations, and fulfilment of our contractual obligations.

We may use your personal data to obtain legal advice or if it is necessary to defend a legal claim or pursue a bad debt, and we may have to pass your information to public authorities and organisations where the law requires us to do so.

To ensure that emails and IT networks have not been compromised we will monitor network and web traffic and may process personal data as a result of this monitoring.

4.6 Email Marketing

Workman stays in touch with our clients and prospects using email and to do this we use an email broadcast company. Emails will either be fully opted-in by the subscriber, or we shall be relying on the soft-opt-in rule within the ePrivacy legislation. Within our emails we utilise web beacon technology, sometimes called pixels, which allows us to see whether the email was delivered, which links were clicked and so on. This is to help us offer a better, more relevant service and user experience. The only information collected will be IP address, date/time, general location, and device details.

We never share this information or any of your details with third parties without your consent.

Please do not supply any other person’s personal data to us, unless we prompt you to do so.

We use selected agents to process your information on our behalf, such as software providers to host our website. Such third parties will be authorised to process and use your information but only to fulfil their contractual obligations to us and will not be permitted to use it for any other purpose. We retain full responsibility for how your personal information may be used by such agents.

We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy. Information about our group of companies can be found at www.workman.co.uk.

In addition to the specific disclosures of personal data set out in this privacy notice, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Workman does not sell, trade, or rent your personal information.

By submitting your personal data, you understand this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice. In connection with our business and for employment, administrative, management and legal purposes, we may transfer your personal data outside the UK to processors in the EEA. We will ensure that the transfer is lawful and that there are appropriate security arrangements in place both during transmission and whilst at rest. Where we need to transfer your information outside of the United Kingdom to processors in the EEA, we only do so to countries which have been determined by the UK Government or European Commission to have an adequate level of data protection.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed, altered or disclosed in any unauthorised way. 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. 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.

To protect your personal data Workman employ:

• Technical measures, including but not limited to, robust network security, firewalls, anti-virus protection, regular internal and external oversight, and inspection, including penetration testing, access controls, audit trails, encryption of devices and data both whilst at rest and during any transmission to and from third parties in order to keep your personal data secure.
• Organisational measures including, but not limited to, training of all individuals who process personal data in data protection and information governance, the creation of and adherence to appropriate policies and procedures.
• Techniques such as anonymisation (individuals are not identifiable and cannot be re-identified by any means) of personal data
• Privacy by Design principles including data protection impact assessments which clearly document the privacy risks and the measures taken to mitigate those risks.
• Archiving measures so data that is no longer actively used is moved to a separate storage location, with additional access controls, for long-term retention.

We are committed to keeping the personal data you provide to us secure, and we have implemented information security policies, rules and technical measures to protect the personal data under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss. In addition, all our employees and data processors (i.e., those who process your personal data on our behalf) are obliged to respect the confidentiality and integrity of the personal data of the individuals whose data we collect and users of our website.

When you visit our website, we automatically use some cookies that are strictly necessary to provide our services to you and allow the website to operate; for all other cookies we need your consent. This is why when you first logged onto our website you were asked for your permission to append these non-essential cookies such as Google Analytics/Click Dimensions.

For details of the cookies used on our website, their purpose and how you can manage your preferences, please read our Cookie Notice here.

You have specific rights in connection to your personal data processed by Workman, although in some cases these rights are subject to certain conditions and limitations. To exercise any of these rights please contact us using the contact details in the Contact details section.

(a)  Right to be Informed

You have the right to receive clear and understandable information about how your personal data is being collected, used and processed. This Privacy Notice and our Recruitment and Employee Privacy notices are intended to provide a clear and transparent description of how

your personal data may be used. You also have a right to be informed if a breach of your personal data has taken place which will result in a high risk to your fundamental rights and freedoms.

(b) Right of Access

You have the right to obtain a copy of your personal data and to understand why and how your data is being used. Please ensure that you include your name and clear instructions on what you would like us to do. You may make this request via any channel, but we will need to verify your identity before any information can be released. If you require us to supply you with details of the personal data that we hold about you, then we will provide this information free of charge and we will provide this information to you within one month of your request unless the request is complex or is numerous requests. If this is the case, we will inform you within one month of your request about the reason for the extension of time. You can access your personal data by emailing data.protection@workman.co.uk.

(c)  Right to Rectification

You have the right to request that inaccurate or incomplete personal data be corrected or updated.

(d) Right to Erasure, also known as the Right to be Forgotten

You have the right to request the deletion of your personal data, however this is not an absolute right and may be subject to legal exemptions where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

(e)  Right to Restrict Processing

You can request that the processing of your personal data be limited or ‘frozen.’

(f)   Right to Data Portability

You can request to receive your data in a structured, commonly used and machine-readable format and to transfer it to another data controller.

(g) Right to Object

You have the right to object to the processing of your personal data based on consent, our legitimate interests, or the performance of a task in the public interest or exercise of official authority including profiling activity, direct marketing; and processing for purposes of scientific and or historical research and statistics.

(h) Right to be aware of Automated Decision-Making

You have the right to be made aware of any automated decision-making based solely on automated processing (including profiling), that is made without any human involvement, of your personal information by Workman.

(i)   Opt-out of Marketing Communications

You have the right to opt-out of any unsolicited marketing communications which we may send you from time to time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you.

(j)   Right to Withdraw Consent

If we have collected and processed your personal information with your consent, then you can withdraw your permission at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

You may exercise any of your rights in relation to your personal data by written notice to us OR email data.protection@workman.co.uk.

If you have complaints relating to our processing of your personal data, you should raise these with the Data Protection Officer; details under section 14 or you can raise directly with the relevant supervisory authority.

Information Commissioner’s Office (ICO). They can be contacted via their website https://ico.org.uk/

This website is owned and operated by Workman LLP.

We are registered in England and Wales under registration number OC327825, and our registered office is at
80 Cheapside, London, EC2V 6EE.

Our principal place of business is at 80 Cheapside, London, EC2V 6EE.

You can contact us:

(a)   by post, to the postal address given above;

(b)   using our website contact form;

(c)   by telephone, on the contact number published on our website from time to time; or

(d)   by email, using the email address data.protection@workman.co.uk.

The role of the Data Protection Officer for Workman is undertaken by:

Olivia Richmond, Head of Compliance, 80 Cheapside, London, EC2V 6EE

We keep our Privacy Notice under regular review and reserve the right to revise it at any time. There is a date at the beginning of this policy which indicates the date it was updated. Please revisit this policy each time you consider giving personal information.

This policy was last updated on 6th October 2025