Privacy Policy

Meeting Secured Ltd (company no. 16184084, trading as “Meeting Secured”) is committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. In this policy, “Meeting Secured”, “we”, “us” and “our” refer to Meeting Secured Ltd. We act as the data controller for personal data processed by our business. Our registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. This policy explains how we collect, use, disclose and protect personal data, including data we obtain from third-party tools (such as Apollo and Salesfinity).

Personal Data We Collect

We process the following categories of personal data:

  • Business Contact Data: Identifying and professional details of B2B contacts, including name, job title, employer, business email, telephone number, company name, business address, and similar publicly available professional information.

  • Service Data: Information that you (or your employer) provide to us directly when requesting or using our services – for example your contact details submitted via a contact form or email, and any information in enquiries or correspondence.

  • Usage and Technical Data: Details of how you use our website and services (such as IP address, browser type, pages visited, date/time of access), device identifiers, referral source, and other diagnostic data automatically collected via cookies and web analytics.

We use this personal data solely for legitimate business purposes as described below.

How We Obtain Personal Data

We obtain personal data from a variety of sources:

  • Public Sources: We collect B2B contact information from publicly accessible sources (company websites, professional social networks, public directories, etc.) and from data providers. For instance, we may use tools like Apollo.io for contact databases and Salesfinity for telephony integration. These sources provide professional contact details of decision-makers and staff. Our approach follows guidance that B2B contacts in their business capacity have different expectations of privacy, and we rely on legitimate interest for outreach.

  • Client Data: Clients who engage Meeting Secured may supply us with lists or profiles of contacts. In such cases, those clients remain the data controllers of that data, and we act as processors, handling the data only on their instructions.

  • Directly Provided by Individuals: If you submit information via our website or by email (e.g. to enquire about services), we receive and process that personal data as collected.

  • Automated Collection: We also collect data through cookies and similar technologies when you visit our website (see the Cookies section below).

By gathering publicly available B2B contact data and enriching it via Apollo, Salesfinity, and similar tools, we target our outreach efforts appropriately. We have conducted balancing tests to ensure this processing does not override individuals’ rights.

Purposes of Processing

We use personal data for the following purposes:

  • Lead Generation Services: To identify, contact and qualify prospective business leads on behalf of our clients. This includes sending marketing and introductory communications to business contacts (via email, phone or social channels) about products or services of our clients. Such outreach is based on our legitimate interests in providing lead generation services.

  • Communications and Customer Service: To respond to enquiries, provide quotes or service information, and communicate with visitors and clients.

  • Performance of Contracts: To perform our contractual obligations – for example, if you have requested us to provide a service or information, we will use your data to perform that contract (Art. 6(1)(b) UK GDPR).

  • Marketing and Newsletters: With your consent where required, or under legitimate interest (for B2B contacts), we may send you company updates or marketing information (you may opt-out at any time).

  • Compliance and Security: To comply with legal obligations (e.g. finance/tax laws), to manage our business (accounting, HR), to detect/prevent fraud, and to protect our legal rights.

  • Analytics and Improvement: To analyze website usage and service performance for improving our offerings and ensuring security.

We will not use personal data for purposes other than those stated above without informing you beforehand.

Lawful Basis for Processing

Our lawful bases for processing personal data under UK GDPR include:

  • Legitimate Interests: The processing is necessary for our legitimate business interests (e.g. prospecting and outreach to business contacts) and these interests are not overridden by the interests or rights of the individuals. In particular, ICO guidance confirms that for B2B contacts no consent is needed under PECR, provided the sender’s identity is clear and a valid opt-out is offered. We have carried out assessments to ensure that our marketing is relevant and not intrusive.

  • Contract Performance: Some processing is necessary to fulfill a contract with you (or with a client on your behalf) or to take steps at your request prior to entering into a contract. For example, if you engage our services or submit an enquiry, we use your data to perform that service.

  • Consent: When we send newsletters or marketing directly to individual subscribers (e.g. consumer contacts or sole traders), we rely on consent where required. You may withdraw consent at any time.

  • Legal Obligations: We will process personal data to comply with applicable laws and regulations (e.g. retaining invoices, responding to legal claims).

  • Vital Interests: In rare cases, we may process data to protect someone’s life.

Compliance with PECR (UK E-Privacy Rules)

When sending email or electronic marketing to corporate contacts (companies or organizations), we follow UK Privacy and Electronic Communications Regulations (PECR). As ICO explains, PECR do not require prior consent for marketing emails sent to corporate subscribers, but the sender must not conceal their identity and must provide a clear unsubscribe option. Accordingly, all Meeting Secured outreach identifies our company and includes an opt-out link or address. If a contact requests not to receive marketing, we add them to our suppression list immediately.

Data Sharing and Disclosure

We do not sell or share your personal data to third parties for their marketing purposes. We share personal data only in the following circumstances:

  • With Our Clients: We are a lead generation service for other businesses. When we contact a lead on behalf of a client, that client is the data controller of the lead’s personal data. We transfer the lead’s data (collected by us) to that client so they can follow up. We ensure that the client’s privacy notice provides their contact details for data subjects to exercise rights. In all such cases, Meeting Secured acts as a data processor on behalf of the client, processing data only according to the client’s instructions.

  • Service Providers and Suppliers: We use third-party service providers (processors) to support our operations, such as Apollo, Salesfinity, our CRM and email platforms, web hosting, analytics, payment processors, IT support, and professional advisors. These companies may have access to personal data but only to perform tasks on our behalf and under contract. We require all service providers to protect data in compliance with GDPR.

  • Legal and Regulatory: We may disclose personal data to government or regulatory authorities (e.g. tax authorities, courts, law enforcement) where required by law or to protect our rights, customers or others. For example, we might disclose data to our insurers, lawyers or auditors as reasonably necessary for legal claims or regulatory compliance.

In all cases, we limit disclosures to what is necessary and ensure appropriate contractual or other safeguards are in place (confidentiality clauses, data protection agreements).

International Transfers

Our systems and service providers may process data outside the UK or European Economic Area. For example, some processors (like Apollo.io) are based in the United States. When personal data is transferred internationally, we ensure legal safeguards are in place: either the destination country has an adequacy decision from the UK, or we use approved contractual clauses (e.g. UK International Data Transfer Agreements) to ensure UK GDPR protections. We will not transfer data to a country without adequate protections unless required by law or with explicit consent.

Data Retention

We retain personal data only for as long as necessary for the purposes stated above, and in compliance with applicable laws. In general:

  • Personal data collected for a client campaign is retained until the campaign is complete, after which it will be securely deleted or archived. We may keep minimal records (e.g. anonymous statistics or suppression lists) to comply with legal obligations or protect our rights. Personal data is not kept longer than needed for those purposes.

  • Specifically, we may retain contact details (name, email, phone) related to completed campaigns or provided services for a limited period (typically up to 10 years) after service completion. This period covers statutory requirements (e.g. tax records) and normal business needs. After this, data will be deleted or irreversibly anonymised.

  • Usage data (analytics, cookies, logs) is generally kept for shorter periods (usually months to a few years) for analysis or security, then deleted.

  • If you have an ongoing account or contract with us, certain data (billing, support history) may be kept until that relationship ends and then for a reasonable additional time as needed (e.g. 6–7 years for financial records).

All retained data is stored securely and regularly reviewed. When data is no longer needed, we delete it or anonymise it in a way that prevents recovery.

Your Legal Rights

Under the UK GDPR, individuals have the following rights regarding their personal data:

  • Right to be Informed: You can request information on how and why we process your data. This policy provides those details.

  • Right of Access: You have the right to obtain a copy of the personal data we hold about you.

  • Right to Rectification: You can ask us to correct inaccurate or incomplete personal data we hold.

  • Right to Erasure (“Right to be Forgotten”): You may request that we erase your personal data where there is no compelling reason for its continued processing.

  • Right to Restrict Processing: You can request that we limit processing of your personal data in certain circumstances.

  • Right to Object: You have the right to object to our processing of your personal data on grounds relating to your situation, including for direct marketing. We will respect such objections unless we have compelling legitimate grounds to continue.

  • Right to Data Portability: You can ask for a copy of your personal data in a structured, machine-readable format in certain cases.

  • Right to Withdraw Consent: If you have given consent for certain processing (e.g. receiving newsletters), you can withdraw this consent at any time.

  • Right to Complain: You have the right to lodge a complaint with a supervisory authority if you believe our processing violates data protection law.

We endeavour to respond to any rights request within one month, and in any case within the statutory timeframe. To exercise your rights, please contact us as described below.

Cookies

Our website uses cookies and similar tracking technologies to distinguish you from other users and to improve your experience (e.g. analytics, essential site functionality). For example, we use Google Analytics cookies to analyse site usage. By using our website and agreeing to this policy, you consent to our use of cookies as described here. You can manage or disable cookies through your browser settings or device preferences (see our Cookie Policy for details). Please note that blocking certain cookies may affect site functionality.

Complaints

If you have any concerns or questions about this policy or our data practices, please contact our Data Protection team first (see Contact Us below). If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO), the supervisory authority for data protection. The ICO’s address is: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (www.ico.org.uk). The ICO can advise on data protection rights and may intervene in disputes.

Contact Us

For any questions about this policy or to exercise your rights, you can contact our Data Protection Officer at:

  • Email: filip@meetingsecured.com

  • Mail: Meeting Secured Ltd, Data Protection Officer, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

  • Telephone: +44 (0)20 7030 3340 (our main office line)

We will handle your inquiry promptly and in confidence. If our contact details change, we will update this policy accordingly.