Privacy Policy

Privacy Policy — Reciprocal Group

Effective date: 28th November 2025

This Privacy Policy (the “Policy”) explains how Reciprocal Group (“we”, “us”, “our”) collects, uses, stores and protects personal information from visitors to our website (https://reciprocalgroup.co/) (the “Website”) and users of our services.

1. Who We Are & How to Contact Us

We are Reciprocal Group, a company registered in England & Wales. Our registered office and contact details are:

  • Registered / Business Address: Victory Way, Admirals Park, Crossways, Dartford, Kent, United Kingdom, DA2 6QD 

  • Phone: +44 (0) 844 884 9586

  • Email: enquiries@reciprocalgroup.co.uk

If you have any questions about this Policy or how we handle your data, you may contact us using the details above.

2. What Data We Collect

We may collect and process the following types of personal data from you:

  • Identity & Contact Data: name, company name (if relevant), job title/role, email address, phone number, postal address.

  • Communications Data: any information you provide when you contact us (e.g. via web form, email, phone), including enquiry details, messages, feedback or support requests.

  • Usage & Technical Data: IP address, browser type and version, device type, operating system, pages visited on the Website, time and date of visit, referral URL, time spent on pages — via cookies or similar tracking technologies (see Cookies section below).

  • Other Data: any information you voluntarily submit when using our services or interacting with us (e.g. business-related information, project requirements, preferences).

 

3. Why We Collect Data & Legal Basis

We collect and process your data for the following purposes:

  • To provide services & respond to inquiries: processing your enquiries, providing quotes, delivering our services and corresponding with you — lawful basis: performance of a contract or pre-contractual measures.

  • To communicate with you: sending service updates, administrative messages, and responding to your communications — lawful basis: legitimate interests or contract performance.

  • To improve our Website and services: analysing usage data to improve functionality, user experience, and ensuring security — lawful basis: legitimate interests.

  • Marketing: if you have consented, to send marketing communications about our services, updates and offers — lawful basis: your consent (or legitimate interests, where lawful).

  • Legal & Compliance Purposes: complying with legal obligations (e.g. record-keeping, anti-fraud checks) — lawful basis: legal obligation.

If we rely on consent for any processing (e.g. marketing or non-essential cookies), you will have the right to withdraw consent at any time.

4. Use of Cookies and Similar Technologies

We use cookies and similar tracking technologies on our Website to:

  • distinguish you from other users;

  • remember your preferences and settings;

  • analyse how you use the Website to help us improve it;

  • optionally, support marketing or analytics (if we have your consent).

You can manage or disable cookies through your browser settings. For non-essential cookies, we will provide a cookie banner or consent mechanism, in compliance with applicable law.

5. Sharing Your Data & Third-Party Processors

We may share your personal data with third parties only in the following situations:

  • Service providers: such as web-hosting providers, email/marketing platforms, analytics tools, CRM providers — strictly to the extent needed to perform services on our behalf.

  • Professional advisers: such as accountants, auditors, legal advisers, where required for business operations.

  • Legal or compliance obligations: if required by law, regulation, court order or government request.

  • Business transfers: in the event of a merger, acquisition, or sale of our business assets — in which case personal data may be among the transferred assets (subject to confidentiality and data protection safeguards).

When sharing data with processors, we ensure that appropriate data-processing agreements are in place and that data is protected according to applicable law.
If any data is transferred outside the UK or European Economic Area (EEA), we will ensure adequate safeguards (e.g. standard contractual clauses, adequacy decisions) are used.

6. Data Retention

We retain your personal data only for as long as needed to fulfill the purposes for which it was collected — for example:

  • to manage and deliver the services you requested,

  • to respond to your enquiries,

  • to comply with our legal and regulatory obligations (e.g. tax, audit, record-keeping),

  • or to maintain legitimate-interest records (e.g. dispute resolution, compliance).

Once personal data is no longer needed, we securely delete or anonymise it.

7. Data Security

We take reasonable technical and organisational measures to protect your personal data from unauthorized access, disclosure, alteration or destruction. These measures include secure servers, access controls, encryption where appropriate, and periodic review of our data-handling practices.

8. Your Rights

Under applicable UK data protection law (including UK GDPR / Data Protection Act), you have the following rights in relation to your personal data:

  • Right to access: you can request confirmation whether we process your data, and request a copy of your data.

  • Right to rectification: you can request correction of inaccurate or incomplete data.

  • Right to erasure (“right to be forgotten”): under certain conditions, you may request deletion of your personal data.

  • Right to restriction of processing: you may request limitation on how we use your data.

  • Right to data portability: where applicable, you may request to receive your data in a structured, commonly used format.

  • Right to object: to processing based on legitimate interests or direct marketing.

  • If processing based on consent: the right to withdraw consent at any time without affecting the lawfulness of prior processing.

  • Right to lodge a complaint: with the relevant data protection supervisory authority (in the UK, the Information Commissioner’s Office, “ICO”) if you believe your data is being misused.

If you wish to exercise any of these rights, contact us via the contact details above. We may ask you to verify your identity before responding to requests.

9. Changes to This Policy

We may update this Policy from time to time to reflect changes in our data practices, legal requirements or business operations. When we do, we will update the “Effective date” accordingly. We encourage you to review this Policy periodically.