Privacy Policy

1. Introduction

Retrievia Systems is committed to protecting personal information and respecting the privacy rights of individuals who visit our website, communicate with us or engage with our services.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information in connection with our business activities.

It applies to website visitors, prospective clients, existing clients, business contacts and other individuals whose personal information we process.

Our services are provided primarily to businesses in the United Kingdom, United States and other international markets.

We process personal information in accordance with applicable privacy and data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and relevant United States federal and state privacy laws.

2. Company Information and Data Controller

Retrievia Systems is a trading name of TJ PARISH LIMITED, a private limited company registered in England and Wales under company number 12313959.

Registered Office:
4 Nursery Road, Hook End, Brentwood, Essex, United Kingdom, CM15 0HE.

Privacy Contact:
privacy@retrieviasystems.co.uk

For personal information collected and used in connection with our own website, commercial communications, business development and client relationships, TJ PARISH LIMITED generally acts as the data controller.

Where we process personal information solely on behalf of a client and according to that client's documented instructions, we may act as a data processor or service provider. Such processing will be governed by the relevant contractual arrangements and, where required, a separate Data Processing Agreement.

3. Personal Information We Collect

We may collect and process the following categories of personal information, depending on how individuals interact with our business.

3.1. Identification and Contact Information

• Names and professional titles.
• Business email addresses.
• Business telephone numbers.
• Company names and business addresses.
• Job titles and professional responsibilities.
• Information submitted through contact forms or correspondence.

3.2. Business and Commercial Information

• Business enquiries and service requirements.
• Proposals, quotations and contractual information.
• Project correspondence and service delivery records.
• Billing, invoicing and payment-related information.
• Information relating to commercial interests and business requirements.

3.3. Technical and Website Information

When individuals access our website, our systems or authorised service providers may process technical information such as:

• Internet Protocol (IP) addresses.
• Browser types and device information.
• Operating systems and referral sources.
• Pages visited and interactions with website features.
• Dates, times and technical logs associated with website access.
• Cookie identifiers and other online identifiers where the relevant technologies are deployed.

3.4. Business Research and Professional Information

In connection with our information retrieval and commercial research services, we may process business-related information obtained from publicly accessible or lawfully supplied sources.

This may include company websites, commercial directories, public business records, professional profiles and information supplied by clients or authorised business data providers.

Where such information identifies an individual, including through their name, professional position or business email address, we treat it as personal information and apply the relevant data protection requirements.

3.5. Sensitive Personal Information

Our services are not designed to require sensitive personal information, such as health records, biometric identifiers, religious beliefs or information concerning sexual orientation.

We ask clients and website visitors not to submit such information unless necessary, lawful and specifically agreed.

Where sensitive personal information must be processed, we will establish the appropriate legal basis, safeguards and contractual arrangements.

4. How We Collect Personal Information

We obtain personal information through several sources:

• Directly from individuals: When someone contacts us, submits an enquiry, requests a proposal, enters into a contract or communicates with our business.
• Through business relationships: When clients, suppliers, partners or professional contacts provide information necessary for an engagement.
• Through public and commercial sources: When we conduct legitimate business research or identify prospective commercial clients using publicly accessible sources or appropriately sourced business information.
• Through website technologies: When technical information is collected through website access, server logs, cookies or other technologies that are actually deployed.

Where information is obtained indirectly, we provide the relevant privacy information as required by applicable law.

5. How We Use Personal Information

We use personal information for legitimate and specified business purposes, including:

5.1. Responding to Enquiries

To respond to questions, arrange consultations, assess requirements and prepare commercial proposals.

5.2. Providing Contracted Services

To deliver information retrieval consultancy, AI search analysis, Retrieval Opportunity Reports, technical implementation, monitoring and other agreed professional services.

5.3. Commercial Communications

To communicate with existing clients and prospective business customers about relevant services, commercial opportunities and professional matters, where permitted by applicable law.

5.4. Business Administration

To manage contracts, invoices, payments, records, service delivery, accounting and compliance obligations.

5.5. Website Operation and Improvement

To operate, maintain, secure and improve our website, understand its usage and identify technical problems.

5.6. Security and Legal Compliance

To prevent misuse, investigate security incidents, establish or defend legal claims and comply with applicable legal obligations.

We will not use personal information for purposes that are incompatible with the purposes for which it was collected unless permitted by law.

6. Lawful Bases for Processing Under UK GDPR

Where UK GDPR applies, we rely on one or more of the following lawful bases.

Purpose	Lawful Basis
Responding to business enquiries	Legitimate interests or steps requested before entering a contract
Delivering services to individual clients	Contractual necessity
Managing business representatives and client relationships	Legitimate interests
Business-to-business marketing	Legitimate interests where appropriate, or consent where required
Accounting, taxation and regulatory compliance	Legal obligation
Website security and fraud prevention	Legitimate interests or legal obligation
Non-essential cookies and tracking	Consent where required by applicable law
Establishing or defending legal claims	Legitimate interests or another applicable lawful basis

Our legitimate interests include operating and developing our business, providing professional services, communicating with relevant commercial contacts, maintaining secure systems and protecting our legal and commercial interests.

Where we rely on legitimate interests, we assess whether our processing is necessary and whether those interests are overridden by individuals' rights and freedoms.

Where consent is required, individuals may withdraw it at any time. Withdrawal does not affect processing lawfully carried out before consent was withdrawn.

7. Business-to-Business Marketing

Retrievia Systems may identify and communicate with relevant business contacts regarding its professional services.

Marketing activities will be conducted in accordance with applicable law, including the UK's Privacy and Electronic Communications Regulations (PECR), UK GDPR and the United States CAN-SPAM Act where relevant.

7.1. United Kingdom

Where permitted, we may contact representatives of corporate organisations using relevant business contact details and a valid lawful basis for processing any personal information.

Different rules apply to sole traders, certain partnerships and other individual subscribers. Where consent or a valid statutory exception is required, we will comply with those requirements.

7.2. United States

Commercial emails sent to US recipients will comply with applicable CAN-SPAM requirements, including accurate sender identification, non-deceptive subject lines, a valid physical postal address and an effective means of opting out.

7.3. Marketing Preferences

Recipients may request that we stop sending marketing communications at any time.

Requests may be submitted through the unsubscribe or opt-out method included in our communications, by replying to the sender or by contacting our designated privacy contact.

We will honour applicable marketing opt-out requirements, including the CAN-SPAM deadline of 10 business days where applicable.

We may retain limited contact details on suppression lists to prevent further unwanted marketing.

8. Cookies and Website Technologies

Our website may use cookies and similar technologies to support website operation, security, functionality and measurement.

Depending on the technologies deployed, these may include:

• Essential technologies: Necessary for security, basic functionality or the delivery of a requested service.
• Analytics technologies: Used to measure website usage and performance.
• Preference technologies: Used to remember settings or choices.
• Advertising technologies: Used for advertising measurement or targeting, if introduced and separately disclosed.

Where applicable law requires consent, we will seek it before setting or accessing non-exempt cookies or similar technologies.

Certain statistical and functional technologies may qualify for specific exemptions under UK legislation, subject to the applicable statutory conditions.

Where a cookie preferences mechanism is available, visitors may use it to manage their choices.

Visitors may also manage cookies through their browser settings.

The specific cookies, providers, purposes and retention periods in use must be disclosed through the website's cookie information or preferences mechanism.

9. Sharing and Disclosure of Personal Information

We may disclose personal information where reasonably necessary for our business operations and lawful service delivery.

Potential recipients include:

• Website hosting and technical infrastructure providers.
• Email, communications and customer relationship management providers.
• Analytics, reporting and information technology providers.
• Payment processing and accounting service providers.
• Authorised professional advisers.
• Contractors and subcontractors supporting agreed services.
• Law enforcement, regulators or public authorities where disclosure is legally required.

Where third parties process personal information on our behalf, we will implement appropriate contractual and security safeguards.

We will not disclose a client's confidential commercial information for unrelated marketing or competitive purposes without appropriate authorisation.

We will not permit third-party processors to use personal information for their independent purposes unless authorised and lawful.

10. Artificial Intelligence and Information Retrieval Systems

Certain Retrievia Systems services involve information retrieval technologies, automated analysis and artificial intelligence platforms.

These technologies may be used to analyse public information, evaluate search visibility, identify relationships between information sources and produce reports or recommendations.

Where personal information is involved:

10.1. Processing will be limited to legitimate and specified service purposes.

10.2. Information supplied by clients will be processed in accordance with the applicable agreement and data processing instructions.

10.3. Personal information will not be disclosed to external AI providers for unrelated purposes without an appropriate legal basis and authorisation.

10.4. Where AI service providers process personal information, relevant contractual, security and international transfer requirements will apply.

10.5. Our routine business research and search visibility analysis are not intended to make solely automated decisions about individuals that produce legal or similarly significant effects.

Where legally significant automated decision-making or profiling is introduced, additional disclosures and safeguards will be provided as required by applicable law.

11. International Data Transfers

Retrievia Systems is established in the United Kingdom and provides services internationally.

Personal information may be accessed or processed outside the United Kingdom, including in the United States, where necessary for authorised business operations or service delivery.

Where international transfers are subject to UK GDPR restrictions, we will use an appropriate legal transfer mechanism, which may include:

• Applicable UK adequacy regulations.
• The UK Extension to the EU-US Data Privacy Framework, where the receiving organisation has the necessary active certification.
• The UK International Data Transfer Agreement or applicable UK Addendum.
• Other appropriate legal safeguards or permitted exceptions.

We will undertake any required transfer assessments and implement relevant safeguards.

Individuals may request information about applicable international transfer safeguards through our privacy contact.

12. Data Security

Retrievia Systems applies appropriate technical and organisational measures intended to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.

Measures are selected according to the nature and risks of the processing and may include appropriate access controls, authentication, secure transmission, system maintenance, restricted permissions and secure storage.

Access to personal information is limited to individuals and providers who require it for legitimate business purposes.

No internet-based system can be guaranteed completely secure. We review security arrangements as appropriate and respond to suspected personal data breaches in accordance with applicable legal obligations.

13. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to applicable legal and regulatory requirements.

Retention is determined according to the relevant category and purpose:

Information Category	Retention Criteria
Business enquiries and prospective client records	While enquiries remain active and for a proportionate period afterwards
Client contracts and project records	Duration of the relationship and any necessary contractual, legal or dispute-resolution period
Accounting and financial records	Period required by applicable accounting and tax legislation
Business marketing contacts	While a lawful marketing purpose exists or until the contact opts out, subject to necessary suppression records
Website technical and security records	For operational, security and troubleshooting needs, using proportionate retention periods
Client-controlled project data	As specified in the applicable service agreement or Data Processing Agreement

Where personal information is no longer required, it will be deleted, anonymised or securely disposed of, subject to legal retention obligations and practical backup deletion arrangements.

14. Rights Under United Kingdom Data Protection Law

Where UK GDPR applies, individuals may have the right to:

• Access personal information held about them.
• Request correction of inaccurate information.
• Request deletion in applicable circumstances.
• Restrict certain processing.
• Object to processing based on legitimate interests.
• Object to direct marketing.
• Request data portability where applicable.
• Withdraw consent where processing relies upon consent.
• Challenge certain qualifying automated decisions.

Individuals have the right to object at any time to the processing of their personal information for direct marketing purposes.

Requests may be submitted using the contact details in Section 2.

We may request reasonable verification of identity before disclosing or modifying personal information.

Requests will be handled within applicable statutory deadlines.

Individuals who remain dissatisfied may raise a complaint with the UK Information Commissioner's Office at www.ico.org.uk.

15. United States Privacy Rights

Residents of certain US states may have additional privacy rights under applicable state legislation.

These rights depend on the relevant law, its applicability to Retrievia Systems and the circumstances of the processing.

15.1. Categories of Personal Information

For purposes of applicable US privacy laws, the categories addressed by this policy include:

• Identifiers, such as names, contact information and IP addresses.
• Professional or employment-related information.
• Commercial information, such as service enquiries and transactions.
• Internet or electronic network activity information, where collected.
• Inferences about professional or commercial interests, where generated.
• Sensitive personal information, only where lawfully necessary and collected.

The sources, purposes and categories of recipients are described in Sections 3–9.

15.2. California Privacy Rights

Where the California Consumer Privacy Act, as amended by the California Privacy Rights Act and subsequent legislation, applies to our activities, eligible California residents may have the right to:

• Know and access personal information collected about them.
• Request deletion, subject to legal exceptions.
• Request correction of inaccurate information.
• Opt out of the sale or sharing of personal information.
• Limit certain uses or disclosures of sensitive personal information.
• Receive protection against unlawful discrimination or retaliation for exercising privacy rights.

Retrievia Systems' intended operating policy is not to sell personal information or share it with third parties for cross-context behavioural advertising.

If activities constituting a sale or sharing under applicable law are introduced, we will update the relevant disclosures and provide legally required opt-out mechanisms before undertaking those activities.

We do not knowingly sell or share the personal information of individuals under 16 years of age.

Where applicable, information about categories of personal information collected, disclosed, sold or shared during the preceding 12 months will be maintained in accordance with California disclosure requirements.

15.3. Other US State Privacy Rights

Where relevant state privacy legislation applies, eligible individuals may have additional rights relating to access, deletion, correction, portability, targeted advertising, the sale of personal data or certain forms of profiling.

Where required, we will provide a mechanism to appeal decisions concerning privacy requests.

15.4. Exercising US Privacy Rights

Privacy requests can be submitted through our designated privacy contact.

We may verify a request using information reasonably necessary to establish the individual's identity or authority.

Where permitted, requests may be made by authorised agents, subject to applicable verification requirements.

We will respond within the periods required by the relevant legislation.

Where legally required, we will recognise supported opt-out preference signals for the processing activities to which those signals apply.

16. Children’s Privacy

Our website and services are intended for businesses and professional audiences.

They are not directed towards children under 18 years of age, and we do not knowingly solicit personal information from children.

If we become aware that personal information has been collected from a child in circumstances requiring parental authorisation or deletion, we will take appropriate action in accordance with applicable law.

17. Third-Party Websites

Our website may contain links to external websites or services operated by independent organisations.

We do not control the privacy practices of those organisations.

Visitors should review the relevant third-party privacy notices before providing personal information.

18. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, operational practices or applicable legislation.

The current version will be published on our website with the date of its most recent update.

Where required by law, material changes will be communicated through additional notices or other appropriate mechanisms.

Changes will not retrospectively authorise processing that was unlawful when undertaken.

19. Contact and Privacy Requests

Questions regarding this Privacy Policy, requests to exercise privacy rights and concerns about personal information may be directed to:

Retrievia Systems
A trading name of TJ PARISH LIMITED

Company Registration Number: 12313959
Registered in: England and Wales

Registered Office:
4 Nursery Road, Hook End, Brentwood, Essex, United Kingdom, CM15 0HE.

Privacy Contact:
privacy@retrieviasystems.co.uk

We will review privacy enquiries and respond in accordance with applicable legal requirements.