Privacy Policy
1. Introduction
London CoSec ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website or services.
This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller:
London CoSec
117 George Street
London, W1H 7HF
United Kingdom
Email: contact@londoncosec.com
2. Information We Collect
2.1 Information You Provide Directly
When you use our website or contact us, we may collect:
- Contact Information: Name, email address, company name
- Enquiry Details: Information you provide in contact forms or email communications
- Professional Information: Job title, business sector, nature of your enquiry
- Communication Records: Records of correspondence between you and London CoSec
2.2 Information Collected Automatically
When you visit our website, we may automatically collect:
- Technical Information: IP address, browser type, device type, operating system
- Usage Data: Pages visited, time spent on pages, referring website
- Cookies: See our Cookie Policy below for full details
2.3 Information from Third Parties
We may receive information about you from:
- Professional referrals or introductions
- Public business directories (e.g., Companies House)
- LinkedIn or other professional networking platforms (if you connect with us)
3. HOW WE USE YOUR INFORMATION
We process your personal data for the following purposes:
3.1 To Provide Our Services
Legal basis: Contract performance or taking steps at your request before entering into a contract
- Responding to your enquiries and providing information about our services
- Delivering company secretarial and governance services
- Managing our client relationship with you
- Processing payments and managing billing
3.2 For Legitimate Business Interests
Legal basis: Legitimate interests (ensuring the efficient operation of our business)
- Improving our website and services
- Conducting business development and marketing activities
- Maintaining business records and managing our operations
- Preventing fraud and ensuring website security
3.3 For Legal Compliance
Legal basis: Legal obligation
- Complying with regulatory requirements
- Responding to legal requests or court orders
- Maintaining professional records as required by our regulatory body
3.4 With Your Consent
Legal basis: Consent (where applicable)
- Sending marketing communications (you can opt out at any time)
- Using cookies for analytics or non-essential purposes (see Cookie Policy)
4. WHO WE SHARE YOUR INFORMATION WITH
We may share your personal data with:
4.1 Service Providers
We use trusted third-party service providers who process data on our behalf:
- Website hosting and IT infrastructure providers
- Email communication services
- Payment processors (for handling client payments securely)
- Professional advisers (lawyers, accountants, or other professional consultants where necessary)
All service providers are contractually required to keep your data secure and confidential.
4.2 Regulatory and Legal Obligations
We may disclose your information:
- To comply with legal obligations or court orders
- To the Chartered Governance Institute UK & Ireland (our professional body)
- To regulatory authorities if required
4.3 Business Transfers
If London CoSec is involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change.
4.4 With Your Consent
We will share your information with other parties only with your explicit consent.
5. INTERNATIONAL TRANSFERS
5.1 Cyprus Operations
As part of our group of companies, some of your data may be processed by our Cyprus office (Cyma Main Registrars) where necessary to provide our services. Cyprus is considered an adequate country for data protection purposes under UK GDPR.
All service providers are contractually required to keep your data secure and confidential.
5.2 Third-Party Services
Some of our service providers may be located outside the UK. Where we transfer data internationally, we ensure appropriate safeguards are in place, such as:
- Transfers to countries with adequacy decisions
- Standard contractual clauses approved by the ICO
- Other legally approved transfer mechanisms
6. HOW LONG WE KEEP YOUR DATA
We retain your personal data only for as long as necessary for the purposes described in this policy:
After the retention period expires, we will securely delete or anonymize your data.
7. YOUR RIGHTS
Under UK GDPR, you have the following rights:
7.1 Right to Access
You can request a copy of the personal data we hold about you.
7.2 Right to Rectification
You can ask us to correct inaccurate or incomplete personal data.
7.3 Right to Erasure ("Right to be Forgotten")
You can request deletion of your personal data in certain circumstances.
7.4 Right to Restrict Processing
You can request that we limit how we use your personal data.
7.5 Right to Data Portability
You can request your data in a structured, commonly used format.
7.6 Right to Object
You can object to processing based on legitimate interests or for direct marketing purposes.
7.7 Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time.
7.8 Right to Lodge a Complaint
You can complain to the Information Commissioner's Office (ICO):
Information Commissioner's Office
- Wycliffe House
- Water Lane
- Wilmslow
- Cheshire
- SK9 5AF
Tel: 0303 123 1113
Website: https://ico.org.uk
How to Exercise Your Rights
To exercise any of these rights, please contact us at:
Email: contact@londoncosec.com
Post: London CoSec, 117 George Street, London W1H 7HF, United Kingdom
We will respond to your request within one month.
8. DATA SECURITY
We implement appropriate technical and organisational measures to protect your personal data, including:
- Encryption: Data transmitted to and from our website is encrypted using SSL/TLS
- Access Controls: Limited access to personal data on a need-to-know basis
- Secure Storage: Data stored on secure servers with regular backups
- Staff Training: All staff are trained on data protection obligations
- Third-Party Security: We require all service providers to maintain equivalent security standards
While we take all reasonable steps to protect your data, no internet transmission is completely secure. We cannot guarantee absolute security.
8. DATA SECURITY
We implement appropriate technical and organisational measures to protect your personal data, including:
- Encryption: Data transmitted to and from our website is encrypted using SSL/TLS
- Access Controls: Limited access to personal data on a need-to-know basis
- Secure Storage: Data stored on secure servers with regular backups
- Staff Training: All staff are trained on data protection obligations
- Third-Party Security: We require all service providers to maintain equivalent security standards
While we take all reasonable steps to protect your data, no internet transmission is completely secure. We cannot guarantee absolute security
9. COOKIES
9.1 What Are Cookies?
Cookies are small text files placed on your device when you visit our website. They help us provide a better user experience and understand how our website is used.
9.2 Types of Cookies We Use
Essential Cookies
These are necessary for the website to function and cannot be disabled:
- Session management cookies
- Security cookies
- Load balancing cookies
Analytics Cookies (with your consent)
We use Google Analytics to understand how visitors use our website:
- Pages visited
- Time spent on site
- Traffic sources
- User behavior patterns
This data is anonymized and used only to improve our website.
Marketing Cookies (with your consent, if applicable)
We may use cookies to deliver relevant advertising and track campaign effectiveness.
9.3 Managing Cookies
You can control cookies through your browser settings:
- Accept all cookies
- Reject non-essential cookies
- Delete cookies that have already been set
Browser settings:
Most browsers allow you to refuse or delete cookies. Instructions vary by browser:
- Chrome: Settings > Privacy and Security > Cookies
- Firefox: Settings > Privacy & Security > Cookies
- Safari: Preferences > Privacy > Cookies
- Edge: Settings > Privacy > Cookies
Please note that blocking essential cookies may affect website functionality.
9.4 Cookie Consent
When you first visit our website, you will see a cookie banner allowing you to:
- Accept all cookies
- Reject non-essential cookies
- Customize your cookie preferences
You can change your preferences at any time by clicking the "Cookie Settings" link in our website footer.
10. THIRD-PARTY LINKS
Our website may contain links to third-party websites (e.g., our Cyprus office website, professional associations, or partner services). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.
11. CHILDREN'S PRIVACY
Our services are not directed at children under 16. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child, we will delete it promptly.
12. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
- Posting the updated policy on our website
- Updating the "Last updated" date at the top of this policy
- Sending you an email notification (for significant changes)
We encourage you to review this policy periodically.
13. CONTACT US
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
London CoSec
117 George Street
London W1H 7HF
United Kingdom
Email: contact@londoncosec.com
Data Protection Enquiries:
For specific data protection questions, please email contact@londoncosec.com with the subject line "Data Protection Enquiry" and we will prioritize your request.
14. PROFESSIONAL REGULATORY OBLIGATIONS
As a Chartered Secretary and member of the Chartered Governance Institute UK & Ireland, we are bound by professional obligations regarding confidentiality and data protection. We maintain the highest standards of professional conduct in handling your personal information.
This Privacy Policy is effective as of 31st December 2025
APPENDIX: DETAILED COOKIE LIST
Essential Cookies
Analytics Cookies (Google Analytics)
For more information about Google Analytics cookies, visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
