Privacy Policy 

Last updated: April 2026  

1. Background  

This policy (Privacy Policy) tells you how we use your personal data when you visit our website at https://www.responsiblem.com, where you are a prospective customer of our business, or where you are another type of business contact, such as a supplier or service provider to our business.  

This policy sets out what information we collect about you, what we use it for and whom we share it with. It also explains your rights under data protection laws and what to do if you have any concerns about your personal data.  

We may sometimes need to update this Privacy Policy to comply with new business practices or legal requirements. You should check this Privacy Policy regularly to see whether any changes have occurred.  

2. Who we are and other important information  

RESPONSIBLE MARKETING LTD, registered in England and Wales with company number 11916901 with our registered address at Waverley House, 9 Noel Street, London, United Kingdom, W1F 8GQ is the controller of your personal data (we, us or our).  

For all visitors to our website, we are the controller of your information (which means we decide what information we collect and how it is used).  

3. Contact details  

If you have any questions about this Privacy Policy or the way that we use information, please get in touch using the following details:  

• Email address: privacy@responsiblem.com 

• Postal address: Waverley House, 9 Noel Street, London, United Kingdom, W1F 8GQ 

4. The information we collect about you  

Personal data means any information relating to an identified or identifiable living individual. We have grouped together the types of personal data that we collect below:  

• Identity Data: your first and last name or title or role. 

• Contact Data: your email address, telephone numbers, address. 

• Professional Profile: organisation, your preferences in receiving marketing from us and your communication preferences, as well as your emails with us.  

• Website Usage Data: your use of our website. Please see our Cookie Policy for more information. 

• Health Data / Dietary Information: in connection with events that we may run. 

5. Where we get your information from 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

• You have made a complaint or enquiry to us. 

• You have made an information request to us. 

• You wish to attend, or have attended, an event or meeting.  

• You subscribe to our e-newsletter. 

• You sign a contract with us for a product or service. 

• You have applied for a job or secondment with us (although this will typically be via our group company (Responsible Resourcing Agency Ltd – see their Privacy Policy here)) 

• You are representing your organisation. 

• You visit our website and consent to our use of cookies. 

We may also receive personal data indirectly in the following scenarios:  

• When we conduct online research or access publicly available information.  

• Where you have made your contact information available on your organisation's website, or social media accounts, and we use this to contact you and your organisation. 

• We may source it from legitimate third-party sources such as data brokers or lead generation service providers. 

6. How we use your information  

We are required to identify a legal justification (also known as a lawful basis) for collecting and using your personal data. The most relevant of these to us are where we use your personal data to:  

• fulfil our contract with you; 

• comply with a legal obligation that we have; or 

• do something for which you have given your consent.  

The lawful bases we rely on when we use your personal data are set out in the table below.  

Where we rely on legitimate interests as our lawful basis in the scenarios above, we have considered whether this interest is outweighed by your rights and have concluded that it is not, given the limited nature of the data involved and the reasonable expectations of business contacts. You have the right to object to this processing at any time.  For more detail see “Your rights regarding your personal data” below.) 

Where we need to collect your personal data (for example, in order to fulfil a contract we have with you), failure to provide us with your personal data may mean that we are not able to provide you with the services. Where we do not have the information required about you to fulfil an order, we may have to cancel the service ordered.  

When you give us your explicit consent, we may collect ‘special category’ personal data for events we organise when processing your disability information or your dietary requirements, which may reveal your religious or ideological beliefs. We will only process such data if you provide it to us and will securely erase it when we do not need it anymore.  

7. Who we share your information with  

We share (or may share) your personal data with: 

• Our personnel: our employees (or other types of workers) who have contracts containing confidentiality and data protection obligations. 

• Our supply chain: other organisations that help us provide our services, including IT and software providers, event providers, lead generation or prospecting services providers for the purposes of helping us grow our business (but not to sell your data), designers and marketing services providers. We ensure these organisations only have access to the information required to provide the support we use them for and have a contract with them that contains confidentiality and data protection obligations. 

• Our group companies: for legitimate business management and administrative purposes. 

• Our professional advisers: such as our accountants, legal advisors or insurers where we require specialist advice to help us conduct our business. 

• Regulators and enforcement authorities with whom we are legally obliged to share information: such as under a court order or as part of a regulatory investigation.  

• Any actual or potential buyer of, investor in our business or as is necessary in the context of corporate acquisitions, disposals or mergers.  

If we were asked to provide personal data in response to a court order or legal request (e.g. from the police), we would seek legal advice before disclosing any information and carefully consider the impact on your rights when providing a response. 

8. Where your information is located or transferred to 

We will only transfer information outside of the UK or EEA where we have a valid legal mechanism in place (to make sure that your personal data is guaranteed a level of protection, regardless of where in the world it is located, e.g. by using contracts approved by the ICO or the UK Secretary of State). You can access a copy of the transfer mechanism by contacting us at privacy@responsiblem.com. 

If you access our website whilst abroad then your personal data may be stored on servers located in the same country as you or your organisation.  

9. Our Use of AI and LLMs 

We use AI-powered tools such as Microsoft 365 Copilot (Copilot) and Claude (“AI Tools”) to enhance staff productivity and efficiency and for making reasonable adjustments to improve accessibility. 

These AI Tools utilise large language models (LLMs), a type of artificial intelligence (AI) algorithm that uses deep learning techniques to understand, summarise, predict, and generate content. 

We use these AI Tools to help summarise information (such as emails, Teams chat messages and meeting transcripts, documents), for example to prepare for meetings, create and format documents, analyse data, and generate content such as draft emails or presentations. They also assist with notetaking and idea generation to support efficient communication and decision-making. 

Any data, used with these AI Tools, is stored and stays within our enterprise-level, secure instances for these tools, and is not used for training foundation models.  

Where we use personal data of customers or others with whom we interact with these AI Tools, this personal data will be processed under the lawful basis of “legitimate interest” - specifically, our interest in operating our business efficiently, communicating effectively, and improving the quality of our work. This applies across all of the uses described above, including summarising communications, preparing for meetings, and generating draft content. For more information, please refer to the relevant sections of this privacy notice. 

We may collect audio and visual recordings, as well as transcripts, of conversations held using Microsoft Teams. The transcription function in Teams allows Copilot to produce some of the outputs referred to above.  

No decision affecting a customer or other individual will be taken based solely on the AI Tool output. All direct outputs from AI Tools come with the statement "AI-generated content may be incorrect" (or similar) and our policy and training stipulate that human oversight is always required to verify outputs. We will continue to monitor our use of AI Tools to review the risks and benefits of this deployment. Any extension of our use will be considered under our risk assessment processes and this privacy notice will be updated accordingly. 

Any AI-generated outputs that contain personal data - such as meeting summaries or transcripts - are retained only for as long as needed for the purpose they were created, and are subject to the retention periods set out in Section 10. 

10. How long we keep your information for  

Where we act as the controller, we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for and in line with our internal data retention policies.  

To decide how long to keep personal data (also known as its retention period), we consider the volume, nature, and sensitivity of the personal data, the potential risk of harm to you if an incident were to happen, whether we require the personal data to achieve the purposes we have identified or whether we can achieve those purposes through other means (e.g. by using aggregated data instead), and any applicable legal requirements (e.g. minimum accounting records for HM Revenue & Customs).  

We may keep Identity Data, Contact Data and certain other data (specifically, any exchanges between us by email or any other means) for up to seven years after the end of our contractual relationship with you.  

If you browse our website, we keep personal data collected through our analytics tools for only as long as necessary to fulfil the purposes we collected it for – see our Cookie Policy for further information on duration of cookies.  

If you have asked for information from us or you have subscribed to our mailing list, we keep your details until you ask us to stop contacting you.  

11. Your rights regarding your personal data 

You have specific legal rights in relation to your personal data, including: 

• Access: You must be told if your personal data is being used and you can ask for a copy of your personal data as well as information about how we are using it to make sure we are abiding by the law.  

• Correction (or rectification): You can ask us to correct your personal data if it is inaccurate or incomplete. We might need to verify the new information before we make any changes.  

• Deletion (or erasure): You can ask us to delete or remove your personal data in certain circumstances. If we think there is a good reason to keep the information you have asked us to delete (e.g. to comply with regulatory requirements), we will let you know and explain our decision.  

• Restriction: You can ask us to restrict how we use your personal data and temporarily limit the way we use it in certain circumstances.  

• Objection: You can object to us using your personal data if we are processing this in our legitimate interests. If we think there is a good reason for us to keep using the information, we will let you know and explain our decision.  

• Portability: You can ask us to send you or another organisation an electronic copy of your personal data that you have provided to us in certain circumstances.  

• Complaints: If you are unhappy with the way we collect and use your personal data, you can complain to the ICO or another relevant supervisory body, but we hope that we can respond to your concerns before it reaches that stage.  

These rights are subject to various exceptions and limitations. We can decide not to take any action in relation to a request where we have been unable to confirm your identity (this is one of our security processes to make sure we keep information safe).  

We will respond to your request without undue delay and within one month of receiving it. If your request is complex, or we have received several requests at once, we may extend this by up to two further months and will let you know if we need to do so. We do not respond directly to requests which relate to personal data for which we act as the processor. In this situation, we forward your request to the relevant controller and await their instruction before we take any action.  

If you wish to make any of the right requests listed above, you can reach us at privacy@responsiblem.com.  

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