Introduction
Welcome to the URM Consulting Services Ltd ('URM', 'we', 'us') Website Privacy Policy ('Privacy Policy').
Your privacy is of great importance to us. This Privacy Policy explains how URM collects and processes personal data in support of the delivery of our services (including consultancy, auditing and training) and the provision of our software solutions. It also describes how we process personal data when you interact with us via our website at www.urmconsulting.com, when you register for or attend our events, and when we send marketing communications. It is important that you read this Privacy Policy so that you are fully aware of how and why we are using your data. We may update this Privacy Policy from time to time to reflect changes in our services, the law or our organisation.
1. Important information and who we are
Controller
For the purposes of the Data Protection Act 2018 and the United Kingdom General Data Protection Regulation ("UK GDPR"), as amended by the Data (Use and Access) Act 2025 (DUAA 2025), the EU GDPR and other relevant data protection laws, URM Consulting Services Ltd is the controller responsible for your personal data. We are a private limited company registered in England and Wales under company number 5488337 with registered office at Sky View, Argosy Road, East Midlands Airport, Castle Donington, Derby, England, DE74 2SA, and a correspondence address at 1st Floor, Davidson House, The Forbury Reading, RG1 3EU.
We provide organisations throughout the UK with consultancy, auditing, cyber testing, training, and software solutions across cyber and information security, data protection, business continuity, risk management, governance, and compliance. We enable them to achieve levels of security, resilience, and data protection that align with their objectives and culture, while conforming to management system standards and complying with international legislation and regulations.
We own and operate the URM website at www.urmconsulting.com. This Privacy Policy should be read in conjunction with our Website Cookie Policy.
Our website is not intended for children, and we do not knowingly collect data relating to children.
Data Protection Officer
We have appointed a Data Protection Officer ('DPO') who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO using the details set out below.
Contact details
If you have any questions about this Privacy Policy or our privacy practices, please contact us using the details below.
Email address: info@urmconsulting.com
Postal address: 1st Floor, Davidson House, The Forbury Reading, RG1 3EU
Telephone number: 0118 206 5410
Changes to the Privacy Policy and your duty to inform us of changes to your personal data.
This Privacy Policy was last updated in August 2026. We keep our Privacy Policy under regular review and may amend this Privacy Policy from time to time to keep it up to date or to comply with legal requirements. You should regularly check this Privacy Policy for updates.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been completely removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data: your name and business role/title (and, where relevant, your organisation).
- Contact Data: work email address, work telephone number and business address.
- Financial Data: bank account details and/or payment card details (where applicable, for example to pay fees for events, training courses or other services).
- Transaction Data: details of services and/or products requested or provided (including quotations and proposals), event registrations and attendance, invoicing and payment status, and (where relevant) training course outcomes such as certificated examination results.
- Technical Data: internet protocol (IP) address, browser type and version, browser or device identifiers (where available), time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website.
- Profile Data: your professional interests and preferences, feedback and survey responses.
- Usage Data: information about how you use our website, pages you visit, and how you interact with content on our website.
- Marketing and Communications Data: your marketing communication preferences and your preferences in receiving communications from us.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.
We do not normally collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, genetic information, and biometric data) and we do not collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or products). In this case, we may have to cancel a service or product you have with us, but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may provide us with your Identity, contact details and Financial Data by filling in forms online or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- Request information about our services or products (for example consultancy, auditing, training, or software solutions);
- Register to attend a training course, webinar, seminar or other event;
- Sign up to receive marketing communications or updates;
- Download resources such as white papers, data sheets or case studies;
- Subscribe to our mailing list;
- Provide feedback or participate in a survey.
- Contact us (for example by submitting an enquiry form or emailing/calling us).
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. For more information, please see our Cookie Policy on www.urmconsulting.com.
- Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
- Analytics and website performance providers: Technical and Usage Data;
- Marketing and email platform providers: Identity and Contact Data, Marketing and Communications Data, and information about email engagement;
- Commercial B2B data providers and prospecting tools: business contact details such as name, job title, company name, work email address, work telephone number and business address;
- Social media platforms: Identity, Technical and Profile Data where you engage with our content or contact us via social media.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where it is necessary for the performance of a contract with you (e.g., for your purchase of something from our website), or to take steps at your request prior to entering into such a contract.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
- Where we engage in business to consumer (B2C) electronic direct marketing, we rely on your consent as a legal basis for processing your personal data for this purpose. You have the right to stop such B2C direct marketing at any time by following the opt-out links on our marketing messages or by contacting our DPO as above.
Purposes for which we will use your personal data
We have set out below, in table format, a description of all the ways we use your personal data, and which of the legal bases, or grounds, we rely on to do so. We have also identified what our legitimate interests are where appropriate. Where we rely on legitimate interests as a lawful basis, we consider and balance our interests (or those of a third party) against your interests and fundamental rights and freedoms.
Note: We may process your personal data on more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to understand what may be of interest to you and to send you information about URM, including consultancy services, software solutions, events and training, and related resources.
You may receive marketing communications from us where you have requested information, engaged with us in relation to our services, attended one of our events, or have an existing business relationship with us. In these cases, and where permitted by applicable law, we may send you information about similar services. You will be given the opportunity to opt out of such communications when your details are collected and in each subsequent communication.
Third-party marketing
We will obtain your express opt-in consent before we share your personal data with any third party for B2C marketing purposes (we do not currently do this).
Opting Out
You can ask us or third parties to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by contacting us.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us because of a service or product purchase, service or product experience or other transaction.
Cookies and Similar Technologies
You can choose to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. We may use strictly necessary cookies, and other cookies that are permitted without consent under applicable law, to support website security, core functionality, load balancing, and to remember choices such as your cookie preferences. Where we process personal data through those cookies, we rely on our legitimate interests. We will only set non-essential cookies, including analytics or measurement cookies, with your consent, and you can withdraw consent at any time. For more information about the cookies we use, please see our website Cookies Policy.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Where permitted by applicable data protection law, certain additional uses may be treated as compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so. If you would like more information on how a new use is compatible with the original purpose, please contact our Data Protection Officer or use the contact details in this Privacy Policy.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out in the table in Section 4 How we use your personal data above.
- Internal Recipients as set out in the Glossary.
- External Recipients as set out in the Glossary.
- Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets.
Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
We require all recipients of your personal data to respect its security and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
Some of our external recipients are based outside the UK and the European Economic Area (“EEA”) so their processing of your personal data will involve a transfer of data outside the UK and EEA.
Whenever we transfer your personal data out of the UK and EEA, we ensure an appropriate degree of protection is given to it by implementing one or more of the following safeguards:
- We will only transfer your personal data to countries where the UK government has issued an adequacy decision, confirming that the legal protections for personal data in that country are not materially lower than those required by UK law.
- Where an adequacy decision is not in place, we will use the UK Information Commissioner’s International Data Transfer Agreement (IDTA), conduct a Transfer Risk Assessment (TRA), or use other safeguards such as Standard Data Protection Clauses or Binding Corporate Rules, to ensure your personal data receives a level of protection equivalent to that required by UK GDPR.
- In limited circumstances, we may rely on one of the specific exceptions permitted under the UK GDPR as amended (such as your explicit consent, or where a transfer is necessary for the performance of a contract).
Please contact us if you require further information on the specific mechanism and safeguards we use when transferring your personal data outside the UK and EEA.
7. Data security
We have put in place appropriate security measures to minimise the likelihood of your personal data being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
How long will we use your personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. In general, we apply the following retention periods:
- Consultancy services: from the date URM’s contract with our client expires without renewal, plus 6 years.
- Software products provided to clients: where licensed directly by the client, from contract expiry without renewal, plus up to 30 days; and where used as part of a service delivery, from contract expiry without renewal, plus 6 years.
- B2B marketing emails: until you unsubscribe or we receive a bounce back indicating the address is no longer active.
- Website enquiries (where no further engagement occurs): up to 18 months.
- Training course and event attendance records: up to 7 years.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
When we no longer need your personal data, we will dispose of or minimise the personal data in accordance with approved company processes to ensure all reasonable efforts and precautions are taken to protect the confidentiality of the data.
In some circumstances, you can ask us to delete your data: see Section 9 on Your legal rights below for further information.
9. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are:
Request access to your personal data (commonly known as making a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. In accordance with the UK GDPR, we may limit our search or response to what is reasonable and proportionate and are not required to conduct searches or produce information that would involve disproportionate effort.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, except for direct marketing, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful, but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services or products to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
Complaints: If you have any concerns about how we handle your personal data, you have the right to make a complaint to us. We aim to resolve concerns quickly and fairly. You can make a complaint using any of the following methods:
- Email: DSR@urmconsulting.com
- Post: 1st Floor, Davidson House, The Forbury Reading, RG1 3EU
- Telephone or directly to a member of staff
You do not need to follow a specific format when making a complaint. We will treat any expression of dissatisfaction about how we handle your personal data as a complaint.
We will acknowledge receipt of your complaint within 30 days and will investigate and respond to your complaint without undue delay. We may contact you to request further information where necessary to help us investigate, including verifying your identity. Any such request will be proportionate and will not unnecessarily delay our response.
Where appropriate, we will keep you informed of progress and provide a clear explanation of the outcome of our investigation, including any actions we have taken.
If you are not satisfied with our response, you may ask us to review our decision.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at any time. We encourage you to contact us first so we can try to resolve your concerns, but this does not affect your right to complain to the ICO.
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
No fee usually required
You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all valid requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. For requests for access to your personal data (subject access requests), the statutory time limit may be paused while we request and wait for any necessary clarification or identification from you. For other data subject rights, the statutory response time runs from the date your request is received, except for specific legal exceptions.
Glossary
RECIPIENTS
Internal Recipients
Appropriate departments and teams within URM (for example: consultancy delivery, training and events, sales and marketing, finance and IT).
External Recipients
- Our email tool provider.
- Third parties involved in delivery of specific services (for example accreditation bodies or scheme administrators where relevant, such as for Cyber Essentials).
- Service providers supplying services which include IT, software and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue and Customs, public authorities such as regulators and other government authorities such as those involved in law enforcement which may require personal data or reporting of processing activities in certain circumstances.
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