Privacy Policy

1. Who We Are

EU Mandate & Co. is a trading name of Red Consortium Ltd (company number 16495425), a company registered in England and Wales. Our registered office is at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

For the purposes of data protection law, Red Consortium Ltd is the data controller. This means we are responsible for deciding how we hold and use personal data about you.

If you have any questions about this privacy policy or how we handle your personal data, please contact us at office@eumandate.com.

2. What Data We Collect

We may collect and process the following personal data about you:

Information you provide directly

• Name and job title
• Company name and business address
• Email address and telephone number
• Country of incorporation
• Details about your business and EU expansion requirements, as provided via our consultation form, email correspondence, or telephone calls

Information collected automatically

• IP address and approximate geographic location
• Browser type, device type, and operating system
• Pages visited, time spent on pages, and navigation patterns on our website
• Referring website or source

This information is collected through Google Analytics 4 and cookies. See section 8 for more detail on cookies.

3. How We Use Your Data

We use your personal data for the following purposes:

• To respond to your enquiry or consultation request
• To provide you with information about our services
• To prepare proposals and deliver our services to you
• To manage our business relationship with you, including invoicing and account administration
• To comply with our legal and regulatory obligations
• To improve our website, services, and user experience
• To send you relevant updates about our services or regulatory changes that may affect your business, where you have consented to receive these or where we have a legitimate interest in doing so

4. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we rely on the following legal bases to process your personal data:

• Consent: Where you have submitted a consultation request or opted in to receive communications from us. You may withdraw your consent at any time by contacting us at office@eumandate.com.
• Contractual necessity: Where processing is necessary to perform a contract with you or to take pre-contractual steps at your request, such as preparing a proposal.
• Legitimate interests: Where processing is necessary for our legitimate business interests, such as improving our services, managing our client relationships, and ensuring the security of our website. We ensure that our legitimate interests do not override your rights and freedoms.
• Legal obligation: Where we are required to process your data to comply with applicable law, such as anti-money laundering regulations, tax obligations, or regulatory requirements.

5. Who We Share Your Data With

We may share your personal data with the following categories of recipients where necessary to deliver our services or comply with legal requirements:

• Professional advisors: Our vetted network of accounting, tax, and legal partners in Poland and the UK, where required to deliver services you have engaged us for.
• Service providers: Third-party providers who assist with our business operations, including our website hosting provider, email service provider, form processing service (Tally), and analytics platform (Google Analytics).
• Regulatory authorities: Government agencies, tax authorities, or law enforcement bodies where required by law or regulation, including in connection with anti-money laundering obligations.

We do not sell, rent, or trade your personal data to any third party for marketing purposes.

6. International Data Transfers

Your personal data may be transferred to and processed in countries outside the United Kingdom, including Poland (where our operational headquarters are located) and other countries within the European Economic Area.

Where we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements. Transfers within the EEA are covered by adequacy regulations. For any transfers to countries without an adequacy decision, we implement appropriate safeguards such as standard contractual clauses approved by the relevant authority.

Some of our third-party service providers (such as Google) may process data in the United States or other jurisdictions. These providers operate under their own data protection frameworks and contractual commitments.

7. How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our general retention periods are:

• Enquiry and consultation data: Up to 24 months from your last interaction with us, unless you become a client.
• Client data: For the duration of our business relationship and for a minimum of 6 years thereafter, to comply with legal, regulatory, and accounting obligations.
• Website analytics data: Retained in accordance with Google Analytics' data retention settings. We currently retain analytics data for 14 months.
• AML and due diligence records: For a minimum of 5 years after the end of the business relationship, in accordance with anti-money laundering legislation.

When personal data is no longer required, we will securely delete or anonymise it.

8. Cookies

Our website uses cookies and similar technologies to improve your experience and to help us understand how our website is used.

Essential cookies

These are necessary for the website to function and cannot be switched off. They are usually set in response to actions you take, such as setting your privacy preferences or filling in forms.

Analytics cookies

We use Google Analytics 4 to collect anonymised information about how visitors use our website. This helps us improve the site and our services. Google Analytics uses cookies to collect information such as how often users visit the site, what pages they visit, and what other sites they used prior to coming to our site. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

Form cookies

Our consultation form is provided by Tally. Tally may set cookies to enable the form to function correctly and to prevent spam submissions.

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

9. Your Rights

Under UK data protection law, you have the following rights in relation to your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct any inaccurate or incomplete personal data.
• Right to erasure: You can ask us to delete your personal data in certain circumstances.
• Right to restrict processing: You can ask us to restrict how we use your data in certain circumstances.
• Right to data portability: You can request that we transfer your data to another organisation or directly to you, in a structured, commonly used, machine-readable format.
• Right to object: You can object to our processing of your data where we are relying on legitimate interests as our legal basis.
• Right to withdraw consent: Where we rely on your consent to process your data, you can withdraw that consent at any time.

To exercise any of these rights, please contact us at office@eumandate.com. We will respond to your request within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been infringed. The ICO can be contacted at ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.

10. Security

We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted communications, access controls, and secure storage of client records.

While we take all reasonable precautions, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of your data.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policy of any website you visit.

12. Children's Data

Our services are directed at businesses and their directors, officers, and employees. We do not knowingly collect personal data from children under the age of 16. If you believe we have inadvertently collected data from a child, please contact us immediately and we will take steps to delete it.

13. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or applicable law. Any updates will be posted on this page with a revised "last updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions about this privacy policy, wish to exercise your data protection rights, or have a concern about how we handle your personal data, please contact us:

Email: office@eumandate.com
Post: EU Mandate & Co. (Red Consortium Ltd), 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom