Privacy Policy

Privacy Policy

Last updated: 15 July 2026

1. About this privacy policy

Robson & Mitchell respects your privacy and is committed to protecting your personal information.

This privacy policy explains how we collect, use, store and protect personal information when you:

  • visit our website;

  • contact us;

  • request a toolkit, guide or other resource;

  • subscribe to receive insights or updates;

  • communicate with us through LinkedIn or another platform;

  • attend one of our events, workshops or webinars;

  • enquire about or purchase our services; or

  • work with us as a client, consultant, supplier or business contact.

It also explains your rights under UK data protection law.

2. Who we are

Robson & Mitchell is a high-value income and fundraising consultancy.

For the purposes of UK data protection law, the data controller is:

Robson & Mitchell Limited

Business address:
The Department Store Studios, 19 Bellefields Road, London SW9 9UH 

Email:
info@robsonandmitchell.co.uk

In this policy, "Robson & Mitchell", "we", "us" and "our" refer to the data controller named above.

3. The personal information we collect

Depending on how you interact with us, we may collect the following information.

Identity and contact information

This may include:

  • your name;

  • email address;

  • telephone number;

  • postal address;

  • organisation;

  • job title; and

  • professional contact details.

Professional and business information

This may include:

  • your role and responsibilities;

  • information about your organisation;

  • your areas of professional interest;

  • the services or resources you have expressed an interest in;

  • information relevant to a potential or existing consultancy engagement; and

  • information you provide in meetings, forms, surveys or correspondence.

Communications and relationship information

This may include:

  • emails and other correspondence;

  • LinkedIn messages and interactions;

  • records of meetings and telephone calls;

  • toolkit and resource requests;

  • event and webinar registrations;

  • marketing preferences;

  • notes about enquiries, proposals and client relationships; and

  • feedback you provide.

Contract and financial information

Where you become a client, supplier or consultant, we may collect:

  • billing and payment information;

  • contractual information;

  • purchase orders and invoices;

  • bank details where necessary to make or receive payments; and

  • records needed for accounting, tax and legal purposes.

We do not normally retain full payment-card information.

Website and technical information

When you visit our website, we may collect:

  • your device and browser type;

  • approximate location;

  • IP address or related technical identifiers;

  • pages visited;

  • referral source;

  • time spent on the website;

  • links selected; and

  • cookie and consent preferences.

Some of this information may be collected through cookies or analytics technologies. See the section on cookies below.

4. How we collect your information

We may collect information directly from you when you:

  • complete a website or HubSpot form;

  • request a toolkit or resource;

  • subscribe to our communications;

  • send us an email;

  • contact us through LinkedIn;

  • speak to us by telephone or video call;

  • attend an event, webinar or workshop;

  • request a proposal;

  • enter into an agreement with us; or

  • provide information while working with us.

We may also receive limited professional information from:

  • LinkedIn and other professional networking platforms;

  • your organisation's website;

  • publicly available professional directories;

  • event organisers;

  • mutual contacts or referrals;

  • existing clients or professional advisers; and

  • publicly accessible sources such as Companies House or the Charity Commission register.

We will only use information obtained from public or third-party sources where we have a lawful reason to do so and where its use would be reasonable in the circumstances.

5. How and why we use your information

We use personal information for the following purposes.

To provide a toolkit or resource you have requested

We use your contact details to:

  • record your request;

  • send or provide access to the requested resource;

  • answer questions about the resource; and

  • understand which of our resources are most useful.

Our lawful basis is our legitimate interest in responding to your request and providing resources relevant to our work.

Requesting a toolkit does not automatically subscribe you to ongoing marketing communications.

To respond to enquiries

We use your information to:

  • respond to questions;

  • arrange meetings;

  • understand your organisation's needs;

  • prepare proposals; and

  • discuss potential services.

Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in managing enquiries and developing our business.

To provide consultancy and related services

We use information to:

  • agree and manage consultancy engagements;

  • conduct research and analysis;

  • deliver agreed work;

  • communicate with clients and stakeholders;

  • manage projects;

  • monitor performance;

  • issue invoices; and

  • maintain appropriate records.

Our lawful bases are performance of a contract, compliance with legal obligations and our legitimate interests in managing and improving our services.

To send insights, resources and marketing communications

Where you have chosen to subscribe, we may send you:

  • fundraising and philanthropy insights;

  • new toolkits and practical resources;

  • articles and reports;

  • invitations to events or webinars;

  • information about our consultancy services; and

  • relevant Robson & Mitchell updates.

Where consent is required, our lawful basis is your consent.

In limited business-to-business circumstances, we may contact professional contacts about services or resources that are relevant to their role where this is permitted by law. In those circumstances, we rely on our legitimate interests, subject to an assessment of the individual's rights and reasonable expectations.

Every marketing email will provide a way to unsubscribe.

To manage our business relationships

We use information to maintain relationships with:

  • clients;

  • prospective clients;

  • associates;

  • consultants;

  • suppliers;

  • professional advisers;

  • event participants; and

  • other business contacts.

Our lawful basis is performance of a contract or our legitimate interest in operating and developing our business.

To operate and improve our website and communications

We may use website and engagement information to:

  • understand how people find and use our website;

  • monitor downloads and form submissions;

  • measure the effectiveness of our content;

  • improve website performance;

  • diagnose technical problems; and

  • inform our communications strategy.

Where non-essential cookies or analytics technologies are involved, we rely on your consent.

To protect our organisation and comply with the law

We may use information to:

  • maintain the security of our systems;

  • prevent fraud or misuse;

  • establish, exercise or defend legal claims;

  • respond to legal or regulatory requirements;

  • maintain financial records; and

  • comply with tax, accounting and other legal obligations.

Our lawful bases are legal obligation and our legitimate interests in protecting and administering our organisation.

6. Toolkit requests and mailing-list consent

When you request a toolkit or resource, we use the details you provide to fulfil that specific request.

You may also be offered a separate, optional opportunity to receive future insights, resources and updates.

You do not have to agree to future marketing in order to receive a toolkit. Where an opt-in box is provided:

  • it will not be selected in advance;

  • choosing not to select it will not prevent you from receiving the requested resource; and

  • you may withdraw your consent at any time.

7. Your right to object to direct marketing

You have an absolute right to object to the use of your personal information for direct marketing.

You can stop marketing communications at any time by:

  • selecting the unsubscribe link in an email; or

  • contacting us using the details in this policy.

We will stop sending marketing communications as soon as reasonably practicable. We may retain a minimal suppression record so that we can ensure you are not added back to the mailing list accidentally.

Unsubscribing from marketing will not prevent us from sending necessary service, contractual or administrative communications.

8. Cookies and website analytics

Our website may use cookies and similar technologies.

Essential cookies

Essential cookies are necessary for the website to function properly. They may be used for:

  • security;

  • website operation;

  • form functionality;

  • remembering privacy choices; and

  • maintaining sessions.

These cookies cannot normally be disabled through our website.

Optional analytics cookies

With your consent, we may use analytics services such as Google Analytics to understand:

  • how many people visit the website;

  • which pages are most frequently visited;

  • how visitors reach the website; and

  • how visitors interact with our content.

We will not intentionally send names, email addresses or other directly identifying contact information to Google Analytics.

Optional analytics cookies should not be placed unless you have accepted them through the website's cookie controls.

You can change or withdraw your cookie preferences through [insert details of cookie settings mechanism, if available].

Further details about the cookies used on our website may be provided in our Cookie Policy or cookie-management tool.

9. Who we share information with

We may share personal information with trusted service providers where this is necessary to operate our business.

These may include:

  • HubSpot, which we may use for contact management, forms, mailing lists and email communications;

  • our website hosting and website-management providers;

  • email, cloud storage and productivity providers;

  • Google Analytics and related website measurement services;

  • accounting, invoicing and payment providers;

  • professional advisers, including accountants, lawyers and insurance providers;

  • consultants and associates working with us under appropriate confidentiality arrangements;

  • IT support and cybersecurity providers; and

  • event, webinar or meeting-platform providers.

We may also disclose information:

  • where required by law;

  • to a regulator, court, tax authority or law-enforcement body;

  • to protect our legal rights;

  • in connection with a business restructuring, sale or transfer; or

  • with your specific permission.

We require service providers to handle personal information securely and only for the purposes for which it has been provided.

We do not sell personal information.

10. HubSpot

We may use HubSpot to:

  • host online forms;

  • maintain contact records;

  • record toolkit requests;

  • manage marketing preferences;

  • create contact lists;

  • send emails; and

  • monitor engagement with our communications.

HubSpot may process information on our behalf as a data processor. Some HubSpot services or subprocessors may operate outside the UK.

Where applicable, international transfers are subject to recognised legal safeguards, such as adequacy regulations, contractual safeguards or the UK International Data Transfer Addendum.

11. International transfers

Some of the service providers we use may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure an appropriate level of protection. Depending on the destination and provider, this may include:

  • transferring information to a country covered by UK adequacy regulations;

  • using the UK International Data Transfer Agreement;

  • using the UK Addendum to approved standard contractual clauses; or

  • relying on another transfer mechanism permitted under UK data protection law.

You may contact us for further information about the safeguards relevant to your personal information.

12. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting and reporting requirements.

Our usual retention periods are:

Toolkit requests and general enquiries

We will normally retain records of toolkit requests and general enquiries for up to 24 months after the last meaningful interaction, unless:

  • you become a client or active business contact;

  • you have consented to ongoing communications;

  • the information is needed for legal reasons; or

  • a shorter retention period is appropriate.

Marketing contacts

We retain your contact details and marketing preferences while:

  • you remain subscribed;

  • our communications remain relevant to you; and

  • we have a lawful basis to contact you.

We will periodically review inactive contacts. We may remove or anonymise contacts who have not engaged with us for 24 months, unless there is another reason to retain their information.

When you unsubscribe, we may retain a minimal suppression record for as long as necessary to honour your request.

Client, consultant and supplier records

We normally retain contractual, project, financial and relationship records for the duration of the relationship and for up to seven years afterwards, where needed for accounting, tax, contractual or legal purposes.

Website analytics

Analytics information is retained according to the settings applied within the relevant analytics platform. Where available, we use limited retention settings appropriate to our business needs.

We may retain information for longer where necessary to establish, exercise or defend legal claims, respond to a dispute or comply with a legal obligation.

13. How we protect your information

We use reasonable technical and organisational measures to protect personal information against:

  • loss;

  • unauthorised access;

  • misuse;

  • alteration;

  • disclosure; and

  • destruction.

These measures may include:

  • password protection;

  • access controls;

  • multi-factor authentication where available;

  • secure cloud services;

  • software and device updates;

  • restricted access to client information;

  • appropriate confidentiality arrangements; and

  • secure deletion or anonymisation.

No online or electronic system can be guaranteed to be completely secure, but we take proportionate steps to reduce risks.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • request access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to our use of your information;

  • request the transfer of information you provided to us;

  • withdraw consent at any time, where we rely on consent; and

  • complain to the Information Commissioner's Office.

These rights are subject to certain legal conditions and exceptions.

You will not normally have to pay a fee to exercise your rights. We may need to request information to verify your identity before responding.

We aim to respond to valid requests within one month, although the law may permit additional time for complex or numerous requests.

To exercise your rights, contact:

Email: info@robsonandmitchell.co.uk

Postal address: The Department Store Studios, 19 Bellefields Road, London, SW9 9UH

15. Automated decision-making

We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.

We may use basic contact segmentation, such as grouping contacts according to:

  • the resources they have requested;

  • their professional interests;

  • their organisation type; or

  • their engagement with our communications.

This is used to make communications more relevant and does not involve significant automated decision-making.

16. Children's information

Our website and professional services are not directed at children, and we do not knowingly collect personal information from children through our marketing or toolkit forms.

If you believe that a child has provided personal information to us, please contact us so that we can review and, where appropriate, delete it.

17. Links to other websites and platforms

Our website and communications may contain links to third-party websites, including LinkedIn and other external resources.

Those organisations have their own privacy practices. We are not responsible for how third-party websites collect or use your information, and we recommend reading their privacy policies.

18. Complaints

Please contact us first if you have a concern about how we use your personal information. We will try to resolve the issue.

You also have the right to complain to the UK supervisory authority:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

You can also make a complaint through the Information Commissioner's Office website.

19. Changes to this privacy policy

We may update this privacy policy to reflect:

  • changes in our services;

  • changes to the systems and providers we use;

  • changes in our use of personal information; or

  • changes in legal and regulatory requirements.

The current version will be published on our website, with the date of the latest update shown at the top.

20. Contact us

For questions about this privacy policy or how we use personal information, contact:

Robson & Mitchell Ltd

The Department Store Studios, 19 Bellefields Road, London SW9 9UH

info@robsonandmitchell.co.uk

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