Last updated: 14 August 2026

1. Who we are

Impress Solutions Limited (“Impress Solutions”, “we”, “us” or “our”) is the controller responsible for the personal information described in this notice.

Company number: 03412238
Registered office: 3 Holgate Court, Western Road, Romford, Essex RM1 3JS
Privacy contact: Jeremy Clifford
Email: [email protected]
General enquiries: [email protected]

This notice explains how we collect, use, share and protect personal information when you visit our website, contact us, receive our services, attend our premises, use our guest Wi-Fi or receive marketing from us.

2. The personal information we collect

Depending on how you interact with us, we may collect:

• Identity and contact information, such as your name, job title, organisation, business address, email address and telephone number.
• Enquiry and relationship information, including messages, support requests, meeting notes, preferences, contracts and records of our communications.
• Service and transaction information, including products or services discussed or supplied, account and billing records, and information needed to deliver support.
• Website and device information, such as IP address, browser and device type, pages visited, referring page, approximate location and cookie or similar identifiers.
• Marketing information, including your preferences, subscription status and engagement with our communications.
• Security and premises information, such as access and security logs where relevant.

Please do not send us special category information or information about criminal convictions unless we specifically request it and explain why it is needed.

3. How we obtain personal information

We normally obtain information directly from you when you complete a form, email or call us, use our services, subscribe to communications or otherwise interact with us. We may also receive business contact information from your employer or colleagues, our business partners, service providers, public professional sources or publicly available company information where it is lawful and reasonable to do so.

4. How we use information and our lawful bases

• Responding to enquiries and taking steps before a contract: to answer questions, arrange demonstrations or consultations, prepare proposals and follow up requests. We rely on steps taken at your request before entering a contract and, where appropriate, our legitimate interests in developing and operating our business.
• Delivering and managing services: to provide products, implementation, consultancy, training and support; administer accounts; invoice; and communicate about service delivery. We rely on performance of a contract, our legitimate interests and legal obligations.
• Operating, securing and improving our website and systems: to prevent misuse, diagnose problems, maintain availability and understand how our services perform. We rely on our legitimate interests in providing secure and effective services. Where PECR requires consent for cookies or similar technologies, we rely on consent.
• Keeping business records and complying with law: for accounting, tax, regulatory, audit, fraud prevention, legal claims and responding to lawful requests. We rely on legal obligations and our legitimate interests in protecting our business and legal rights.
• Direct marketing: to send relevant business-to-business news, service information and event or closure updates. We rely on consent where PECR requires it. Where PECR permits business marketing without consent, we may rely on our legitimate interests after considering your rights and reasonable expectations. You can object or unsubscribe at any time.

Where we rely on legitimate interests, those interests include responding to business enquiries, managing customer and partner relationships, improving our services, protecting our systems and promoting relevant services to business contacts. We assess whether those interests are necessary and balanced against your rights.

Where we ask for consent, you may withdraw it at any time. Withdrawal does not affect processing that took place before withdrawal.

5. Enquiry forms

When you submit an enquiry, we use the information you provide to respond and manage any resulting business relationship. Information submitted through our contact forms may be stored within our website administration system and sent to authorised staff by email. Fields marked as required are needed so that we can deal with your request. We do not use an enquiry-only consent statement as permission to send unrelated marketing.

6. Cookies, analytics and similar technologies

We use strictly necessary technologies to operate and secure the website. We may also use optional analytics technologies, including Google Analytics, to understand website use and improve performance. Optional cookies or similar technologies are used only after you make a consent choice where PECR requires consent.

Our consent tool provides information about the technologies currently in use, their purposes, providers and durations. You can accept or reject optional categories and can change or withdraw your choice through the cookie settings control on the website. Rejecting optional cookies will not prevent access to the website’s core functions.

Browser controls can also block or delete cookies, although doing so may affect website functions. Information collected by analytics providers can include device and browser information, IP-derived location, pages viewed, interactions and cookie identifiers.

7. Direct marketing

We may send relevant marketing to business contacts in accordance with UK GDPR and PECR. The rules can differ between corporate subscribers and individual subscribers such as sole traders and some partnerships. Where consent or the PECR “soft opt-in” is required, we will use marketing contact details only when the relevant conditions are met.

Marketing consent is optional and separate from service communications. Every electronic marketing message will identify us and provide a straightforward way to unsubscribe. You may also object at any time by emailing [email protected]. We may retain minimal suppression information so that we honour your opt-out.

We may use a specialist email platform, such as Mailchimp, to deliver and measure communications. Email delivery and engagement information may include delivery status, opens and link interactions where permitted by law and your settings.

8. Who we share information with

We do not sell personal information. We share it only where necessary with:

• authorised staff and professional advisers;
• website hosting, cloud, IT support, cybersecurity, backup, email and communications providers;
• website service providers used for forms, spam prevention, analytics and consent management, including providers such as Cloudflare and Google where enabled;
• business partners, suppliers or subcontractors involved in delivering a requested service;
• regulators, courts, law enforcement, insurers, auditors or other parties where disclosure is required by law or necessary to establish, exercise or defend legal rights; and
• a purchaser, investor or adviser in connection with a proposed sale, merger or reorganisation, subject to appropriate confidentiality safeguards.

Service providers may use personal information only for the agreed purpose and must protect it appropriately.

9. International transfers

Some technology and communications providers may process information outside the UK. Before making a restricted transfer, we use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another permitted safeguard. We also consider whether additional protections are needed. You can ask our privacy contact for further information about safeguards relevant to your information.

10. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. We determine retention by considering the nature and sensitivity of the information, the length of our relationship, service and support requirements, applicable tax, accounting and regulatory obligations, security needs, limitation periods for legal claims and whether an individual has objected or withdrawn consent.

Enquiries that do not become customer relationships are reviewed and deleted when no longer needed. Contract, transaction and support records may be retained for the relevant relationship and afterwards where needed for legal, accounting, warranty or dispute purposes. Marketing records are kept while you remain subscribed; suppression records may be retained to ensure that we continue to respect an opt-out. Cookie durations are shown in our consent tool.

11. How we protect information

We use proportionate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These include access controls, security monitoring, backups, supplier controls and staff confidentiality requirements. No internet service is completely secure, but we review our safeguards and respond to suspected incidents.

12. Your data protection rights

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

• ask for access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests, and object at any time to direct marketing;
• receive information you provided in a portable format where the right applies;
• withdraw consent at any time; and
• not be subject to a decision based solely on automated processing that produces legal or similarly significant effects.

These rights are not absolute and exemptions may apply. We do not currently use personal information for solely automated decisions producing legal or similarly significant effects.

To exercise a right, email [email protected] or write to our registered office. We may request information needed to confirm your identity. We normally respond without undue delay and within one calendar month. You are not normally required to pay a fee.

13. Complaints

Please contact us first if you have concerns so that we can try to resolve them. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority:

Website: ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

14. Third-party links

Our website may link to websites operated by other organisations. Their privacy practices are outside our control, so please read their privacy information before providing personal information.

15. Changes to this notice

We review this notice regularly and update it when our processing, suppliers or legal obligations change. Material changes will be highlighted where appropriate.

Last updated: 14 August 2026