​1. Who We Are

Extollo Group Limited (“Extollo”, “we”, “us” or “our”) is a company registered in Scotland under company number SC888599.

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Our registered office is:

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5 South Charlotte Street
Edinburgh
United Kingdom
EH2 4AN

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For the personal information covered by this policy, Extollo is the data controller. This means that we decide why and how that information is used.

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If you have any questions about this policy or how we use your information, please contact us at admin@extollogroup.com.

2. The Information We Collect

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We may collect the following types of personal information:

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• your name, employer, job title and professional role;

• your work email address, telephone number and business address;

• information you include in an enquiry or other message to us;

• details of an event, project or service in which you are interested;

• our correspondence and other communications with you;

• your marketing preferences and records of any request not to receive marketing;

• technical information, such as your IP address, browser and device type, operating system and approximate location;

• information about how you use our website, including the pages you visit, how you arrived at the website and the date and time of your visit;

• cookie and similar technology identifiers; and

• any other information you choose to provide to us.

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Please do not include sensitive personal information in a general website enquiry unless it is genuinely necessary.

If we later need information about dietary requirements, allergies, disabilities, accessibility needs or health requirements when planning an event, we will explain how that information will be used at the appropriate time.

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3. How We Collect Information

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We collect information directly from you when you:

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• complete a form on our website;

• email or telephone us;

• ask us for information or a proposal;

• subscribe to receive communications; or

• otherwise communicate or do business with us.

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We may also receive business contact information from:

• your employer, colleagues or representatives;

• a client or event organiser;

• venues, suppliers and professional advisers;

• referrals and business contacts;

• professional networking platforms; and

• publicly available business and professional sources.

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Technical information may be collected automatically through our website, hosting provider and cookies or similar technologies.

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4. How We Use Your Information

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Responding to enquiries and preparing proposals

We use your contact details, enquiry information and correspondence to respond to you, discuss your requirements and prepare information or proposals about our services.

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We normally rely on our legitimate interests in developing and operating our business. Where appropriate, we may also use the information to take steps you have requested before entering into a contract.

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Managing business relationships

We use personal information to manage relationships with clients, potential clients, venues, suppliers and other professional contacts.

We may do this because it is necessary to perform or prepare a contract, or because we have a legitimate interest in administering our business relationships and delivering our services effectively.

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Operating and improving our website​

We use technical and website usage information to operate and maintain the website, keep it secure, understand how it is used, and improve its performance. This includes the use of Google Analytics to evaluate site traffic and user behavior, and the Meta Pixel to measure advertising effectiveness and serve relevant marketing communications. Where consent is legally required for these analytics or marketing technologies, we rely on your consent.

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Keeping records and protecting our business

We may use and retain information to:

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• maintain appropriate business records;

• comply with legal, tax and accounting requirements;

• prevent or investigate fraud or security incidents;

• respond to complaints or disputes; and

• establish, exercise or defend legal claims.

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We do this where necessary to comply with our legal obligations or for our legitimate interests in protecting and properly managing our business.

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Business marketing

We may occasionally use professional contact details to send relevant information about our services to business contacts, where permitted by law.

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Depending on the circumstances, we rely on our legitimate interests in promoting our business or on your consent.

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You can ask us to stop sending marketing communications at any time by using the unsubscribe option in the message or contacting admin@extollogroup.com.

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When we rely on legitimate interests, we consider whether the use of your information is necessary and balance our interests against your rights and reasonable expectations.

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We do not use information collected through our website to make solely automated decisions that have legal or similarly significant effects on individuals.

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5. Cookies​​

Our website uses cookies and similar technologies, including third-party tracking tools provided by Google (Google Analytics) and Meta (Meta Pixel). Optional analytics and marketing cookies will not be set for UK/EU visitors unless you explicitly agree to them through our cookie banner. For detailed information about how these specific services collect and process data, or to change your consent preferences at any time, please visit our Cookie Policy 

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6. Who We Share Your Information With

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Where reasonably necessary, we may share personal information with:

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• members of our team and contractors who need the information for their work;

• website hosting, IT, communications, CRM, analytics, marketing and cybersecurity providers;

• professional advisers, accountants, auditors and insurers;

• clients, venues and event suppliers where this is necessary to progress an enquiry or provide agreed services;

• regulators, law-enforcement bodies, courts and other authorities where required or permitted by law; and

• a potential buyer, investor or professional adviser in connection with a proposed sale, investment or reorganisation of our business.

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We do not sell personal information.

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Companies providing services to us must protect personal information appropriately and may only use it for the purposes for which it was provided.

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7. International Transfers​

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We work internationally, and some of our staff, suppliers or service providers may process personal information outside the United Kingdom.

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Where UK data protection law treats this as a restricted international transfer, we use an appropriate legal mechanism to protect the information.

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Depending on the destination and recipient, this may include:

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• UK adequacy regulations;

• where applicable, the UK Extension to the EU-US Data Privacy Framework;

• the UK International Data Transfer Agreement;

• the UK Addendum to the EU Standard Contractual Clauses; or

• another safeguard or exception permitted by law.

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Where required, we also assess whether the chosen protection is effective in practice.

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You can contact us if you would like further information about the safeguards used for a particular transfer.

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8. How Long We Keep Information​

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We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet any legal, accounting or reporting requirements.

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Our usual retention periods are:

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• enquiries that do not lead to an engagement: up to 24 months after our last substantive contact;

• client, supplier and contractual records: normally seven years after the relationship or relevant transaction ends;

• marketing records: until you opt out or the contact is no longer relevant, subject to periodic review;

• information recording a marketing opt-out: for as long as reasonably necessary to ensure that we continue to respect the opt-out;

• routine technical and security logs: normally up to 12 months, unless they are needed for longer to investigate a security incident or legal claim; and

• cookies: for the period shown in our cookie notice or settings tool.

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We may keep information for longer where required by law or where reasonably necessary in connection with a complaint, dispute or legal claim.

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We may retain information that has been anonymised so that it no longer identifies anyone.

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9. How We Protect Information

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We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, misuse, alteration, disclosure or access.

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Access to personal information is limited to people who have a genuine business need to use it.

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However, no website, internet transmission or electronic storage system can be guaranteed to be completely secure.

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10. Your Rights

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Your rights under UK data protection law​

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Depending on the circumstances and subject to the conditions and exemptions in data protection law, you may have the right to:

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• ask for a copy of 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 processing based on our legitimate interests;

• object at any time to the use of your information for direct marketing;

• receive certain information in a portable format; and

• withdraw your consent at any time where we rely on consent.

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Withdrawing consent will not affect anything we lawfully did before consent was withdrawn.

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To exercise any of these rights, please contact admin@extollogroup.com.

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We may ask for reasonable information to confirm your identity. We normally respond within one month, although the law allows additional time in certain circumstances.

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​Additional rights for residents of certain US states, where applicable.

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If you are a resident of the United States, including California, state privacy laws provide you with specific rights regarding how we handle your personal information.

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1. Categories of Personal Information Collected and Disclosed

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In the preceding 12 months, we have collected the following categories of personal information for our legitimate business operations:

• Identifiers: Name, professional role, business email address, phone number, and IP address.

• Commercial Information: Inquiries, project requests, and records of services discussed.

• Internet/Network Activity: Browser type, operating system, pages visited, and interaction with our website through cookies.

We disclose this information to standard service providers (such as website hosting, analytics, and CRM platforms) strictly for operational business purposes.

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2. Voluntary Opt-Out Options for US Visitors

While Extollo Group Limited does not meet the statutory thresholds requiring legal compliance with the California Consumer Privacy Act (CCPA) or similar state privacy regimes, we choose to offer all website visitors transparent control over their data. We do not sell personal information for monetary payment. However, our use of third-party advertising cookies (such as Meta Pixel) may be considered "data sharing" under certain US state definitions. Any US visitor may voluntarily opt out of optional analytics and advertising cookies at any time by clicking the "Cookie Preferences"

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3. Your US Privacy Rights

As a US resident, you have the following legal rights:

• Right to Know and Access: You may request that we disclose the categories and specific pieces of personal information we have collected about you over the past 12 months, along with the sources and business purposes for collecting it.

• Right to Delete: You may request that we delete personal information we have collected from you, subject to legal and operational exceptions (such as tax compliance or active contractual obligations).

• Right to Correct: You may ask us to correct inaccurate personal information that we maintain about you.

• Right to Opt-Out of Sale or Sharing: You have the legal right to direct us not to "sell" or "share" your personal information for targeted advertising.

• Right to Non-Discrimination: We will never discriminate against you (e.g., by denying services or charging different rates) for exercising any of your statutory privacy rights.

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4. How to Exercise Your US Privacy Rights

To exercise your rights to know, delete, or correct your information, please email your request to admin@extollogroup.com. We will verify your identity before taking action on your request.

To exercise your right to opt out of third-party advertising cookies and data sharing, click the "Do Not Sell or Share My Personal Information" link located in our website footer, or adjust your settings via our cookie preference manager.

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11. Complaints

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If you have concerns about how we use your information, please contact us so that we can try to resolve the issue.

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You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator:

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Website: www.ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

 

If another data protection authority has jurisdiction, you may also have the right to complain to that authority.

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12. Links to Other Websites​

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Our website may contain links to websites operated by other organisations.

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We do not control how those organisations collect or use personal information. Please read their privacy policies before providing information through a third-party website.

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13. Children

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Our website and general business enquiry services are not directed at children, and we do not knowingly collect children’s information through general website enquiries.

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If an event involves children, we will agree appropriate privacy arrangements and any necessary permissions with the relevant client or event organiser.

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14. Changes to This Policy

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We may update this policy from time to time to reflect changes in our business, our use of personal information or the law.

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The latest version will be published on our website with the date on which it was last updated. If a change materially affects how we use personal information, we will provide additional notice where required.

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15. Contact Us

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If you have any questions, complaints or requests concerning personal information, please contact:

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Email: admin@extollogroup.com

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Post:

Extollo Group Limited
5 South Charlotte Street
Edinburgh
United Kingdom
EH2 4AN