Privacy Policy

This Privacy Policy explains how Contract Operations Group (“we”, “us”, “our”) collects and uses personal data when you visit contractoperationsgroup.com, contact us, or work with us. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

Contract Operations Group Ltd · Company number 17500935 · Registered in England and Wales.

Contract Operations Group Ltd is the data controller for personal data collected through this website. You can contact us about privacy matters at privacy@contractoperationsgroup.com.

Information we collect

• Enquiry information — your full name and work email; optional organisation, phone, sector, service, subject and message; your privacy acknowledgement; and any Quick Supplier Readiness Check answers you choose to include with an enquiry. No email address is required to see your check result. We use the email address to reply to your enquiry, not to send an automatic result copy.
• Client service information — where you engage us, contact details of your staff, manufacturers, suppliers or advisers and personal data contained within supplier evidence, packaging information or product records you share with us (for example, names on certificates or source documents).
• Technical information — limited information needed to deliver and secure the website, such as IP address, browser type and pages requested, processed by our hosting provider.

The initial service enquiry forms are not intended for confidential product or packaging evidence or sensitive personal data. Where an engagement involves that information, we agree the scope, access and appropriate sharing arrangements before collecting it.

How we use your information

• To respond to your enquiry and arrange conversations you have requested (legitimate interests, or steps prior to entering a contract).
• To deliver agreed Supplier Readiness, Packaging EPR or Digital Product Passports support, including authorised information requests, evidence organisation, data preparation and record maintenance (contract and legitimate interests).
• To keep the website secure and working properly (legitimate interests).
• To comply with legal and regulatory obligations (legal obligation).

We do not sell personal data, and we do not use your information for unrelated marketing without your consent.

Sharing your information

We share personal data only where necessary, with trusted service providers who support our business — such as website hosting, form handling, email and document storage providers — under appropriate contractual protections. Information within your supplier evidence is only shared with buyers when you have approved it. Packaging or product information is shared with your authorised suppliers, advisers, compliance scheme or chosen platform provider only within the agreed scope and with your approval. We may disclose information where required by law.

Where we handle personal data on your organisation’s instructions as part of a service, the relevant responsibilities and processing arrangements are agreed with you. You remain responsible for the accuracy of source information and for authorising its use and sharing.

International transfers

Some service providers may process data outside the UK. Where this happens, we rely on appropriate safeguards recognised under UK data protection law, such as adequacy regulations or the International Data Transfer Agreement.

How long we keep information

Enquiry information is kept for as long as needed to respond and follow up. Client information, including personal data within supplier, packaging or product records, is retained as needed for the agreed engagement and relevant legal, accounting or contractual purposes. Return or deletion arrangements are agreed as part of the service scope.

Security

We use appropriate technical and organisational measures to protect personal data, including access controls and encrypted connections. You can read more on our Data & Security page.

Cookies

This website does not use advertising or analytics cookies. Our hosting provider may use strictly necessary technical mechanisms to deliver the site securely. If this changes, we will update this policy and request consent where required.

Your rights

You have the right to request access to, correction of, or deletion of your personal data; to restrict or object to processing; and to data portability where applicable. To exercise any of these rights, contact privacy@contractoperationsgroup.com. We will respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office (ICO). We would appreciate the chance to resolve your concern first.

Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page.