Privacy Notice
Specialist Redaction Service Limited is committed to protecting personal information and handling it carefully, securely and in accordance with applicable data protection law. This Privacy Notice explains how we collect, use, store and protect personal information when you contact us, use our website or engage our services.
Who We Are
Specialist Redaction Service Limited provides specialist redaction, disclosure and Information Governance services to Local Authorities, education settings and other organisations.
For personal information relating to our own business activities, such as enquiries, contracts, administration and invoicing, Specialist Redaction Service Limited acts as a data controller. When handling records supplied by a client for redaction, disclosure or Information Governance work, we will generally process that information on the client's instructions and the client will remain responsible for determining how and why that information is processed.
Personal Information We Collect
The personal information we collect for our own business purposes may include your name, organisation, job title, email address, telephone number and information you provide when contacting us or entering into a contract for our services. We may also retain limited administrative and invoicing information relating to work undertaken.
Please do not send sensitive, confidential or case-specific information through the website contact form. Where information is required for the delivery of our services, arrangements will be made for it to be transferred using an appropriate secure method
How We Use Personal Information
We use personal information where necessary to respond to enquiries, provide and administer our services, manage contracts and client relationships, issue and maintain business records and invoices, and meet our legal and regulatory obligations.
Where we process records supplied by a client as part of a redaction, disclosure or Information Governance service, we process those records only for the agreed purpose and in accordance with the client's instructions and our contractual arrangements
Our Lawful Basis for Processing
When we process personal information for our own business purposes, we rely on an appropriate lawful basis under UK data protection law. Depending on the circumstances, this may include processing necessary to take steps before entering into or to perform a contract, compliance with a legal obligation, or our legitimate interests in operating and administering our business and providing our services.
Where we process personal information contained within records supplied by a client, we generally do so on the client's instructions as their service provider. The client remains responsible for determining the appropriate lawful basis for its processing and, where relevant, the conditions applicable to special category or criminal offence data.
How We Handle and Protect Information
We take appropriate technical and organisational measures to protect personal information and confidential records against unauthorised access, loss, misuse or disclosure.
Client records are received and returned using an agreed secure method. Records required for redaction or disclosure work are handled within controlled working arrangements, with access limited to those who need it for the agreed service.
How Long We Keep Information
Client case records processed for redaction, disclosure or Information Governance work are normally retained for three months after completion of the work and are then manually deleted. We do not retain a backup copy of those case records.
Limited business and administrative information may be retained for longer where necessary for contractual, accounting, legal or regulatory purposes. This may include client details, request references where provided, invoice information and the total number of pages processed
Who We Share Information With
We do not sell personal information. We only share personal information where necessary for the provision and administration of our services, where required by law, or where we use trusted service providers to support our business operations.
Where service providers process personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.
Client records provided for redaction, disclosure or Information Governance work are handled in accordance with the client's instructions and our contractual arrangements.
Your Data Protection Rights
Depending on the circumstances, you may have rights under UK data protection law in relation to your personal information. These may include the right to request access to your personal information, to have inaccurate information corrected, to request erasure or restriction of processing, to object to certain processing, and to request data portability where applicable.
These rights do not apply in every circumstance and may be subject to exemptions or other legal requirements. If you wish to exercise a right in relation to personal information for which Specialist Redaction Service Limited is the controller, please contact us using the details below.
Contact Us About Your Personal Information
If you have a question about this Privacy Notice, how we handle your personal information, or wish to exercise any of your data protection rights, please contact us using the details below.
Complaints
If you have concerns about how we have handled your personal information, please contact us in the first instance so that we have an opportunity to address your concerns.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.
Specialist Redaction Service Limited is registered with the Information Commissioner’s Office (ICO). Registration reference: ZB318581
Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, how we process personal information, or applicable legal and regulatory requirements. Any updated version will be published on this page.
Last updated: September 2026