Privacy Policy for 4B2B Ltd

(Last Updated: 9th July 2025

This Privacy Policy explains how 4B2B Ltd ("we", "our", "us"), a company registered in England and Wales, collects, uses, and protects your personal data when you use our business development services. We are committed to protecting the privacy and security of your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Company Name: 4B2B Ltd

Registered Office: 45 St Mary's Roads, Ealing, London W5 5RG

Company Registration Number: 10134054

Contact Email: privacy@4b2b.co.uk

Website: www.4b2b.co.uk

2. The Data We Collect About You

Given your B2B nature, the data will primarily relate to individuals within businesses. We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

Identity Data: Includes first name, last name, title, company name.

Contact Data: Includes business email address, business telephone numbers, business address.

Professional Data: Includes job title, role, professional qualifications, areas of expertise, company size, industry.

Technical Data: Includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website. (Even B2B websites collect this).

Usage Data: Includes information about how you use our website, products, and services.

Marketing and Communications Data: Includes your preferences in receiving marketing from us and your communication preferences.

Financial Data: (Potentially, if you process payments directly on your site, or collect billing information). Includes bank account and payment card details (though for B2B, this is often handled through separate invoicing or secure payment gateways). If you don't handle payments directly, state that payment processing is via third-party providers and refer to their policies.

We do not collect any Special Categories of Personal Data (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect information about criminal convictions and offences.

3. How We Collect Your Personal Data

We use different methods to collect data from and about you, including through:

Direct interactions: You may give us your Identity, Contact, and Professional Data by filling in forms, corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:

Enquire about or purchase our services.

Subscribe to our newsletter or other publications.

Request marketing to be sent to you.

Provide feedback or contact us.

Automated technologies or interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, Browse actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. Please see our Cookie Policy [Link to Cookie Policy] for further details.

Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources, such as:

Professional networking sites: (e.g., LinkedIn, if used for lead generation – be specific if possible).

Business directories: (e.g., Companies House, industry-specific directories).

Data brokers or lead generation services: (If you use them, you MUST ensure they are GDPR compliant and have a lawful basis for providing you with the data).

Introductions: From existing clients or partners.

4. How We Use Your Personal Data and Our Lawful Basis

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you or your company. (e.g., to provide our business development services, invoicing).

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. (e.g., to improve our services, for marketing to B2B contacts, for network security).

Examples of legitimate interests for a B2B service:

Identifying and contacting potential clients who may benefit from our services.

Maintaining and improving our business relationships.

Understanding how our website is used to improve user experience.

Direct marketing of our services to relevant business contacts.

Where we need to comply with a legal obligation. (e.g., tax reporting, regulatory compliance).

Where we have your consent. (Less common for B2B, but applicable for certain marketing activities or non-essential cookies. Consent must be freely given, specific, informed, and unambiguous).

Purposes for which we will use your personal data:

Purpose/Activity

Type of Data

Lawful Basis for Processing

To register you/your company as a new client

Identity, Contact, Professional

Performance of a contract

To provide and manage our services to you/your company

Identity, Contact, Professional, Financial

Performance of a contract; Legitimate interests (to recover debts due to us)

To process and deliver payments

Financial, Identity, Contact

Performance of a contract; Legal obligation

To manage our relationship with you/your company

Identity, Contact, Professional, Marketing & Communications, Usage

Performance of a contract; Necessary to comply with a legal obligation; Legitimate interests (to keep our records updated and to study how clients use our services)

To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data)

Technical, Identity, Contact

Legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud, and in the context of a business reorganisation or group restructuring); Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

Identity, Contact, Professional, Usage, Marketing & Communications, Technical

Legitimate interests (to study how clients use our services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, marketing, client relationships, and experiences

Technical, Usage

Legitimate interests (to define types of clients for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about services that may be of interest to you

Identity, Contact, Professional, Usage, Marketing & Communications

Legitimate interests (to develop our services and grow our business)

Export to Sheets

5. Marketing Communications

We may use your Identity, Contact, Technical, Usage, and Professional Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you.

Under the UK GDPR, for B2B direct marketing, particularly via email, the 'soft opt-in' rule often applies if you have an existing business relationship or if the recipient has clearly expressed an interest in similar services. However, it's best practice to offer clear opt-out mechanisms. For cold B2B email marketing, legitimate interest can often be relied upon, provided a legitimate interest assessment (LIA) has been conducted, and you always offer an easy opt-out.

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

Opting Out: You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at [Your privacy contact email] at any time.

Where you opt-out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience, or other transactions.

6. Disclosures of Your Personal Data

We may have to share your personal data with the parties set out below for the purposes stated in section 4:

Internal Third Parties: Other companies within our group acting as joint controllers or processors and who are based in the UK and provide IT and system administration services and undertake leadership reporting. (If applicable).

External Third Parties:

Service providers acting as processors who provide IT and system administration services (e.g., CRM providers, cloud hosting services).

Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers based in the UK who provide consultancy, banking, legal, insurance, and accounting services.

HM Revenue & Customs, regulators, and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances.

Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7. International Transfers

We store your personal data within the European Economic Area (EEA) and the UK.

If we or our service providers transfer your personal data outside the UK or EEA, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission or the UK government.

Where we use certain service providers, we may use specific contracts approved by the European Commission or the UK government which give personal data the same protection it has in the UK/EEA (e.g., Standard Contractual Clauses).

Where we use providers based in the US, we may transfer data to them if they are part of the Data Privacy Framework (DPF) which provides equivalent protection.

8. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

10. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data (commonly known as a "data subject access request").

Request correction of the personal data that we hold about you.

Request erasure of your personal data.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.

Request restriction of processing of your personal data.

Request the transfer of your personal data to you or to a third party.

Withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at [Your privacy contact email].

No Fee Usually Required: You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What We May Need From You: We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time Limit to Respond: We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

11. Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

12. Changes to the Privacy Policy

We keep our Privacy Policy under regular review. This version was last updated on [Insert Date - e.g., 9th July 2025]. Historic versions can be obtained by contacting us.