This Privacy Notice (together with any other documents referred to in it) aims to help you understand what Personal Data we might collect about you and how we use it.
In this Privacy Notice when we refer to “118” we mean 118 Data Resource Limited. 118 is a private limited company registered in England and Wales with registration number 06325712 and registered with the Information Commissioners’ Office in the UK with registration number Z1704185. Our registered office and postal address is: 62 Anchorage Road, Sutton Coldfield, England, B74 2PG. Our Email Address is: customer.services@118Group.co.uk and telephone number is: 0800 211 8912.
Please read this Notice carefully as it contains important information on who we are and how and why we collect, store, use and share your Personal Data. It also explains your rights and how to contact us or our supervisory authority in the event you have any concerns we are unable to address. We are committed to protecting and respecting your privacy and will comply with the applicable data protection laws in all our dealings with your Personal Data.
We operate with layered Privacy Notices depending on your interaction with us.
This Privacy Notice tells you what to expect us to do with your Personal Data when you are a business contact on our UK trading and location business database (“Business Database”), a visitor to our website or our offices, make contact with us or use one of our services. We will tell you:
This Notice also provides details of our additional Privacy Notices applicable as required by our interaction.
Our use of terminology in this Notice is in line with data protection laws. If you are unsure of terminology used in this Privacy Notice, please email customer.services@118Group.co.uk for explanation.
In this Privacy Notice when we refer to “118”, “We”, “Us” or “Our” we mean 118 Data Resource Limited. 118 is a private limited company registered in England and Wales with registration number 06325712. Our registered office and our postal address is: 62 Anchorage Road, Sutton Coldfield, England, B74 2PG. Our Email Address is: customer.services@118Group.co.uk and telephone number is: 01213558600.
118 Data Resource Limited is the data controller of your Personal Data. 118 operates through a number of companies within our group which include: 118 Group Limited, 118 Information Limited, 118 Data Resource Limited, E-loc@tions Limited, IDS Data Services Ltd, Market Location Limited, Market Location Secure Ltd, Cardwell Marketing Ltd (“Group”).
118 Data Resource Limited is registered with the Information Commissioners’ Office in the UK with registration number Z1704185. 118 is responsible for processing the Personal Data you provide to us on our www.118information.co.uk and my118information.co.uk websites as well as our 118group.co.uk, files.118group.co.uk, getmeeverywhere.co.uk and datacount.marketlocation.co.uk.
Our principal place of business is 62 Anchorage Road, Sutton Coldfield, England, B74 2PG and our registration number for Value Added Tax in the UK is GB270057131.
The following companies in our Group may also be data controllers in respect of your Personal Data: 118 Group Limited and Market Location Limited and these companies are registered with the Information Commissioners’ Office in the UK. Market Location Limited (company registration number 01864009) is responsible for processing the Personal Data you provide to us on the www.MarketLocation.co.uk website and Market Location business database.
When we use your Personal Data, we do so in accordance with the General Data Protection Regulation (UK GDPR). We are responsible as ‘controller’ of your Personal Data for the purposes of the GDPR. We will use your Personal Data in accordance with your engagement with us, the GDPR, other relevant legislation and your instructions. We are committed to ensuring that we process Personal Data in accordance with the principles set out in the Information Commissioner’s Guide to Data Protection.
118 is the controller for this information unless this Notice specifically states otherwise. Our Data Protection Officer can be contacted at compliance@118Group.co.uk or via our address: 62 Anchorage Road, Sutton Coldfield, West Midlands B74 2PG (please mark the envelope ‘Data Protection Officer’).
The Personal Data we collect and process is provided either directly or indirectly for one of the following reasons:
We may collect and process the following Personal Data about you:
In respect of our Business Database, the types of Personal Data we collect and process about you is ‘business contact information’ and may include: first and last name, title, job position, organisation name and your business contact information (email, phone, business address, public social media address). Depending on our engagement with you in respect of our Business Database, we also may process marketing/privacy preferences, location data, viewing history, IP addresses, account information, website user information, call recordings, records of meetings, decisions and information relating to comments, compliments or complaints.
If you would prefer not to receive future direct marketing communications, you can request this at any time by selecting the ‘unsubscribe’ link in our emails or by emailing customer.services@118Group.co.uk.
We collect or use the following information to respond to enquiries, comments, compliments and complaints, manage suppliers, undertake recruitment, research or archiving purposes, employ employees, and to provide services and goods to clients, including delivery:
We may collect or use the following information to prevent crime, prosecute offenders, or defend against legal action including names and contact information, customer or client accounts and records, criminal offence data (including Disclosure Barring Service, Access NI or Disclosure Scotland checks), video, audio and CCTV recordings of public, private or staff areas (including indoor and outdoor spaces), body worn video or dashcam footage inside and outside of vehicles, with or without audio, call recordings, financial transaction information, information relating to health and safety, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information (where used to identify someone), sex life information, sexual orientation information and, or health information.
We collect or use the following information to comply with legal requirements: identification documents, financial transaction information, criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks), health information, health and safety information.
We collect or use the following information for recruitment purposes: contact details (eg name, address, telephone number or personal email address), date of birth, National Insurance number, copies of passports or other photo ID, employment history (eg job application, employment references or secondary employment), education history (eg qualifications), right to work information, and details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks). We also may collect or use the following information for recruitment purposes: racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information (where used to identify someone), health information, sex life information and sexual orientation information.
Under the applicable data protection laws we require a lawful basis to collect and use your Personal Data of which there are six lawful bases to process an individual’s Personal Data.
Depending on the processing activity, we rely on the following lawful basis for processing your Personal Data under the UK GDPR:
Where we process your Personal Data under the lawful basis of Article 6(1)(f) for the purposes of our legitimate interest, we have documented Legitimate Interest Assessments. In summary, we process Personal Data under our legitimate interests to operate, manage and share our Business Database of UK trading businesses with business contacts, to trade and to deliver goods and services, for the operation of customer accounts and guarantees for our goods and services, to collect and use personal data in order to provide service updates or marketing services, including marketing services for and on behalf of our clients, to collect and use personal data to prevent crime, for research and archiving, to recruit individuals, to manage suppliers and to collect and use personal data in cookies for a technically error-free and optimised service-provision.
We rely on Article 6(1)(a) consent as our lawful basis for processing optional cookies and only collect the analytics information if you opt-in to the use of non-essential cookies and similar technology (for which consent-withdrawal can be made at any time). Unless notified as relevant, we do not process other Personal Data under the lawful basis of Article 6(1)(a) consent.
Employee and prospective employees may request our separate Employee or Applicant Privacy Notice from the Data Protection Officer at customer.services@118Group.co.uk. Additionally, a supplier, client or call recording Privacy Notice may be shared with you depending on your interaction with us.
We do not process special category data in respect of our Business Database.
Where the information we process in respect of employees and applicants is special category data, for example relating to employee health data, the additional bases for processing that we rely on are:
In addition, we rely on the processing condition (b) at Schedule 1 part 1 paragraph 1 of the DPA 2018. This relates to the processing of special category data for employment purposes.
We may use information held about you in the following ways, to:
When contacting you for the above purposes we may do so by phone, post, email, social media or other electronic means, unless you tell us otherwise.
We may collect information about your computer, including where available, your IP address, operating system, location and browser type, for system administration and to report aggregate information to our partners, sponsors or advertisers. This is statistical data in aggregated form about our users’ browsing actions and patterns, and will not allow our partners, sponsors or advertisers to identify you from such data.
Cookies are small, unique strings of code stored as files that are placed on your computer, mobile device or other device by a website, containing the details of your browsing history on that website. We use a cookies tool on our website to gain consent for the optional cookies we use. In accordance with your selections from the cookies tool we use non-essential or optional cookies to monitor website usage and analytics, improve functionality (such as allow you to more easily find previously viewed content when you return), and improve security of the site. Cookies that are necessary for functionality, security and accessibility are set and are not deleted by the tool. We log and monitor such website use in line with your preferences and our Cookie Policy.
You can refuse to accept all or some cookies by modifying settings within your browser (for guidance on how to do this visit https://www.aboutcookies.org/. However, if you block certain cookies you may be unable to access certain parts of our sites.
We use Google Analytics on our website. Google Analytics is a web analytics service offered by Google that collects information about visitors and how visitors use our website. Google uses the data collected to track and monitor the use of our website service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the advertisements of its own advertising network. We use the information to compile reports and to help us improve the website. We collect identifiable information including the number of visitors to the website, IP address, browser details, visitor location and demographics, where visitors have come to the website from and the pages they visited. We rely on consent (GDPR Art. 6 para. (1) (a)) as our lawful basis for processing optional cookies and only collect the analytics information if you opt-in to the use of non-essential cookies and similar technology (your consent can be revoked at any time). For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy.
We use a type of cookie called a hyperlink tracking or web beacon in some emails we send from us or for and on behalf of our clients. Email communications which contain hyperlinks, each have a unique tag so that when you click on a link you will be automatically redirected to our server and the relevant webpage with logging of the click. This process enables us to understand who has clicked through from an email to visit a website and we use this information to tailor messages to you. Email communications which contain a web beacon, include an invisible miniature image within the email message which reports your browser, location, IP address and when you open /re-open an email, interact with the email. They help us to display emails in the best format for your device, understand your interaction with our emails, and are used to provide analytics in order to improve our future email communications.
We may share your information, including Personal Data with the following categories of third party suppliers of business to business goods and services, (which allow your business to be found via online search engines or online directories, and also by prospective customers) including:
We use a number of data processors to help us with our activities and share your information with such data processors. These suppliers include other companies in our Group, UK hosted cloud PAAS and IAAS service providers, suppliers of SAAS applications (such as for record management, financial, file transfer and email campaign activities), professional organisations (such as those providing insurance, legal, financial, auditing, and health care services), and consultancy services (such as IT and risk management providers).
Other organisations we share personal data with include, organisations we are legally obliged to share personal information with, emergency services (where necessary), debt collection agencies, other relevant third parties such as HMRC.
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information. Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
We keep information in accordance with our Retention Schedule and we collect and store Personal Data for the purpose it was collected and for as long as we have a business need. Such as, Personal Data on our Business Database is retained for as long as it is associated with a business that is included in our database. We verify our data periodically, for example, if we learn that you are no longer involved with a business that is in our Business Database, we will remove your Personal Data from our records.
We utilise appropriate procedures and technologies to protect your Personal Data from being accessed unlawfully, used or accidentally lost. Access to data is limited to those with a genuine need to access it. Those processing your information will do so only in an authorised manner and subject to a duty of confidentiality.
118 operates to an Information Security and Privacy Policy based upon a nationally recognised UK standard of Cyber Essentials and an internationally recognised standard of security (ISO/IEC27001:2022 Information Security Management System standard (external auditor BSI)). 118 also operates to a Data Protection Policy based upon an internationally recognised standard for privacy (ISO/IEC27701:2019 Privacy Information Management System (external auditor: BSI)).
All electronic data is held on approved providers (see sub processor section) who hold international standards certification including ISO/IEC27001:2022, Cyber Essentials and Cyber Essentials Plus.
Information may also be held by other third parties as described in this Notice.
In the event of a data Security Breach or a suspected Data Breach we have procedures in place. We will notify you and any applicable regulator of a suspected Security Breach where legally required to do so. For further information please contact our Data Protection Officer at customer.services@118Group.co.uk.
We do not provide services directly to children or collect children’s Personal Data.
Under data protection law, you have rights to your information as detailed below:
Your right to be informed - You have the right to be told how we will use your Personal Data – which is set out in this Notice. We also may provide you with additional Privacy Notices when you provide us with your Personal Data, such as when you become an employee or during recruitment.
Your right of access - You have the right to ask us for copies of your Personal Data. We will supply the personal data you ask for as soon as possible but within 1 month, once we are satisfied of your identity with no charge. This is called a data subject access request. You can read more about this at the ICO’s webpage: https://ico.org.uk/for-the-public/getting-copies-of-your-information-subject-access-request/.
Your right to rectification - You have the right to ask us to rectify Personal Data you think is inaccurate or to complete information you think is incomplete. You can request that we correct any inaccuracies in the Personal Data that we hold concerning you if you believe our records are inaccurate. You can read more about this at the ICO’s webpage: https://ico.org.uk/for-the-public/your-right-to-get-your-data-corrected/
Your right to erasure - You have the right to ask us to erase your Personal Data in certain circumstances which is also referred to as the right to erasure (to be forgotten) (e.g. to have your Personal Data erased or deleted from our Business Database). Where you have requested this we will keep some limited information in order to ensure that your data is not re-acquired in the future. You can read more about this at the ICO’s webpage: https://ico.org.uk/for-the-public/your-right-to-get-your-data-deleted/
Your right to restriction of processing - You have the right to ask us to restrict the processing of your Personal Data in certain circumstances: because there is some disagreement about its accuracy or legitimate usage. You can read more about this at the ICO’s webpage: https://ico.org.uk/for-the-public/your-right-to-limit-how-organisations-use-your-data/
Your right to object to processing - You have the right to object to the processing of your Personal Data in certain circumstances: for direct marketing purposes and our legitimate interests, and we must stop, unless we can demonstrate a compelling legitimate ground for processing that overrides your interests, rights and freedoms. Where you have requested that we do not send you direct marketing materials we will keep some limited information in order to ensure that you are not contacted in the future. You can read more about this at the ICO’s webpage: https://ico.org.uk/for-the-public/the-right-to-object-to-the-use-of-your-data/
Your right to data portability - You have the right to ask that we transfer the Personal Data you gave us to another organisation, or to you, in certain circumstances, and in a structured, commonly used and machine-readable format and/or transmit that data to a third party. You can read more about this at the ICO’s webpage: https://ico.org.uk/for-the-public/your-right-to-data-portability/
Right not to be subject to automated decision making including profiling: The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. You can read more at the ICO’s webpage: https://ico.org.uk/for-the-public/your-rights-relating-to-decisions-being-made-about-you-without-human-involvement/
Right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent. You can read more at the ICO’s webpage: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/consent/
To make a data protection rights request, please contact us using the contact details below. You do not usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
Please contact us at customer.services@118Group.co.uk or telephone 0800 211 8912 or by post at Customer Services, 62 Anchorage Road, Sutton Coldfield, West Midlands B74 2PG if you wish to make a request.
You may also wish to view the UK Information Commissioner’s Office (ICO) guidance on individuals’ rights under the General Data Protection Regulation.
We hope that we can resolve any query or concern you may raise about our use of your information. If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy Notice.
The UK GDPR gives individuals the right to raise a concern with the supervisory authority in the event that we are unable to satisfy your concerns. The supervisory authority in the UK is the Information Commissioner.
You can contact the Information Commissioner’s Office at:
Website: https://ico.org.uk/make-a-complaint/
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
Telephone: 0303 123 1113.
We may update this Privacy Notice from time to time. We will notify you of any changes by posting the new Privacy Notice on this page. When we make any significant changes, we will inform you via a notice on our website and within our email footers. Where it is practicable, we will notify you directly.
We encourage you to review this Notice periodically to be informed of how we use your Personal Data. Changes to this Privacy Notice are effective when they are posted on this web page.
The Version Details of this Privacy Notice are version 1.13 with a version date of 6th June 2024.
When appropriate we will provide a ‘just in time’ notice to cover any additional processing activities not mentioned in this document.
Please contact us via our Customers Services Team if you have any questions about this Notice, our other Privacy Notices or the information we hold about you. You can contact Customer Services at:
Email Address: customer.services@118Group.co.uk
Telephone: 01213558600
Postal Address: Customer Services, 62 Anchorage Road, Sutton Coldfield, West Midlands B74 2PG