Privacy Policy

Last updated: June 2026

Proactive Solutions respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, work with us, subscribe to our updates, or receive marketing communications from us.

  1. Who we are

Proactive-Solutions (Zest For Business) Ltd, trading as Proactive Solutions, is a UK-based PR and marketing consultancy working primarily in the foodservice, hospitality, wholesale and related B2B sectors.

For the purposes of data protection law, Proactive-Solutions (Zest For Business) Ltd is the controller of the personal information described in this policy.

  • Company name: Proactive-Solutions (Zest For Business) Ltd
  • Company number: 9008040
  • Registered office: 19 Primack Road, Bury St Edmunds, Suffolk, IP32 7PN
  • Email: sj@proactive-solutions.co.uk
  • Website: www.proactive-solutions.co.uk
  1. The personal information we collect

We may collect and use the following types of personal information.

  • Your name.
  • Business name.
  • Job title.
  • Business email address.
  • Business telephone number.
  • Postal address, where relevant.
  • Website or social media details.
  • Information you provide through our website contact form.
  • Information contained in emails, enquiries, proposals, contracts and project correspondence.
  • Information provided when subscribing to our emails or newsletters.
  • Event, meeting or networking information.
  • Publicly available business contact information.
  • Website usage information, including analytics, cookie data and technical data.

We do not intentionally collect special category personal data through our website.

  1. How we collect personal information

We may collect personal information when:

  • You contact us by email, telephone, website form or social media.
  • You enquire about our services.
  • You become a client, supplier, freelancer, media contact or business contact.
  • You subscribe to receive updates from us.
  • We meet at an event, meeting or networking opportunity.
  • Your details are publicly available in a professional or business context.
  • We use professional networking platforms, industry directories, trade publications or publicly available company websites.
  • You interact with our website.
  1. Website technical data and IP addresses

When you visit our website, technical information may be collected automatically. This may include your IP address, browser type, device type, operating system, approximate location, pages visited, time spent on the website, referral source and information about how you interact with the site.

We may use this information to:

  • Help operate and maintain the website.
  • Monitor website performance.
  • Improve website content and user experience.
  • Understand how visitors use the website.
  • Maintain website security.
  • Identify and prevent spam, misuse or unauthorised access.

Where possible, analytics data is used in an aggregated or anonymised form.

Some technical information may be collected through cookies or similar technologies. Non-essential cookies, including analytics or marketing cookies, will only be used where required consent has been obtained.

  1. How we use your personal information

We may use your personal information to:

  • Respond to enquiries.
  • Provide PR, marketing and communications services.
  • Manage client relationships and projects.
  • Manage supplier, freelancer and partner relationships.
  • Prepare proposals, quotes, agreements and invoices.
  • Send relevant B2B marketing communications.
  • Share relevant news, updates, invitations, insight or opportunities.
  • Manage media relations and editorial communications.
  • Maintain business records.
  • Improve our website, services and communications.
  • Comply with legal, accounting and regulatory obligations.
  • Protect our business, website and systems.
  1. Our lawful basis for using your personal information

We only use personal information where we have a lawful basis to do so. Depending on the circumstances, we may rely on the following lawful bases.

Contract

Where we need to use your information to provide services to you, respond to a request before entering into a contract, or manage an agreed project.

Legitimate interests

Where we use personal information for legitimate business purposes, including managing client, supplier, freelancer and media relationships, promoting our services to relevant B2B contacts, and developing our business.

When relying on legitimate interests for B2B marketing, we only aim to contact people where the communication is relevant to their professional role or organisation. We always provide a clear way to opt out.

Consent

Where you have actively opted in to receive certain communications, such as subscribing to an email newsletter, or where consent is required for the use of certain cookies or tracking technologies.

Legal obligation

Where we need to keep or use information to comply with legal, tax, accounting or regulatory requirements.

  1. B2B marketing communications

We work in a business-to-business capacity and may contact individuals at corporate organisations where we believe our services, updates or opportunities are relevant to their professional role or organisation.

This may include contacts in the foodservice, hospitality, wholesale, catering, manufacturing, supply chain, trade media, PR, marketing and related sectors.

Where we send B2B marketing communications, we rely on legitimate interests unless consent is required or has been specifically obtained.

All marketing emails include a clear way to unsubscribe or opt out. You can also opt out at any time by emailing sj@proactive-solutions.co.uk.

If you opt out, we may keep a minimal record of your details on a suppression list to ensure we do not contact you again for marketing purposes.

  1. Email marketing and mailing lists

We may use an email marketing platform, such as Mailchimp, to manage email campaigns, newsletters, event invitations and marketing updates.

These platforms may process your name, email address, business details, subscription preferences and engagement information, such as whether an email has been opened or a link clicked.

You can unsubscribe from marketing emails at any time using the unsubscribe link in the email or by contacting us directly.

  1. Website forms and enquiries

If you submit an enquiry through our website or contact us directly, we will use the information you provide to respond to your enquiry and, where relevant, provide information about our services.

We may keep enquiry information for a reasonable period so that we can manage follow-up communications, maintain business records and respond to future queries.

  1. Website analytics and cookies

Our website may use cookies and similar technologies to help the site function, understand how visitors use the website and improve the user experience.

This may include analytics tools such as Google Analytics, if active on the website.

Analytics information may include pages visited, time spent on the website, browser type, approximate location, device type, IP address and referral source.

Where required, non-essential cookies will only be used with your consent. You can usually manage or disable cookies through your browser settings.

  1. External links

Our website may include links to external websites, including client websites, partner websites, trade publications, social media platforms or other third-party resources.

We are not responsible for the content, security or privacy practices of external websites. If you follow a link to another website, you should read that website’s own privacy policy and cookie information.

  1. Social media

We may use social media platforms, including LinkedIn and other relevant professional channels, to share updates, communicate with business contacts and promote our services.

If you contact us through a social media platform, we may use the information you provide to respond to your message or enquiry.

Your use of social media platforms is also governed by the privacy policies and terms of those platforms.

  1. Sharing personal information

We do not sell personal information.

We may share personal information with trusted third parties where necessary for the operation of our business and delivery of our services, including:

  • Email marketing platforms.
  • Website hosting and website support providers.
  • IT, email and cloud storage providers.
  • Accountants, bookkeepers or professional advisers.
  • Freelancers, consultants or suppliers working with us on client projects.
  • Client organisations, where relevant to an agreed project.
  • Legal, regulatory or public authorities where required.

Where we use third-party service providers, they are only authorised to use personal information as necessary to provide services to us.

  1. International transfers

Some of the third-party platforms or service providers we use may process personal information outside the UK. Where this happens, we will take appropriate steps to ensure that personal information is protected in line with UK data protection requirements.

  1. How long we keep personal information

We keep personal information only for as long as necessary for the purpose it was collected and to meet legal, accounting, reporting or business requirements. This may include keeping:

  • Client and project records for the duration of the relationship and for a reasonable period afterwards.
  • Financial and accounting records for the period required by law.
  • Enquiry and prospect information for a reasonable period to manage follow-up and business development.
  • Marketing subscription records until you unsubscribe or ask us to remove your details.
  • Suppression records where needed to ensure we respect opt-outs.
  1. Where providing personal information is required

Where we ask you to provide personal information, such as your name, business email address or enquiry details, this is usually needed so that we can respond to your enquiry, provide information about our services, manage a business relationship or deliver agreed work.

If you do not provide the information requested, we may not be able to respond to your enquiry, provide the relevant information, enter into a contract with you or deliver the requested service.

Where information is optional, we will only use it for the purpose explained at the point it is collected.

  1. How we protect personal information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These steps may include secure email and cloud systems, password protection, access controls and careful selection of third-party service providers.

  1. Your data protection rights

Under UK data protection law, you have rights in relation to your personal information. These may include the right to:

  • Be informed about how your information is used.
  • Access the personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Ask us to delete your information in certain circumstances.
  • Ask us to restrict how we use your information.
  • Object to our use of your information, including for direct marketing.
  • Withdraw consent where we rely on consent.
  • Request the transfer of your information in certain circumstances.
  • Complain about how your information has been handled.

You can exercise your rights by contacting sj@proactive-solutions.co.uk.

We may need to verify your identity before responding to certain requests.

  1. Subject access requests

You have the right to ask for a copy of the personal information we hold about you. This is known as a subject access request.

If you make a subject access request, we will respond without undue delay and usually within one calendar month. If the request is complex or you have made several requests, we may need additional time, in which case we will let you know.

To make a subject access request, please email sj@proactive-solutions.co.uk.

  1. Data protection complaints

Under UK data protection law, you have the right to make a data protection complaint directly to us if you are unhappy with how we have collected, used, stored or handled your personal information. While you can submit a complaint through any of our business channels (including telephone, postal mail, or social media), emailing us provides the most secure and efficient route.

To submit a complaint, please email sj@proactive-solutions.co.uk and include:

  • Your name.
  • Your contact details.
  • What your complaint relates to.
  • Any relevant background information.
  • What you would like us to review or resolve.

We will acknowledge your complaint within 30 days of receipt. We will then investigate the matter, keep you informed if additional time is needed, and respond without undue delay with the outcome of our review.

If you remain dissatisfied following our response, you have the right to escalate your complaint to the Information Commissioner’s Office. See Section 21 for details.

  1. Complaining to the ICO

You have the right to complain to the Information Commissioner’s Office (ICO) if you remain unhappy with how your personal information has been handled. You can contact the UK supervisory authority directly via the Information Commissioner’s Office Official Website or by calling their helpline on 0303 123 1113.

  1. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, legal obligations or data protection guidance.

The latest version will always be available on our website.