Privacy policy
Last updated: 29 October 2026
New Icon respects your privacy. This policy explains what personal information we collect, why we use it, who we share it with and the choices available to you.
It applies to our website, enquiries, marketing activities, events and business relationships. Where a particular service has its own privacy notice, that notice provides further information about how personal information is used.
Who we are and how to contact us
Newicon Ltd, trading as New Icon, is the controller responsible for the personal information described in this policy, except where we process information on behalf of clients as explained below.
We are registered in England and Wales under company number 05904359.
For privacy enquiries or to exercise your data protection rights, contact:
Email: support@newicon.net
Post: Privacy enquiries, Newicon Ltd
Runway East Bristol Bridge
1 Victoria Street
Redcliffe
Bristol
BS1 6AA
United Kingdom
We handle personal information in accordance with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018, as amended.
Information we collect
Depending on how you interact with us, we may collect:
Contact and business details, including your name, email address, telephone number, company and job title.
Enquiry information, including correspondence, project requirements and information you provide through forms, assessments, surveys or conversations.
Customer and supplier information, including contractual, billing and payment records.
Event information, including registration details and any preferences or requirements you choose to provide.
Marketing preferences, including subscriptions, consent records and requests to stop receiving communications.
Website and technical information, including IP addresses, browser and device details, pages visited and interactions with our website, where collected through our systems or permitted tracking technologies.
Recruitment information, including your CV, application and information relevant to a role.
Please avoid including sensitive personal information in general enquiry forms unless we specifically request it and explain why it is needed.
How we obtain your information
We collect information directly when you contact us, complete a form or assessment, attend an event, apply for a role or work with us.
We may also receive relevant business contact information from referrals, professional networks, publicly available business sources and platforms through which you submit an enquiry.
Our website and service providers may collect technical information when you use our website. Further details are provided in the cookies section below.
How and why we use your information
We use personal information only where we have an appropriate lawful basis.
Responding to enquiries and discussing potential projects
Our legitimate interests in responding to requests and developing business relationships; taking steps towards a contract where applicable
Providing services and managing customer or supplier relationships
Performance of a contract where you are a party to it; otherwise our legitimate interests in managing the relationship
Managing invoices, payments and business records
Legal obligations and our legitimate interests in administering our business
Organising events and communicating with attendees
Our legitimate interests in running events; consent where required
Sending relevant news, invitations and marketing communications
Consent where required, or legitimate interests where permitted by applicable marketing rules
Maintaining and improving our website and understanding its use
Consent for optional analytics and tracking; our legitimate interests in operating and maintaining the website for other processing
Protecting our systems, preventing misuse and investigating security issues
Our legitimate interests in protecting our business and users, and legal obligations where applicable
Considering job applications
Taking steps towards an employment contract and our legitimate interests in recruitment
Where we rely on legitimate interests, we consider the impact on your rights and reasonable expectations.
If providing information is necessary for a contract or legal requirement, we will explain this when collecting it. Without that information, we may be unable to provide the relevant service.
Marketing and your choices
We may send relevant information about our services, insights and events where we are permitted to do so.
Submitting an enquiry or completing an assessment does not automatically mean you have agreed to receive unrelated marketing.
You can object to direct marketing at any time.
Use the unsubscribe link in our marketing emails or contact support@newicon.net.
Where processing relies on your consent, you can withdraw that consent at any time. This does not affect processing carried out lawfully before you withdrew it.
We may retain a limited record of your opt-out so that we can respect your preference.
Cookies and similar technologies
We use cookies and similar technologies to operate our website, remember choices and, where you agree, understand website use and measure marketing activity.
Strictly necessary technologies support essential website functions and do not require your consent. We ask for consent before using optional analytics or marketing technologies.
You can accept or reject optional technologies through our cookie banner. You can change your choices or withdraw consent at any time using COOKIE SETTINGS LINK NEEDED. Rejecting optional cookies does not prevent you from browsing our website.
The table below describes our analytics and tracking cookies.
Provider
Cookie name
Purpose
Cookie duration
Google Analytics 4
_ga
Distinguishes visitors
2 years
Google Analytics 4
_ga_<container-id>
Maintains session information
2 years
HubSpot
__hstc
Tracks visits and visitor history
6 months
HubSpot
hubspotutk
Identifies visitors and links form submissions to contacts
6 months
HubSpot
__hssc
Tracks sessions and page views
30 minutes
HubSpot
__hssrc
Determines whether a new browser session has started
Until the browser session ends
Some technologies are necessary for the website to operate. Where consent is required for other technologies, we ask for it before using them.
Closing a cookie banner or continuing to browse does not, by itself, constitute consent.
International transfers
Some service providers may process personal information outside the United Kingdom, including through overseas hosting or support access.
Where UK international transfer rules apply, we use a transfer mechanism permitted by UK data protection law. Depending on the destination and recipient, this may be a UK adequacy regulation or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s Standard Contractual Clauses. We assess any additional safeguards required for the transfer.
You can contact support@newicon.net for information about the safeguards relevant to your personal information and how to obtain a copy, subject to any necessary redactions.
How long we keep information
We retain personal information only for as long as necessary for the purposes described in this policy. Our usual retention periods are:
Enquiries: up to 12 months after an enquiry is resolved or our last substantive contact, unless it develops into a customer relationship.
Customer records: for the duration of our relationship. Relevant contracts, financial records and correspondence needed for accounting purposes or legal claims are normally retained for six years after the contract ends or the relevant financial year ends, as applicable. Other customer information is deleted sooner where it is no longer needed.
Marketing contacts: until you unsubscribe or object to marketing, or after 24 months without meaningful engagement, whichever occurs first. We retain a minimal suppression record for as long as needed to ensure we respect your opt-out.
Event registrations: up to 12 months after the event to manage attendance, feedback and event-related follow-up. Information used separately for marketing is subject to the marketing retention period above. Payment records, where applicable, follow our financial-record retention arrangements.
Recruitment records: unsuccessful applicants’ information is retained for up to six months after the recruitment process closes. With your agreement, we may retain your details for up to 12 months to consider you for future opportunities. Successful applicants’ relevant information becomes part of their employment record and is covered by our employee privacy notice.
Website analytics: identifiable analytics information is retained for up to 14 months from collection, after which it is deleted or anonymised. This period is separate from the cookie lifetimes listed in the cookies section above.
Where necessary, we may retain specific records for longer to meet a legal obligation or deal with an ongoing complaint, dispute or legal claim. Once information is no longer required, we securely delete it or anonymise it.
How we protect information
We use technical and organisational measures appropriate to the information we handle and the risks involved. These measures are intended to protect personal information against unauthorised access, loss, misuse or disclosure.
Access is limited to people who need it for their work. We review our safeguards as our systems and services change.
No system or method of transmission is completely secure.
Information processed on behalf of clients
When we handle personal information on behalf of a client as part of delivering a service, the client will generally determine why and how that information is used.
In those circumstances, we process information under the relevant agreement and the client’s instructions. The client’s privacy notice explains its use of that information.
If your request relates to information controlled by one of our clients, we may direct you to that client or assist it in responding.
Your rights
Depending on the circumstances, you may have the right to:
Access your personal information.
Correct inaccurate or incomplete information.
Request deletion of your information.
Restrict how we use it.
Object to processing based on legitimate interests.
Receive certain information in a portable format.
Withdraw consent where processing relies on it.
These rights are subject to conditions and exemptions. Contact support@newicon.net to make a request.
We may need information to verify your identity. We will respond within the timescales required by applicable data protection law and explain any permitted extension.
Complaints
If you have concerns about how we handle your personal information, you can make a data protection complaint by emailing support@newicon.net or writing to the postal address above. Please explain your concern and provide enough detail for us to investigate.
We will acknowledge your complaint within 30 days, investigate it and keep you informed of progress. We will explain the outcome and any action we take without undue delay.
You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator:
Website: https://ico.org.uk/make-a-complaint/
You do not need to contact us before exercising that right.
Other websites
Our website may link to third-party websites. Their privacy notices explain how they handle information collected through their services.
Changes to this policy
We review this policy and update it when our practices or legal requirements change.
The date at the top shows when it was last updated. Where required, we will bring significant changes to your attention.
