Privacy Policy

Effective date: 23 July 2026
Last updated: 23 July 2026

This Privacy Policy explains how PromptlyPR collects, uses and protects personal information when you visit this website, contact us, join a waitlist, use our services or follow links to third-party AI tools.

Who we are and how to contact us

PromptlyPR is operated by VEC Publishing Limited, (07164689), a company registered in England and Wales. VEC Publishing Limited is the data controller for personal information collected directly through this website and through our business communications.

For privacy questions, requests or complaints, email hello@promptlypr.com.

Information we collect

Depending on how you interact with PromptlyPR, we may collect:

• your name, email address, company and job information;
• information you provide in contact forms, enquiries, waitlist submissions or correspondence;
• information needed to provide consultancy, training or other contracted services;
• technical and usage information, including IP address, browser and device type, pages visited, referral source and cookie identifiers; and
• marketing preferences and records of consent or objection.

Please do not submit confidential, commercially sensitive or personal information through a PromptlyPR workflow unless you are authorised to do so and have assessed whether the relevant AI service is suitable.

How and why we use personal information

We use personal information to:

• respond to enquiries and manage the PromptlyPR Pro waitlist;
• provide consultancy, training and contracted services;
• operate, secure and improve our website and services;
• measure website performance and understand how visitors use the site;
• send requested updates and manage marketing preferences;
• prevent fraud, misuse and security incidents; and
• meet our legal, accounting and regulatory obligations.

We do not sell personal information.

Lawful bases

Depending on the activity, we rely on consent, steps taken at your request before entering into a contract, performance of a contract, our legitimate interests in operating and improving PromptlyPR, and compliance with legal obligations. Where we rely on consent, you may withdraw it at any time.

Cookies and analytics

We use essential Squarespace cookies to operate the website. With your consent, we also use Google Analytics and Squarespace Analytics to understand website usage and performance. You can accept, reject or revisit optional cookie choices through the cookie banner and Cookie Preferences control. You can also control cookies through your browser.

Service providers and recipients

We use the following providers to operate PromptlyPR:

• Squarespace — website hosting, forms, cookies and website analytics;
• Microsoft 365 — business email and document services;
• Google Analytics — consent-based website analytics; and
• OpenAI — access to PromptlyPR Custom GPTs and associated AI processing when you choose to use them.

These providers may act as processors or, for some activities, as independent controllers under their own terms. Their handling of information is also governed by their applicable privacy notices and data-processing terms.

AI services and uploaded content

PromptlyPR provides prompt frameworks and links to AI-assisted tools. Information entered into a Custom GPT or another third-party AI interface is sent to the relevant AI provider and is subject to that provider’s account settings, terms and privacy practices. PromptlyPR does not control the provider’s platform-level processing. Always review the provider’s privacy controls and apply appropriate human review before using or publishing an output.

International transfers

Some providers may process personal information outside the United Kingdom. Where this involves a restricted transfer, we rely on a valid transfer mechanism as applicable, such as UK adequacy regulations or appropriate safeguards including the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Where required, the relevant parties assess the protection available in the destination country and apply additional safeguards.

Retention

We keep personal information only for as long as needed for the purpose for which it was collected:

• contact enquiries and related correspondence: up to 24 months after the last meaningful contact;
• PromptlyPR Pro waitlist records: until you withdraw or the waitlist purpose ends, with inactive records reviewed after 24 months;
• client, contract, invoice and service records: generally six years after the end of the relevant financial year or relationship, where required for tax, accounting or legal purposes;
• marketing records: until you unsubscribe or withdraw consent; we may retain minimal suppression information so that we respect your choice;
• Google Analytics and Squarespace Analytics data: according to the retention settings applied within those services, after which it is deleted or aggregated; and
• security and technical records: only for as long as reasonably necessary to investigate incidents and protect the service.

Third-party services may retain information under their own documented schedules. We periodically review retained information and securely delete or anonymise it when it is no longer needed.

Security

We use appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, disclosure, alteration or misuse. No internet transmission or electronic storage system can be guaranteed to be completely secure.

Your data-protection rights

Depending on the circumstances, you may have the right to access personal information, correct inaccurate information, request erasure, restrict or object to processing, receive portable data, and withdraw consent. You may also object to direct marketing at any time.

To exercise a right, email hello@promptlypr.com. We may need to verify your identity before acting on a request.

Complaints

Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority. Visit ico.org.uk/make-a-complaint, call 0303 123 1113, or write to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Changes to this policy

We may update this policy when our services, providers or legal obligations change. We will publish the revised version on this page and update the date above. If a change materially affects how we use personal information, we will provide an appropriate additional notice.