Data protection
Privacy notice
Version 2026-09 — effective 9 September 2026
About this notice
This privacy notice explains what The Remuneration Group does with personal information. The Remuneration Group is an unincorporated, not-for-profit association.
Contact details
Email: info@theremunerationgroup.co.uk
What information we collect, use and why
We may collect and use the following information to administer the Group and provide membership services:
- names and contact details;
- professional information relating to members and their representatives, such as job title and employer;
- records of meetings and decisions, including agendas, minutes and attendance information;
- payment and financial information relevant to subscriptions and the Group's accounts;
- dietary or allergy information provided for meetings or events; and
- website and secure members' area information, including account and technical information needed to operate and secure the website.
We may also use names and contact details to send members information about meetings, events, guest speakers, membership services and other Group activities.
When dealing with enquiries, complaints or claims, we may use names, contact details and relevant correspondence. If an individual voluntarily provides sensitive information in that context, we will handle it only where necessary and in accordance with applicable data protection law.
Lawful bases and data protection rights
Under UK data protection law, we must have a lawful basis for collecting and using personal information. For the activities described in this notice, we principally rely on our legitimate interests in administering The Remuneration Group and providing its membership services.
Our legitimate interests include:
- administering membership, organising meetings and events and operating the secure members' area;
- communicating with members and their representatives about meetings, events, guest speakers, membership services and activities; and
- responding to and managing enquiries, requests, complaints or claims relating to the Group, its membership, activities, services or website.
Depending on the circumstances, your data protection rights may include rights of access, rectification, erasure, restriction and objection. Where applicable, you may also have rights to data portability and to withdraw consent. Requests should be sent to the email address above. We will respond without undue delay and, in general, within one month.
Where we get personal information from
- directly from you; and
- from member companies and their representatives, for example where a member company provides or updates the contact details of its representative(s) participating in The Remuneration Group.
How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting and reporting requirements.
- Member contact details are normally kept while the relevant organisation or individual participates in the Group and for up to two years afterwards where necessary for administration.
- Financial, subscription and accounting records are normally retained for six years after the end of the relevant financial year.
- Routine administrative correspondence is normally retained for up to two years after it is no longer required.
- Dietary and allergy information collected for a particular meeting or event is normally deleted within one month after the event.
- Meeting records, including agendas and minutes, are normally retained for six years and are then reviewed to decide whether a limited historical record should be retained.
- Website account information, technical logs and backups are retained only for as long as reasonably necessary for administration, security and recovery, in accordance with the applicable hosting and backup arrangements.
We review the information we hold periodically and securely delete or anonymise information that is no longer required. Information may be retained for longer where necessary to comply with a legal obligation or to establish, exercise or defend a legal claim.
Who we share information with
Data processors and service providers.
AnyIT. Provides website hosting, maintenance and technical support. This includes security monitoring and management, website backups and recovery, platform updates, and technical support for the secure members' area. In providing these services, AnyIT may have access to personal information held on the website or within the members' area where necessary to provide its services.
Xeinadin Accountancy. Provides accountancy services to The Remuneration Group, including preparation of the Group's annual accounts and processing relevant financial and payment information where necessary for that purpose.
The precise data protection role of a professional adviser may depend on the service being provided and its own legal or professional obligations.
Other sharing and information on our website
- Limited professional information about the Chair, Secretary and Committee members is published on our public website in connection with their roles in The Remuneration Group.
- Information in the secure members' area, including meeting agendas and minutes, is intended for authorised members and representatives and is not intended for public access.
- Relevant information may be shared with other members and their representatives where reasonably necessary for the administration and activities of the Group.
Planned development of the members' area
We are developing additional functionality for the secure members' area which may in future allow members voluntarily to provide professional profile information, such as a biography, photograph and LinkedIn profile link, and to indicate an interest in offering or receiving mentoring or coaching. This functionality is not currently in use. We will update this privacy notice before that processing is introduced and will explain to members how the information will be used and who will be able to see it.
International transfers
We do not intentionally transfer personal information outside the UK as part of our ordinary administration. We are confirming with AnyIT where website data and backups are hosted and whether any sub-processors process personal information outside the UK. If personal information is transferred outside the UK, we will ensure that appropriate safeguards required by UK data protection law are in place and will update this notice where necessary.
How to complain
If you have concerns about our use of your personal information, please contact us at info@theremunerationgroup.co.uk.
If you remain unhappy after raising the matter with us, you can complain to the Information Commissioner's Office (ICO): Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF; telephone 0303 123 1113.
Review of this notice
We will review this privacy notice periodically and update it when our processing activities or service-provider arrangements materially change.
Cookies and similar technologies
We use a small number of cookies on our website. Some are strictly necessary to operate the site and keep the members' area secure; these do not require your consent. Any non-essential cookies, such as those used by our support chat, are only set if you agree to them.
You can accept or reject non-essential cookies when you first visit the site, and change your choice at any time using the "Cookie settings" link in the footer. Full details of each cookie we use are set out in our Cookie Policy at /cookies.