Last updated: September 2026
This privacy notice explains how City Road Communications collects and uses personal information, and the rights you have over it. It applies to visitors to wearecityroad.com, people who contact us or book a meeting, people who download our guides and reports, our clients and their staff, and journalists and other media contacts we work with.
Who we are
City Road Communications is a trading name of Media Ventures International Ltd, a company registered in England and Wales (company number 11023400) with its registered office at 124 City Road, London EC1V 2NX. Media Ventures International Ltd is the data controller for the personal information described in this notice and is registered with the Information Commissioner’s Office under registration number ZA298611.
If you have any questions about this notice or how we handle your information, email hello@cityroadcomms.co.uk or write to us at the address above.
The information we collect
- Identity and contact details, such as your name, email address, phone number, company and job title.
- Information you give us in forms, emails, meeting bookings and conversations, such as the reason for your enquiry.
- Marketing preferences, such as whether you have agreed to receive emails from us.
- Technical and usage information, such as your IP address, browser, device and how you use our website, collected through cookies where you have agreed to them. See our cookie policy.
- Media contact information, if you are a journalist or editor: your name, publication, role, professional contact details and published work.
- Client and supplier information, such as contact details for people at the organisations we work with, and billing records.
We do not ask for special category information, such as health or political opinions, and we ask you not to send it to us.
How we collect it
- Directly from you, when you fill in a form, book a meeting, email or call us, or meet us at an event.
- Automatically, through cookies and similar technologies when you use our website, in line with the choices you make in our cookie banner.
- From other sources, such as media databases, publications, professional networking sites such as LinkedIn, and event organisers, where the information is professional and relevant to our work.
How we use it and our lawful basis
We only use personal information where the law allows us to. The table below sets out what we use it for and the lawful basis we rely on.
| Purpose | Information used | Lawful basis |
|---|---|---|
| Responding to your enquiry or request for a consultation | Identity and contact details, and the information you give us | Legitimate interests (responding to people who contact us) and, where relevant, taking steps at your request before entering into a contract |
| Booking and holding meetings through our online scheduler | Identity and contact details, meeting time and any notes you add | Taking steps at your request before entering into a contract, or legitimate interests |
| Sending you a guide, report or other resource you request | Identity and contact details, company and job title | Legitimate interests (providing what you asked for); consent where you tick a box to receive marketing |
| Providing our services to clients and managing our relationship | Contact details of client staff, project information, billing details | Performance of a contract and legitimate interests |
| Sending news, insights and event invitations by email | Identity and contact details, marketing preferences | Consent, or legitimate interests for business contacts (you can opt out at any time) |
| Working with journalists and media contacts | Name, publication, role, professional contact details and published work | Legitimate interests (carrying out media relations for our clients) |
| Understanding how our website is used | Technical and usage data collected by cookies | Consent (see our cookie policy) |
| Protecting our website and forms from spam and misuse | Technical data such as IP address | Legitimate interests (keeping our website secure) |
| Meeting legal, tax and accounting obligations | Contract, billing and payment records | Legal obligation |
Where we rely on legitimate interests, we have considered your rights and expectations and believe our use is proportionate. You can object at any time (see “Your rights” below). We do not use your information for automated decision-making that has legal or similarly significant effects on you.
Marketing
We may send you news, insights, research and event invitations that we think are relevant to your work. You can unsubscribe at any time using the link in any of our emails or by emailing hello@cityroadcomms.co.uk. We will never sell your information, and we will not share it with other organisations for their own marketing without your consent.
Who we share it with
We share personal information only where necessary, with:
- Service providers who act on our behalf, under contracts that require them to protect your information, including HubSpot (our customer relationship management system, website forms, meeting scheduler and email marketing), Google (website analytics, spam protection and maps), Microsoft (video meetings) and our website hosting provider.
- Other parts of Media Ventures International, such as the teams behind our UKTN and PropertyWire brands, where needed to provide our services or run our business.
- Journalists and publications, where you are a client spokesperson and have agreed to be put forward for media opportunities.
- Professional advisers, such as lawyers, accountants and insurers.
- Regulators, law enforcement and other authorities, where we are required to by law.
- A buyer or successor, if all or part of our business is sold or restructured.
International transfers
Some of our service providers store or process information outside the UK, including in the European Economic Area and the United States. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations (including the UK-US data bridge) or the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses.
How long we keep it
We keep personal information only for as long as we need it for the purposes above. In general:
- enquiries and prospective client records: up to two years after our last contact with you;
- marketing contacts: until you unsubscribe or ask us to delete your details, after which we keep a suppression record so we do not contact you again;
- client, contract and billing records: up to seven years after the end of our relationship, to meet legal and accounting requirements;
- media contact information: for as long as it is relevant to our media relations work, and we update or remove it when we learn it has changed;
- website analytics data: in line with the retention settings in Google Analytics.
How we protect it
We use appropriate technical and organisational measures to protect personal information, including access controls, secure systems from reputable providers and staff training. Only people who need your information to do their jobs can access it.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information;
- ask us to restrict how we use your information;
- object to our use of your information where we rely on legitimate interests, and to direct marketing at any time;
- ask us to transfer information you have given us to another organisation, where technically possible;
- withdraw your consent at any time, where we rely on consent.
To exercise any of these rights, email hello@cityroadcomms.co.uk. We will respond within one month. There is normally no charge.
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Cookies
For details of the cookies and similar technologies we use, and how to change your choices, see our cookie policy.
Changes to this notice
We will update this notice if we change how we use personal information. The date at the top shows when it was last updated.