1. Introduction
Fortior Insight Ltd is committed to respecting and protecting the privacy, confidentiality and personal information of its clients, prospective clients, business contacts and other individuals with whom it engages.
This Privacy Notice explains how we collect, use, manage, retain and protect personal information in connection with our professional consultancy services, business operations, communications, meetings and website.
Fortior Insight Ltd is a specialist Customs, International Trade and Business Advisory firm based in Northern Ireland. Our services include customs and regulatory advisory, international and cross-border trade, supply chain matters, training, consultancy and engagement with businesses, public authorities and other organisations.
We process personal information in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.
This notice applies to information relating to identifiable individuals. Confidential commercial information that does not constitute personal data is also protected, where applicable, under our contractual confidentiality arrangements.
2. Who We Are
For the purposes of applicable data protection legislation, Fortior Insight Ltd will normally act as the Data Controller in respect of personal information collected and processed in the course of managing its business and delivering independent professional advisory services.
In certain circumstances, where we process personal information solely on behalf of a client and under that client’s instructions, we may act as a Data Processor. Appropriate contractual arrangements will be established where required.
Our contact details are:
Fortior Insight Ltd
Unit 28, Down Business Centre
46 Belfast Road
Downpatrick
County Down
BT30 9UP
Northern Ireland
Email: admin@fortiorinsight.com
Website: www.fortiorinsight.com
Any questions regarding this Privacy Notice or the handling of personal information should be directed to the email address above.
3. Personal Information We Collect
The information we collect and process will depend on the nature of our relationship with an individual or organisation and the services being requested or provided.
This may include names, job titles, business contact details, email addresses, telephone numbers, correspondence, meeting information and records of professional interactions.
Where relevant to the services provided, we may also receive or access information contained within commercial, financial, customs, regulatory, supply chain and other business records. Such records may include personal information relating to employees, directors, sole traders, suppliers, customers, representatives and other relevant parties.
We may also process information relating to enquiries, contractual arrangements, invoices, payments, engagement histories, consultancy recommendations and associated professional records.
Where meetings are conducted electronically, information may include participant details, meeting communications, notes and, where appropriately disclosed, AI-assisted meeting summaries or transcripts.
Information may be provided directly by the individual concerned, by the business or organisation they represent, by authorised representatives, professional advisers or other parties legitimately involved in an engagement. We may also obtain relevant information from public authorities, public registers, business websites and other lawful sources where necessary for the services provided.
We do not ordinarily seek sensitive personal information, including special category data. Where such information is received or is genuinely necessary for a particular purpose, it will be handled in accordance with applicable legal requirements.
4. How and Why We Use Personal Information
Fortior Insight Ltd processes personal information where reasonably necessary for legitimate business and professional purposes.
These purposes may include responding to enquiries, assessing potential engagements, communicating with clients and business contacts, delivering agreed consultancy and advisory services, maintaining professional records, undertaking research and analysis, managing appointments and meetings, preparing reports and recommendations, issuing invoices and administering payments.
We may also process information to manage our contractual relationships, maintain business security, comply with legal or regulatory obligations, respond to lawful enquiries from competent authorities, manage disputes and protect our legitimate business interests.
Where permitted by law, we may contact existing or prospective business contacts with relevant information about our services, professional developments or business opportunities. Individuals may ask us to stop receiving marketing communications at any time.
Personal information will not be used for purposes incompatible with those for which it was collected unless permitted or required by applicable law.
5. Our Lawful Basis for Processing
Depending on the circumstances, we may rely upon one or more of the following lawful bases under the UK GDPR:
Performance of a Contract: Where processing is necessary to enter into or fulfil a contract with an individual, including a sole trader or other person contracting directly with Fortior Insight Ltd.
Legitimate Interests: Where processing is reasonably necessary for the operation and management of our consultancy business, including responding to business enquiries, maintaining client and professional relationships, providing advisory services to organisations, keeping appropriate working records, safeguarding information and protecting our commercial and professional interests. We consider the potential impact upon individuals and their rights when relying on this basis.
Legal Obligations: Where information must be processed or retained to comply with applicable taxation, accounting, statutory, regulatory or other legal requirements.
Consent: Where consent is required by law for a particular activity, including certain forms of marketing or the use of non-essential website technologies.
Where processing is based on consent, consent may be withdrawn at any time without affecting the lawfulness of processing undertaken before withdrawal.
Where information is reasonably required to establish a professional engagement or deliver agreed services, failure to provide it may mean that we are unable to proceed with some or all of the requested work.
6. Confidentiality and Information Sharing
Confidentiality is fundamental to the relationship between Fortior Insight Ltd and its clients.
We do not sell personal information to third parties.
Information may be shared where reasonably necessary with authorised personnel, professional advisers, accountants, insurers, specialist consultants, contractors, technology providers and other service providers supporting our business operations, subject to appropriate confidentiality, contractual and data protection arrangements.
Where relevant to an agreed engagement, information may also be communicated to public authorities, regulators, customs administrations, logistics providers, suppliers or other parties, where appropriately authorised, reasonably necessary for the services being provided or required by law.
We may disclose information where necessary to comply with a legal obligation, respond to lawful regulatory requests, establish or defend legal rights, or protect legitimate business interests.
We take reasonable steps to ensure that any disclosure is appropriate to the circumstances and limited to information relevant to its intended purpose.
7. Electronic Meetings, Recording and AI-Assisted Tools
Fortior Insight Ltd uses electronic communications and digital meeting platforms, including Zoom, in the course of delivering professional consultancy services.
We may use the meeting platform’s built-in artificial intelligence functionality to prepare confidential internal meeting summaries, working notes and related professional records. Where such functionality is used, participants will be informed in advance or through appropriate meeting notices.
AI-assisted meeting functionality may involve processing spoken contributions and meeting content, even where a conventional audio or video recording is not retained.
Any summaries generated are intended to support professional record-keeping, continuity of advice and the management of client engagements. They may contain inaccuracies and are not regarded as agreed minutes, verbatim transcripts or substitutes for formal written advice.
Such internal summaries are not automatically distributed to clients or other meeting participants as part of our standard arrangements. Access, storage and processing remain subject to the relevant platform permissions, provider arrangements and applicable legal requirements.
We may also use other digital and AI-assisted tools to support research, administration, drafting, document review and analysis. Their use remains subject to appropriate professional oversight, confidentiality considerations and applicable data protection requirements.
Fortior Insight Ltd does not knowingly authorise the use of client confidential information to train general-purpose AI models operated by third-party providers without the client’s prior written agreement.
We do not use AI systems to make solely automated decisions about individuals that produce legal or similarly significant effects.
Our Engagement Terms & Advisory Framework also sets out the conditions governing meeting recording, transcription and the use of independent AI note-taking applications by participants.
Anyone with concerns regarding proposed meeting recording, transcription or AI-assisted documentation should raise these before the meeting so that suitable arrangements can be considered.
8. Information Storage, Security and Retention
Fortior Insight Ltd takes appropriate and proportionate organisational and technical measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.
Information may be held electronically, within approved business applications or, where appropriate, in paper-based professional records.
We use business communications, document-management and other technology services to support our operations. Access to information is managed according to business requirements, confidentiality obligations and available security controls.
Personal information is retained only for as long as reasonably necessary for the purposes for which it was collected, taking account of the nature of the information, the engagement concerned, applicable legal and regulatory requirements, professional record-keeping needs, and the possibility of relevant enquiries, disputes or legal claims.
Different categories of information may therefore be retained for different periods.
When information is no longer required, we will take appropriate steps to delete, securely dispose of or anonymise it, subject to legal, regulatory and legitimate record-retention requirements.
9. International Data Processing
Some of the technology platforms, cloud services and professional service providers used by Fortior Insight Ltd may process or store information outside the United Kingdom.
Where international transfers of personal information are subject to data protection restrictions, we take steps to ensure that an appropriate legal basis or safeguard applies. Depending on the circumstances, this may include recognised adequacy arrangements, approved contractual safeguards or other mechanisms permitted by applicable data protection legislation.
Further information about relevant international transfer safeguards may be requested using the contact details provided in this notice.
10. Website Information and Cookies
When individuals visit our website, certain technical information may be collected through website systems, hosting services, cookies or similar technologies.
This may include information relating to browser types, devices, website usage, technical performance and interactions with website content.
Where website enquiries or contact forms are used, information submitted may be processed for the purpose of responding to the enquiry and, where appropriate, establishing a professional relationship.
Our website may use analytics and other technologies to understand website performance and improve visitor experience.
Further information about cookies and their management is provided in our separate Cookie Policy. The use of cookies and similar technologies remains subject to applicable privacy and electronic communications requirements.
11. Your Data Protection Rights
Individuals have rights in relation to their personal information under applicable data protection legislation.
Depending on the circumstances, these may include the right to request access to personal information, correction of inaccurate information, erasure, restriction of processing, data portability and withdrawal of consent where consent is the relevant lawful basis.
You also have the right to object to processing based on legitimate interests in certain circumstances. Where your personal information is processed for direct marketing purposes, you have the right to object to that processing at any time.
These rights are subject to applicable legal conditions, restrictions and exemptions. For example, we may be required or otherwise lawfully entitled to retain certain records notwithstanding a request for deletion.
Requests concerning personal information should be submitted to admin@fortiorinsight.com. We may request reasonable information to verify identity before responding.
We will consider and respond to requests within the timescales required by applicable law.
12. Complaints and Regulatory Oversight
We encourage anyone with a question or concern about how their personal information is handled to contact Fortior Insight Ltd in the first instance.
We will consider concerns relating to personal information and seek to resolve them appropriately.
Individuals also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the United Kingdom’s independent data protection regulator.
Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
Individuals may also have rights to contact another relevant supervisory authority where applicable data protection law provides for this.
13. Changes to This Privacy Notice
Fortior Insight Ltd may review and update this Privacy Notice from time to time to reflect changes in its business operations, services, technology, legal requirements or data protection arrangements.
The current version will be made available through our website or upon request.
Where a change materially affects how personal information is processed, we will provide additional information or notice where required by law.
For more information email admin@fortiorinsight.com
