Privacy Notice

Who we are: FOI Proxy UK (“we”, “us”). We provide a service where customers suggest FOI topics and, if we choose to proceed, we file requests in our own name and share outcomes.

Contact: info@foiproxy.co.uk

What data we collect

• Contact: your email address (required to update you and deliver outcomes).
• Suggestion content: topic description, optional suggested authority, optional context.
• Payment data: we receive payer details (e.g., name, email, billing info) from our payment provider (e.g., PayPal/Stripe). We do not store full card details on our servers.
• Operational records: internal request notes, correspondence logs, outcome summaries.

Why we process it (lawful bases)

• Contract/Pre‑contract: to review your suggestion, communicate, take payment, deliver our service.
• Legitimate interests: to curate topics, refine wording, manage deadlines, and improve service quality; to protect against misuse (e.g., vexatious requests).
• Legal obligation: accounting and tax record‑keeping (e.g., retaining payment records).
• Consent (optional): marketing emails if you opt‑in; you can withdraw at any time.

Anonymity model

• To public authorities: your identity is not disclosed. FOI Proxy UK is the named FOI applicant.
• To us/payment processors: we hold your email, and our payment provider shares payer details with us.
• Legal compulsion: we may disclose data we hold if lawfully required (e.g., court order, police request).

Please do not include personal information about yourself or others in the “topic” text unless genuinely necessary. You may use a non‑identifying email.

Sharing your data

• We do not disclose your identity to public authorities when we file requests.
• Service providers that help us operate (e.g., email, hosting, payment) process data under contract.
• We may disclose information where the law requires it.

International transfers

Our core hosting is UK/EU based where possible. Some processors may store or access data outside the UK/EEA under appropriate safeguards (e.g., UK IDTA/EU SCCs). Details available on request.

Retention

• Suggestion & operations data: up to 12 months after closure, then delete or anonymise (unless needed for ongoing matters).
• Payment & accounting records: typically 6 years to meet legal obligations.
• Email logs: up to 24 months for audit and dispute resolution.

Your rights

• Access, rectification, erasure, restriction, objection, and data portability (where applicable).
• Withdraw consent for marketing at any time.
• Complain to the UK ICO: ico.org.uk.

Cookies

We do not use cookies on this site at present. If we add analytics or other cookies, we will update this notice and provide choices.

Security

We use reasonable technical and organisational measures to protect data. No system can be 100% secure online.

Updates

We may update this Privacy Notice. We will post changes here with a new effective date.

Terms of Service

Plain-English summary: you suggest; we decide whether to file; if we do, we file in our own name, manage the process, and share outcomes. We are not your agent for FOIA. No outcome is guaranteed.

1) Service description

• You may suggest an FOI topic via our site.
• If we accept, we decide final wording, scope, timing, authorities, and any appeals.
• We are the named FOI applicant and handle correspondence.
• We share outcomes (e.g., disclosures/refusals) with you and may provide a short summary.
• We may publish anonymised summaries of outcomes; we will not publish your identity without consent unless required by law.

2) No legal advice

We are not solicitors and do not provide legal advice.

3) Acceptable use

• No vexatious, abusive, or frivolous topics.
• No attempts to obtain third‑party personal data improperly.
• No harassment or targeting of individuals.
• No attempts to circumvent FOI cost limits or bans via coordinated or serial requests.

4) Our discretion

We may accept, refine, delay, or decline any suggestion without reasons. If we decline before filing, we refund the filing fee (see Refunds).

5) Fees & payment

• Prices shown at checkout are for our service (review, drafting, filing, tracking, follow‑up), not the information itself.
• We may invoice or take payment via a payment processor (e.g., PayPal/Stripe). You are responsible for bank or card charges.

6) Consumer cancellations (UK)

Under the Consumer Contracts Regulations 2013, consumers may have a 14‑day cooling‑off period. If you choose “Start now”, you ask us to begin during that period and acknowledge you may lose the right to cancel once fully performed and may be charged proportionally for work started.

7) Performance & timelines

Timelines are estimates. Public authorities control their own responses and may extend or refuse. We are not liable for third‑party delays or outcomes.

8) Refunds

• Declined before filing: full refund of any filing fee.
• After filing: fees cover work performed and are non‑refundable.
• Partial work started: we may deduct a reasonable amount for work already carried out.

9) Appeals

Internal reviews and ICO complaints are at our discretion. If pursued, we do so in our name and may charge additional fees where stated.

10) Anonymity & privacy (summary)

• Your identity is not disclosed to authorities; we are the FOI applicant.
• We collect minimal data and only disclose under legal compulsion or to providers under contract.

11) Your responsibilities & indemnity

• Your suggestion is lawful and not intended to harass or cause nuisance.
• You will not use disclosed information unlawfully.
• You agree to indemnify us for losses arising from your breach or unlawful use of information.

12) Limitation of liability

Nothing limits liability for death/personal injury caused by negligence, fraud, or other non‑excludable liabilities. Subject to that:

• No liability for indirect, consequential, incidental, special, punitive, or exemplary losses.
• No liability for decisions, delays, errors, or omissions by authorities or third parties.
• Aggregate liability capped at the total fees you paid in the preceding 12 months.

13) No agency; FOIA standing

• We file in our own name and are not your agent or legal representative for FOIA.
• Any complaint or appeal is pursued by us at our discretion.
• You have no independent FOIA standing for requests we file.

14) Suspension/termination

We may suspend or terminate if you breach these terms, submit improper content, or continued engagement would be unlawful or high‑risk. Fees may be retained for work performed.

15) Changes

We may update the service and these terms. Material changes will be posted here with a new effective date.

16) Governing law

England and Wales law applies; English courts have exclusive jurisdiction.

17) Complaints

Contact info@foiproxy.co.uk. We aim to respond within 10 business days.

We recommend you keep a copy of this page for your records.