This is the privacy notice of Paper Monkey LTD

This privacy notice is provided in a layered format so you can click through to the specific areas set out below.

1. Who We Are And Important Information
2. The Personal Data We Collect About You
3. How We Collect Your Personal Data
4. How We Use Your Personal Data
5. Who We Share Your Personal Data With
6. International Transfers
7. Data Security
8. Data Retention
9. Your Legal Rights
10. Changes To This Notice And Your Duty To Inform Us Of Changes
11. Queries, Requests Or Concerns

1. Who We Are And Important Information

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website — for example, when you browse the site, make an enquiry, or create and manage an account with us.

This website is not intended for children and we do not knowingly collect data relating to children.

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller

Paper Monkey LTD is the controller and responsible for your personal data (collectively referred to as CouncilPapers, "we", "us" or "our" in this privacy notice). Our registered office is 59 Glenthorne Rd, London W6 0LJ. For all data protection matters you can contact Jon Aldridge (Director) by email at data.protection@councilpapers.com or by telephone on 5551234.

When we act as a processor rather than a controller

Where your council subscribes to the CouncilPapers service, we process the personal data held within your council's account — including the details of councillors, staff and members of the public contained in agendas, minutes and related documents — on your council's behalf and on its instructions. For that data your council is the data controller and we act as its data processor, under the data processing terms made available to your council within its account. This website privacy notice covers the personal data for which we are the controller, such as data about visitors to this website and the people who manage a council's account and billing with us. We also remain the controller for the technical and security data described in this notice — such as the login records and audit logs we keep to protect and secure the platform — even where that data relates to councillors or staff using a council's account.

Third-party links outside of our control

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The Personal Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioner's Office. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes
  • First Name
  • Last Name
  • Gender (where you choose to provide it)
• Contact Data includes
  • Billing Address
  • Office Address
  • Email Address
  • Telephone Numbers
• Financial Data includes
  • Subscription and billing details
  • Transaction and payment history

  Payments are collected by our payment provider, GoCardless, who handle your bank account and Direct Debit details on our behalf. We do not store your full payment details ourselves.

• Technical Data includes
  • Internet Protocol (IP) address
  • Browser type and version, device information and operating system
  • Login records and security and audit logs
• Usage Data includes
  • Information about how you access and use our website and services

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. How We Collect Your Personal Data

We use different methods to collect data from and about you including through:

• Directly. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you
  • Apply for our products or services;
  • Create an account on our website;
  • Subscribe to our service or publications;
  • Request marketing to be sent to you.
• Automated technologies or interactions. As you use our website, we automatically collect Technical and Usage Data about your equipment, browsing actions and patterns. We collect this data through our server logs, and through security and anti-abuse tooling — including our rate limiting and the Cloudflare Turnstile check used on our sign-up and password-reset forms. We also collect some of this data through cookies and similar technologies; see our Cookie Policy for details.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Performance of Contract this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
• Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
• Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to. Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, together with the lawful bases we rely on to do so. Where more than one lawful basis is shown, we may rely on any of them depending on the specific purpose for which we are using your data. If you need details of the specific legal ground we are relying on, please contact us.

5. Who We Share Your Personal Data With

We may have to share your personal data with the parties set out below, for the purposes and on the lawful bases described in paragraph 4 above.

• External third-party service providers based in the UK who provide IT, hosting and storage services
• Content delivery and email providers — Amazon CloudFront, Cloudflare and Amazon Simple Email Service — who help us deliver and protect our website and published documents, and send our transactional emails
• GoCardless, our payment provider, who process Direct Debit payments and the associated payment details on our behalf
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide Banking, Legal, Insurance and Accounting Services.
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.

If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International Transfers

Your personal data is stored on servers located in the UK. Some of our service providers, however, operate global infrastructure and may process limited personal data outside the UK:

• We use content delivery networks (such as Amazon CloudFront and Cloudflare) to serve our website and published documents quickly and securely; these may cache content at locations outside the UK.
• We use Amazon Simple Email Service to send transactional emails, such as notifications and password resets.
• Our payment provider, GoCardless, is part of a group with operations outside the UK and may process payment-related data outside the UK.

Where any personal data is transferred outside the UK, we ensure a similar degree of protection is afforded to it by making sure at least one of the following safeguards is in place: the country has been deemed to provide an adequate level of protection under UK law, or the transfer is governed by an approved data protection mechanism such as the UK International Data Transfer Agreement or Addendum.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. Your Legal Rights

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable (i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please contact us via our contact page. If your request relates to personal data held within a council's CouncilPapers account, your council is the data controller for that data, so please direct your request to your council; we will give it the assistance it needs to respond.

No fee required — with some exceptions. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Changes To This Notice And Your Duty To Inform Us Of Changes

This version was last updated on 11 October 2026. Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

11. Queries, Requests Or Concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact us. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). You can contact the ICO by telephone on 0303 123 1113, through its online contact form at ico.org.uk, or by post at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.