Website privacy notice

We may collect, use and store the following types of personal information when you visit our website:

Contact details: Full name, email address, phone number, postal address

Business information: Job title, seniority level, organisation/employer

Online tracking information: Identification numbers, location (country), Internet protocol address (‘IP Address’), browsing behaviour, cookies, pixels, device ID, websites visited, language used

Account login information: Login ID, usage analytics, other information used to access and/or secure systems, applications and digital services including our website

Please see our online tracking technologies privacy notice and digital solutions privacy notice – Moata for more information about the personal information we collect in relation to your interactions with our website and digital services.

Health information: We do not routinely collect health information through our website, however, you may be invited to submit details of dietary requirements or restrictions, and accessibility requirements (including mobility, sight or hearing) where needed to facilitate your attendance at one of our events

Please see our marketing and events privacy notice for more information.  

Other information: Feedback, opinions, interests, enquiries, details related to your enquiry, or any other information that you provide directly to us through our website (for example, you may indicate that you are interested in receiving digital communications from us relating to events).

We obtain your personal information when you visit our website, when you send us your enquiries (for example, engaging with our experts through our website), when you submit an online form, or through other digital communication channels featured on our website.

Website activities: We collect your personal information when you visit our website, register for our online newsletters and insights, or send us your enquiries. This includes any information that you provide to us by email or within the forms that you submit, or the forms that you use to register for our events.

Careers website activities including our online recruitment portal: We collect personal information when you visit our careers website and access our careers portal, and when you register your interest in joining our business. This includes any information that you provide to us by email, through surveys (for example, sharing your feedback about your experience using our careers website), or within the forms (applications) that you submit. We and other services providers (on our behalf) may collect information about your activities when you visit our careers website and careers portal using online tracking technologies. Please see our recruitment privacy notice and online tracking technologies privacy notice for further information.

Digital marketing communications: Any digital communications which you have signed up for (for example, newsletters) include some tracking technologies to help us understand how you interact with those communications (for example, which content you click through to read more detail). Please see our marketing and events privacy notice for further information.  

Social media: We have added social media services to our website to enable you to share our content with your colleagues, business contacts, family and friends. If you use any social media and social business tools on our websites, including X, LinkedIn, Facebook, Instagram and YouTube, any personal information you provide will be subject to those social media sites, which may have their own cookies and privacy notices. You should carefully review those notices to ensure you’re happy with how they process your personal information.

Mott MacDonald digital services: We collect your personal information when you access our digital services, such as Moata, Osprey or STEPS. We may use this information to personalise your experience within these services (with your agreement), provide you with access to information about other services or products and improve your overall experience when accessing these services. Please see our digital solutions privacy notice – Moata and online tracking technologies privacy notice for further information.

Third parties: Third parties collect your personal information (on our behalf) when you visit our website (for example, Siteimprove, through the use of online tracking technologies). This is to help us understand more about your interests and experience when visiting our website (for example, where visitors come from, and the most popular pages visited). We will always confirm with you first, that you have agreed to the collection and use of this personal information. Please see our online tracking technologies privacy notice for further information.

Mott MacDonald is responsible for deciding how we collect, access, analyse, or otherwise process personal information about visitors to our website. We process personal information about you primarily for the purposes of facilitating the use of our website, managing our relationship with you, and for marketing and business development.

We will only use personal information about you when the law allows us to do so. In certain locations, there may be differences in the legal justifications that can be relied upon when we collect, use, and handle personal information due to local legal requirements or the way that Mott MacDonald operates in that location. If that is the case, we will notify you of the differences in a supplementary privacy notice.

The purposes for which we may need to process your personal information (and the categories of personal information involved) include:

To facilitate the use of our website

• Evaluate improvements and other modifications to the functionality of our website, services and products
• Ensure the security and integrity of our website, applications and digital services
• Detect and prevent criminal activity, including fraud

Categories of personal information used for the above purposes include:

• Online tracking information
• Account information

For marketing and business development

• Ensure the content from our website is presented in the most engaging manner for you and for your device
• To provide you with information regarding our services, products, and events
• To understand and assess your interests in order to improve our website, services and products
• To improve the content on our website and digital marketing communications

Categories of personal information used for the above purposes include:

• Contact details
• Business information
• Online tracking information
• Account information
• Your feedback, opinions and interests

To manage our relationship with you

• To understand your interests in order to improve your experience when visiting or accessing our website, services and products
• To respond to your enquiries
• To improve the quality of our responses and our interactions with you
• To provide you with the services and products for which you access or subscribe to

Categories of personal information used for the above purposes include:

• Contact details
• Business information
• Online tracking information
• Account information
• Your feedback, opinions and interests

Complying with legal obligations

• Disclosing personal information to government agencies, regulatory authorities or law enforcement (this includes complying with subpoenas and court orders)
• Record keeping and reporting obligations
• Pursuing our legal rights and remedies
• Establishing, exercising or defending Mott MacDonald’s legal position
• Managing complaints and legal claims

Categories of personal information used for the above purposes include:

• Contact details
• Business information
• Online tracking information
• Account information
• Your feedback, opinions and interests

When using your personal information for the purposes above, we will generally rely on your express or implied consent as our legal justification.

In certain jurisdictions, such as the UK and EEA, we may also process this information based on our legitimate interests. If this is the case, then we will balance your rights and freedoms against our own interests, or those of any third parties, to ensure that your rights are not infringed.

Personal information processed during our business activities may be shared, used, handled and otherwise made available to Mott MacDonald entities, service providers, and third parties when it is necessary and proportionate to do so. We may share, provide access to and transfer your personal information:

Different Mott MacDonald entities involved in managing our relationship with you and operating our business.

Our service providers and suppliers who help us to communicate with you and deliver our programmes, products, information and services, support our website, and help us understand how you interact and engage with our website.  These include, Optimizely (digital experience platform), and Microsoft (communication delivery).

Business transferees in the event of a corporate restructuring. For example, if we enter into, or intend to enter into, a transaction that alters the structure of our business, such as a merger, acquisition, sale, joint venture, consolidation, or other disposition of all or any portion of our business or assets.

Regulatory authorities or law enforcement agencies where necessary to facilitate the prevention, detection, and investigation of suspected criminal activity, and if we need to comply with an official request for information (this includes complying with subpoenas and court orders).

When we need to share your personal information with these third parties, we use a combination of contractual, physical, and technical measures to keep it secure.

To protect personal information that is transferred internationally, we ensure that adequate and proportionate safeguards are in place and that your privacy and data protection rights are protected. This is because you may have fewer rights under local laws in some countries than you do in your country of residence.

Those safeguards will normally include data encryption, role-based access permissions, and legal agreements that facilitate the lawful cross-border transfer of personal information. Please refer to our Group policies for more information.

Please note that we will never sell your personal information to a third party for any purpose.

We work hard to maintain and improve security measures that prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to personal information to individuals and organisations who have a legal right of access (for example, regulatory authorities or law enforcement agencies), or a legitimate business need to know (for example, platform owners, website managers and service providers). Our service providers and suppliers will only process personal information in accordance with our instructions, and we ensure that all third parties are subject to a legal duty of confidentiality.

All Mott MacDonald people who may be required to access your personal information when carrying out their duties are required to complete privacy and data protection training, and information security training, on an annual basis.

Please also see our Group policies for more information.

We will only retain your personal information for as long as reasonably necessary for the purposes set out in this privacy notice. When setting those retention periods we consider:

• How long do we need to keep it to operate our business and manage our relationship with you? For example, respond to an enquiry you submitted using our online webform.
• How long do we need to retain the information to comply with our legal or regulatory obligations? For example: to comply with a specific provision in a particular law; or to respond to a legal claim or regulatory investigation.
• Do we need to keep it for another legitimate purpose, for example, to prevent harm to individuals or our business; or to protect our legal rights, property, or assets.

In some instances, and for specific reasons, we will keep information for an extended period of time. When your personal information is deleted or destroyed, we ensure that it is safely and permanently disposed of in accordance with any local legal requirements.

We respect your rights over your personal information, which are set out below:

• Right of access to your personal information. This enables you to request a copy of your personal information and to check that we are processing it lawfully.
• Right to correct the personal information that we hold about you. This enables you to ask us to amend or update any incomplete or inaccurate personal information.
• Right to request erasure of personal information about you. This enables you to ask us to delete or remove personal information where there is no valid reason for us to continue processing it.
• Right to object to the use of your personal information if you think we do not have a valid reason to process it and want us to stop processing it.
• Right to restrict further use of personal information about you. This enables you to ask us to limit or suspend the use of your personal information (for example, if you want us to confirm its accuracy or the reason why we are processing it).
• Right to transfer personal information about you to another party. You can ask us to send (or “port”) your personal information to another organisation.
• Right to withdraw consent to our processing of your personal information where the basis of our processing is your consent. This right may not apply if there are other legal justifications to continue processing, or we need to retain certain personal information where required or permitted under applicable law.

You or an authorised nominee can exercise these rights at any time by submitting a request through our individual rights request form or by contacting privacy@mottmac.com. If you’re a resident of California, you may also submit a request by contacting us at 1-800-832-3272.

If you’ve asked someone else to exercise your rights on your behalf and that nominee does not provide written evidence of their authority to do so (for example, a power of attorney or a letter of authority signed by you), we will not be able to process or action their request.

If you choose to exercise any of your rights set out above, we are committed to treating you fairly and ensuring non-discriminatory treatment. We will respond to you within any applicable statutory deadline (for example, in the UK and EEA we will respond to you within one month from the date we receive your request; and in California we will respond to you within forty-five days from the date we receive your request). If there is a lawful reason to extend this deadline, then we will let you know as soon as possible.

Please also note that the extent to which you can exercise your rights may be limited by the rights and interests of others or a legal obligation (for example, where we are unable to delete all your personal information due to our regulatory obligations). If this is the case, we will let you know as quickly as possible.

If you have concerns about the way Mott MacDonald has processed your personal information, or you want to exercise your privacy rights, please complete our individual rights request form or contact privacy@mottmac.com. If you’re located in Singapore, you can also contact us by calling 6293 1900.

If you’re unhappy with our response after raising a concern or submitting an information rights request, you can register a complaint directly with the privacy and data protection regulator in the country, state, or province where you are located. If you aren’t sure which regulatory authority enforces privacy and data protection compliance in your jurisdiction, please contact privacy@mottmac.com to request the relevant contact details.