The Workplace Sampling Network — Last updated: May 2026
1. Introduction
The Workplace Sampling Network (“TWSN”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal information in connection with our website and services.
We operate a workplace sampling network that connects office managers and workplace representatives with consumer brands. We facilitate the distribution of product samples to offices and workplaces across the United Kingdom, and we send our registered contacts periodic campaign communications inviting them to opt in to receive samples.
Please read this policy carefully. By using our website or registering with us, you confirm that you have read and understood this Privacy Policy.
2. Who We Are (Data Controller)
The Workplace Sampling Network (“TWSN”) is a trading name of its parent company, which is registered in England and Wales. The parent company is the data controller in respect of the personal data processed through this website and our services. As data controller, we determine the purposes and means of processing your personal data.
For all data protection purposes, TWSN acts on behalf of the registered data controller and this Privacy Policy applies fully to all personal data collected and processed in connection with the TWSN brand and website.
If you have any questions about this Privacy Policy or how we handle your data, please contact us at:
The Workplace Sampling Network
Email: hello@workplacesampling.com
Website: www.workplacesampling.com
We will endeavour to respond to all data-related enquiries within 30 days.
3. What Personal Data We Collect
3.1 Data You Provide to Us
When you register with TWSN or interact with our website, we may collect the following categories of personal data:
- Full name
- Job title and role (e.g. Office Manager, Facilities Manager, EA/PA)
- Work email address
- Office or workplace address (including postcode)
- Telephone number (where provided)
- Company or organisation name
- Approximate office headcount / number of employees at your location
- Your preferences regarding types of samples and campaigns
- Any other information you voluntarily provide when completing our registration forms or contacting us
3.2 Data We Collect Automatically
When you visit our website, we may automatically collect certain technical information, including:
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent on each page
- Referring website
- Date and time of your visit
We collect this information using cookies and similar technologies. Please see Section 10 (Cookies) for more detail.
4. How We Use Your Personal Data
We use your personal data for the following purposes:
4.1 Providing Our Services
We process your data to register you on our network and manage your account, coordinate the delivery of product samples to your workplace, administer your sample preferences and opt-in choices, and respond to your enquiries and support requests.
Legal basis: Performance of a contract / pre-contractual steps (Article 6(1)(b) UK GDPR); and our legitimate interests in operating our sampling network (Article 6(1)(f) UK GDPR).
4.2 Sending Campaign Communications
Once registered, we will send you periodic emails notifying you of upcoming sampling campaigns. Each communication will clearly allow you to opt in to receive specific samples or opt out of particular campaigns. You are never obligated to participate.
Legal basis: Legitimate interests (Article 6(1)(f) UK GDPR) — it is in our legitimate interests and those of our brand partners to notify registered contacts about relevant campaigns. We balance this against your interests and rights, and you may object at any time (see Section 8).
4.3 Marketing Communications
Where you have given us your consent, we may send you marketing communications about our services, news, or updates. You may withdraw your consent at any time by clicking the unsubscribe link in any email or by contacting us directly.
Legal basis: Consent (Article 6(1)(a) UK GDPR).
4.4 Sharing Your Data with Brand Partners
In some campaigns, a brand partner may require your work email address or workplace address in order to fulfil a delivery or send follow-up communication. We will only share your data with brand partners where you have opted in to a specific campaign and, where required, given explicit consent for your data to be passed on.
Legal basis: Consent (Article 6(1)(a) UK GDPR).
4.5 Internal Operations
We may use your data for internal record-keeping, improving our services and website, analysing campaign performance, and complying with legal obligations.
Legal basis: Legitimate interests (Article 6(1)(f) UK GDPR) and legal obligation (Article 6(1)(c) UK GDPR) as applicable.
5. How We Share Your Personal Data
We do not sell your personal data. We may share your personal data in the following circumstances:
5.1 Brand Partners and Campaign Sponsors
We may share your contact and workplace details with brand partners where you have explicitly opted in to a specific campaign and consented to such sharing. Any such transfer will be made securely (e.g. via encrypted file transfer) and will be limited to data necessary for that campaign.
5.2 Logistics and Fulfilment Partners
We share relevant delivery information (such as your workplace address) with our logistics and fulfilment partners solely for the purpose of arranging sample deliveries to your office.
5.3 Service Providers
We use trusted third-party service providers to assist us in operating our website, managing our database, sending emails, and analysing website performance. These providers process your data on our behalf under data processing agreements and may not use your data for any other purpose.
5.4 Legal and Regulatory Requirements
We may disclose your personal data where required to do so by law, regulation, or court order, or where necessary to protect the rights, property, or safety of TWSN, our staff, or others.
5.5 Group Companies
From time to time, your personal data may be shared with other companies within the same group of companies as TWSN, where this is necessary for operational, administrative, or service delivery purposes. Any such sharing will be carried out in accordance with this Privacy Policy and applicable data protection law, and will be limited to what is strictly necessary. All group companies are subject to the same data protection standards and obligations.
Legal basis: Legitimate interests (Article 6(1)(f) UK GDPR) in the efficient operation of our group of companies.
5.6 Business Transfers
In the event of a merger, acquisition, or sale of all or part of our business, your personal data may be transferred to the acquiring entity. We will notify you of any such change and your rights in relation to your data.
6. How Long We Keep Your Data
We will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law.
- Registration and account data: for the duration of your registration with TWSN and for up to 2 years following your last interaction with us or our campaigns.
- Campaign opt-in records: retained for up to 6 years to meet our legitimate interests in maintaining records of consents and preferences.
- Website analytics data: typically retained for up to 26 months, in line with standard analytics provider settings.
- Communications records: retained for up to 2 years from the date of correspondence.
We will periodically review our records and contact you to confirm you wish to remain on our network. You may request removal at any time (see Section 8).
7. International Data Transfers
Your personal data is primarily stored and processed within the United Kingdom and the European Economic Area (EEA). If we need to transfer your data outside the UK/EEA, we will only do so where:
- An adequacy decision is in place (i.e. the destination country is deemed to provide adequate protection under UK law);
- Appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses; or
- A specific exception under UK GDPR applies.
You may contact us to obtain further information about any such transfers and the safeguards in place.
8. Your Rights Under UK GDPR
As a data subject in the United Kingdom, you have the following rights in relation to your personal data. These rights are not absolute and may be subject to certain conditions and exemptions under applicable law.
8.1 Right of Access
You have the right to request a copy of the personal data we hold about you (a Subject Access Request). We will respond within one calendar month.
8.2 Right to Rectification
You have the right to ask us to correct personal data that is inaccurate or incomplete.
8.3 Right to Erasure (‘Right to be Forgotten’)
You may ask us to delete your personal data where it is no longer necessary for the purposes for which it was collected, where you withdraw your consent, or where we have no other lawful basis to process it.
8.4 Right to Restriction of Processing
You may ask us to restrict processing of your data in certain circumstances, for example while a query about accuracy is resolved.
8.5 Right to Data Portability
Where processing is based on consent or contract and carried out by automated means, you have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.
8.6 Right to Object
You have the right to object to processing of your personal data based on our legitimate interests, including for direct marketing. Where you object to direct marketing, we will stop processing your data for that purpose immediately.
8.7 Rights Related to Automated Decision-Making
We do not use automated decision-making or profiling processes that produce significant legal or similarly significant effects on individuals.
8.8 Right to Withdraw Consent
Where processing is based on your consent, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.
How to Exercise Your Rights
To exercise any of the above rights, please contact us at hello@workplacesampling.com. You will need to provide sufficient information for us to identify you and respond to your request.
9. Complaints
If you have any concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can address your concerns.
If you remain dissatisfied, you have the right to lodge a complaint with the UK’s data protection supervisory authority:
Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113
Postal address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
10. Cookies
Our website uses cookies and similar tracking technologies to enhance your experience and to help us understand how our site is used.
10.1 What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help websites remember information about your visit, such as your preferences or login status.
10.2 Types of Cookies We Use
- Essential cookies: necessary for the website to function correctly. These cannot be disabled.
- Analytics cookies: we use tools such as Google Analytics to understand how visitors use our site. This may involve the collection and processing of your IP address and browsing behaviour. Google Analytics data is stored in accordance with Google’s privacy policy.
- Functional cookies: used to remember your preferences and improve your experience.
- Marketing cookies: only placed with your consent, and used to deliver relevant communications.
10.3 Managing Cookies
You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. You can also opt out of Google Analytics tracking by installing the Google Analytics opt-out browser add-on (available at tools.google.com/dlpage/gaoptout).
When you first visit our website, you will be presented with a cookie consent banner allowing you to accept or decline non-essential cookies.
11. Data Security
We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, disclosure, alteration, or destruction. These measures include:
- Secure (HTTPS/TLS encrypted) data transmission
- Access controls limiting who within TWSN can access personal data
- Secure storage systems and regular security reviews
- Where we share data with partners, we do so via encrypted transfer methods
However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO and, where required, affected individuals in accordance with UK GDPR obligations.
12. Third-Party Websites
Our website may contain links to third-party websites. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of third-party websites and encourage you to review their privacy policies before providing any personal data.
13. Children’s Data
Our website and services are not directed at children under the age of 16, and we do not knowingly collect personal data from children. Our services are intended for workplace professionals only. If you believe we have inadvertently collected data from a child, please contact us immediately and we will take steps to delete it.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or for other operational reasons. We will publish the updated policy on our website with a revised ‘Last updated’ date. Where changes are significant, we may notify registered contacts by email.
We encourage you to review this page periodically to stay informed about how we protect your data.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
The Workplace Sampling Network
Email: hello@workplacesampling.com
Website: www.workplacesampling.com
This Privacy Policy was last reviewed and updated in May 2026.