Our Environmental & Data Protection Policies

As a brand we take our responsibilities seriously and always adhere to best practice within our industry. Here are some of the ways this ethos is clearly evident.

GOING GREEN: Our Environmental Policy

Represent is committed to limiting the effects of climate change. As such we look to educate and train all of our employees and clients to make every effort in reducing any negative impact on the environment they may make as a result of Represent activities. We also encourage the people we support, stakeholders, contractors and suppliers to consider the environment in their work, activities and choices.

Our Values

What makes us different? Our core values are the ingredients of our successes and at the heart of everything we do:

  • Our Customer – engaged in our commitment to working towards a sustainable future
  • Our Team – committed, knowledgeable and passionate about the environment

Green Action Plan

In order to remain focused and continually strive for improvement, Represent has established a Green Action Plan (GAP). This has been designed to set up the guidelines and steps to follow in order to improve Represent’s sustainability and resource efficiency.

The GAP sets out specific targets and timelines for their completion, as well as a senior staff member responsible for monitoring completion. The GAP will be monitored every month at the monthly Green Team meetings in order to assess the implementation of the described measure. The GAP will be reviewed every six months to ensure it is updated where appropriate.

We have made significant efforts to reduce our carbon footprint and the amount of waste that we send to landfill. Environmental objectives form an integral part of our Business Plan and we aim to become a sustainable business through our work in the following areas:

  • Waste Management
  • Energy Management
  • Green Team

Waste Management

We acknowledge and endorse all current waste regulations and try to exceed them as an example of best practice in the industry when possible.

  • Paper, cardboard, cans, plastics, ink cartridges and batteries are among the items we recycle.

Energy Management

Our energy consumption is continually monitored to improve our energy efficiency and we have taken the following steps:

  • Centrally controlled air conditioning in all areas.
  • Heating and lighting is isolated or switched off in areas that are not being used.

Supplier Management

We ensure that our suppliers are aware of our environmental goals and have their own environmental policies in place. We monitor their performance to ensure the goods and services they provide meet our environmental objectives.

Our Visitors

Our visitors can help us sustain the environment by:

  • Passing on any waste to staff for recycling;
  • Use public transport links to reach us;
  • Using only the water you need in our bathrooms.

Green Team

Represent’s green team is made up from representatives in the business. The green team meet once a month and are responsible for ensuring Represent achieves its environmental goals.

The green team monitor and review Represent’s sustainable environment aims and achievements as compiled in the Green Action Plan. Projects and issues are then assigned to our Green Champion to investigate, achieve and monitor. To ensure we are always achieving our targets, monthly checks are completed by our department heads and these are then reviewed at the green meetings where progress is monitored and achievements rewarded.


We demonstrate a strong commitment to sustainable best practice believing it is essential to reduce the impact on the environment. Represent is committed to reducing its negative effect on the planet with significant efforts being made to reduce carbon footprint and the amount of waste that it sends to landfill. Environmental objectives form an integral part of the Company’s Business Plan, as does its Environmental Policy.


We intend to inform our suppliers and contractors of our environmental policies and will monitor their performance to ensure that the goods and services they provide meet our environmental objectives.

Our clients are made aware of our initiatives and we encourage them to help us achieve our environmental goals and objectives.

Our employees will be provided with the information, instruction and training necessary to fulfil the requirements of our policy.

Our policy is monitored and reviewed to ensure its effectiveness and will be revised where necessary.


At Represent, quality is our number one priority. That said, we are conscious that our purchases can have an impact that is felt thousands of miles away, economically, socially, and environmentally. As such, we are committed to sourcing produce that is local and sustainably sourced.

As a purchaser we will take into account what impact it will have on the local and wider environment.

  • Represent will aim to buy environmentally and socially responsible products.
  • The welfare of animals and the environment are important to us. We aim to make a difference by buying products that show this commitment.
  • We aim to reduce waste and other negative impacts on the environment.
  • Where possible we use Fair Trade produce.


Represent is proud to support Scottish businesses and the local economy.


Represent recognises the potential economic, social and environmental impact our purchases can have around the world. As such we are committed to buying fair-trade wherever possible. These fair-trade purchases contribute to supporting the development of thriving farming and worker communities, empowering the local communities. We are constantly looking at ways in which we can improve our ethical contribution and have recently made the decision that all of our tea, coffee and sugar will be sourced as fair-trade.


How we get our products is just as important as where we get them from. Represent strives to use products that are sustainably produced.


As an example of our commitment to accessibility, Represent’s Office take the level of accessibility we provide very seriously and pride ourselves on the measures we take.  We constantly review accessibility provision and are committed to investment in updated services and facilities..

The approach to the front entrance is at level access.


A seating area is provided in the main reception area and the floor is level throughout.

The reception and main entrance has a hard, slip resistant floor and is well lit.

We have accessible toilets in the reception area.

Public areas

All doors, entrances and corridors are wide enough for wheelchairs, walking frames and pushchairs.

The main venue space has flexible seating.

Emergency Evacuation Procedures

All exits have level thresholds.

Emergency procedures are in place and assistance will be given in case of an emergency.


At Represent, we recognise that we have environmental responsibility and are committed to working towards a sustainable future, aiming to become one of the environmentally friendly venues in Scotland.


Our policy is to recycle as much waste as the local facilities allow. Our staff also separate bottles, cans and papers collected. We take the obvious steps like using energy saving lightbulbs and we are always looking for new ways to reduce our environmental impact.

Be a responsible visitor

Leave the Car: Give the car a rest. Try walking, cycling or using public transport. If you must make that trip in the car try car sharing.

Reduce, Reuse, Recycle: Pass any waste or packaging onto our staff, who will pass it on for recycling.

Be Water Wise: Please use water wisely. Turn off the tap after using the bathrooms and use our energy-saving hand dryers to dry your hands.

Respect Nature: Please respect our area of natural beauty, using designated footpaths and placing any cigarette ends in the bins provided.

If you are attending a conference only print materials that are required and consider sharing a taxi when travelling to/from local train stations or airports. Event staff will make sure all waste paper is recycled.


Represent believes in making the information and functionality on our web site equally available to all visitors.


We have therefore made this site as usable and accessible as possible so you can easily find the information you are looking for. When using this site, you will find features that make it as accessible as possible to users with impairments and to their adaptive technology.

Text Size

If you would prefer the font size to be larger or smaller, you can easily adjust it using your browser.

Text Size instructions

  • PC / Internet Explorer 6 From the top menu bar, select View and point to Text size
  • PC / Internet Explorer 7 From the menu bar underneath the search field, select Page and point to Text size
  • PC / other browsers Increase text size: Hold down the CTRL key and press + Decrease text size: Hold down the CTRL key and press –
  • Mac / all browsers Increase text size: Hold down the Command key and press + Decrease text size: Hold down the Command key and press –

This site has been designed with style sheets to allow maximum flexibility. Header tags and tables summaries have been effectively added to this site.

Form controls are properly grouped and labelled.

This website has been optimised for use on mobile phones and tablets. For more information about website accessibility please visit the W3C Web Content Accessibility Guidelines.

If you experience any problems using this site, or have some feedback or suggestions on how to improve accessibility, please contact us.


In providing customer care at Represent, we value:

  • Exceeding our clients’ needs and expectations with outstanding service
  • A professional and proactive approach
  • Designing creative communications solutions across traditional PR & digital engagement
  • Unrivalled attention to detail and creativity in everything we do
  • Devotion to continuous improvement and embracing feedback from our clients

As a client you can expect:

  • An exemplary service from beginning to end
  • A helpful, hardworking, knowledgeable and well trained team to support and share our knowledge and expertise
  • A commitment to quality and CRS
  • A brand that you can trust and which will consistently deliver on what it promises
  • Ownership and accountability for resolving any problems that you might have
  • Prompt and courteous communication

Help us to help you by:

  • Treating our team members as you would expect to be treated yourself
  • Giving us accurate information so that we understand your needs clearly
  • Providing us with open and honest feedback
  • Observing our Social Responsibility Charter and respecting the environment
  • Loving us as much as we love you


Socially, we are constantly working towards being regarded as a company that is transparent and ethical in all its dealings as well as making a positive contribution to the community in which we operate. Our team is always up for getting involved and going the extra mile, a brilliant example being our involvement in Sleep in the Park which which aims to irradiate homelessness in Scotland. We will raise £3000 and five team members will sleep outdoors in December.

We firmly believe in adopting a recruitment process that’s inclusive for all candidates, particularly graduates and students, and are committed both to staff development and to creating opportunities for students and graduates to work and progress within the company.

Each year we work with Queen Margaret University and employee a graduate trainee for a period of three months to give them an understanding of agency life. This is a paid position.

Data Protection

The purpose of this policy is to specify and communicate Represent’s policy on data protection. Represent are required to comply with all relevant data protection legislation, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA). This policy sets out the rules which apply and the processes which should be followed when processing personal data.

This policy, under the GDPR’s requirements, applies to EU residents’ personal data, and to anyone within Represent, it subsidiary companies, or third party suppliers who processes personal data on behalf of Represent.



It is the policy of Represent to ensure that all data shall be protected in proportion to the sensitivity of the data, and in line with all legal and regulatory requirements.


The GDPR contains seven principles relating to the processing of personal data. It is important that we adhere to these principles whenever we are processing personal data. These are:


Lawfulness, Fairness and Transparency – Personal data must be processed lawfully, fairly and in a transparent manner. Data subjects need to be made aware of the way in which their information will be obtained, processed, held and disclosed. The information provided must be concise, transparent, intelligible and easily accessible; typically, this will be done through a Privacy Notice.


Purpose Limitation – Personal data must be collected for specified, explicit and legitimate purposes and not further processed in a way that is incompatible with those purposes.


Data Minimisation – Personal data must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.


Accuracy – Personal data must be accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.


Storage Limitation – Personal data must be kept for no longer than is necessary for the purposes for which the personal data are processed.


Security (Integrity and Confidentiality) – Personal data must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.


Accountability – Represent must be able to demonstrate that we have appropriate measures and records in place to be able to demonstrate our compliance with data protection legislation.


Data Subject Right

Data Subjects have a number of rights under the GDPR. These include:


The Right to be Informed – Data subjects must be told about how their personal data is processed.


The Right of Access – Data subjects have a right to request access to and obtain a copy of their personal data from data controllers.


The Right to Rectification – Data subjects have a right for their personal data to be rectified by data controllers if that data is inaccurate or incomplete. In addition, the data controller may need to notify any third party organisations they have shared this personal data with if it is inaccurate.


The Right to Erasure (Right to be Forgotten) – A data subject can request the removal or deletion of their data processed by a data controller in some circumstances.


The Right to Restrict Processing – A data subject can request that a data controller supresses or restricts the personal data they process.


The Right to Data Portability – This allows data subjects to obtain their personal data from a data controller and to reuse it for their own purposes. The data subject can also ask the data controller to transfer their data to another data controller.


The Right to Object – This provides data subjects with the right to object to the processing of their personal data. Whether it applies depends on why a data controller is holding their personal data and the lawful basis for doing so. Data subjects have an absolute right to object to their personal information being used for direct marketing purposes.


Rights in Relation to Automated Decision Making and Profiling– Data subjects also have the right not to be subject to a decision when it is based solely on automated processing by a data controller if it produces a legal effect or a similarly significant effect on them. This right will only apply in certain circumstances.


In relation to data subject rights 2-7, data subjects are entitled to these requests being actioned free of charge in most circumstances and within one calendar month. There may be circumstances in which timescale can be extended, but we aim to respond to all requests as soon as possible.


Upon receipt of one these requests the IS & BCM must be notified as soon as possible by email.


Lawfulness of Processing

There are six alternative ways in which the lawfulness of a specific case of processing of personal data may be established under the GDPR. It is Represent’s policy to identify the appropriate basis for processing and to document it, with justification as appropriate. The options are described in brief in the following sections.

Are you looking for PR and digital marketing support?

We’d be delighted to meet you for a coffee, simply email us on hello@representcomms.co.uk or call us on +44(0)131 526 3190