Privacy Policy

  1. INTRODUCTION

This privacy policy (the “Policy”) sets out how Media Sense Communications Limited and each of its subsidiaries and/or affiliated companies (collectively referred to as “MediaSense”, “we“, “us” or “our” in the Policy) uses and protects business data and your Personal Data.

This Policy is dedicated to protecting the Personal Data of individuals and complying with the General Data Protection Regulation (the “GDPR”), the Data Protection Act 2018 and other applicable international data protection laws.

  1. NOTICE

MediaSense is the controller and is responsible for your Personal Data. This Policy explains how MediaSense may collect, use, store and share (“Process”) your Personal Data, along with any business data, and outlines your rights when using our Services. This usage may include, but is not limited to:

  1. visiting our website at http://www.media-sense.com, or any website of ours that links to this Privacy Notice;
  2. subscribing to our newsletter;
  3. contacting us; or
  4. engaging with us in other related ways, including any sales, marketing or events, (collectively the “Services”).

This notice helps you understand your privacy rights and choices. If you disagree with our policies, please do not use our services.

Should you wish to raise any queries in relation to the Policy, including ant requests to exercise your legal rights, as set out in clause 11, please contact us at: dpo@media-sense.com.

  1. PERSONAL DATA COLLECTION

“Personal Data” means any information relating to an identifiable person.

We may collect, use, store and transfer different kinds of Personal Data about you which we have grouped together as follows:

  • Identity Data: this includes first name, surname, marital status, title, date of birth, gender, company information and any other similar identifier.
  • Contact Data: this includes postal address, email address, telephone or mobile numbers, or any other tails shared when you contact us via email, phone or online forms.

You may give us your Personal Data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes Personal Data you provide when you:

  • subscribe to our newsletters or other publications;
  • download a report from our website; and
  • give us feedback or contact us.

As you interact with our website, we may also automatically collect Technical Data regarding your browsing actions and website usage. This Technical Data is only collected for analytics and not for any other targeted advertising or marketing purposes.

“Technical Data” includes:

  • device details, such as IP address, browser type and operating system; and
  • usage data, including pages viewed and time spent on our website.

We have also obtained Personal Data following our acquisitions of: i) PwC’s Media division on 31 August 2024; and ii) R3 on 12 November 2024, to ensure continuity of services.

  1. LEGAL BASIS FOR PROCEEDING

The law requires us to have a legal basis for collecting and using your Personal Data. We rely on one or more of the following legal bases:

  • Performance of a Contract: To fulfil obligations under a contract we have entered into with you.
  • Legitimate Interests: Where it is necessary to conduct our business and pursue our legitimate interests, for example to improve our services and maintain security measures, provided however that these interests do not override your rights.
  • Consent: Where we have obtained your agreement to use your Personal Data for a specified purpose, for example circulating newsletters.
  • Legal Obligations: To comply with statutory or regulatory requirements.
  1. HOW DO WE USE PERSONAL DATA?

We process Personal Data to:

  • provide and improve our services;
  • respond to inquiries and provide customer support;
  • send newsletters or updates in line with preferences;
  • ensure the security and functionality of our website; and
  • comply with legal and regulatory obligations.
  1. USE OF HUBSPOT AND ANALYTICS TOOLS

We use HubSpot, a customer relationship management (“CRM”) platform, to support various functions on our website, including contact forms, newsletter sign-ups and report download requests. Although these forms appear as part of our website, they are powered by HubSpot and all submitted information is transmitted directly into our HubSpot CRM.

The Personal Data collected via these forms may include:

  • first name and surname;
  • business email address; and
  • company name.

We collect and process this Personal Data under the lawful basis of legitimate interests, as it enables us to provide requested content, such as downloadable reports, maintain business communication and conduct appropriate follow-ups.

All Personal Data submitted via the website is securely stored in HubSpot’s cloud-based environment and we do not store any of this data on our internal systems. For more information on how HubSpot processes and protects your data, please refer to HubSpot’s Privacy Policy.

We also use HubSpot Analytics and Google Analytics to better understand how visitors interact with our website. This helps us improve user experience and website performance. These tools collect aggregated, non-identifiable information such as page views, traffic sources, device / browser type and location (at a general level). We do not use these tools for re-targeting or advertising purposes.

  1. COOKIES AND TRACKING TECHNOLOGIES

Our website uses cookies and similar technologies, including those provided by HubSpot and Google Analytics, to collect certain information automatically when you visit our website. These cookies help us:

  • understand user behaviour and improve website functionality;
  • deliver content efficiently (e.g. through HubSpot forms); and
  • ensure site performance and security.

We use HubSpot’s built-in cookie banner, which informs users of the use of cookies on our site. This banner includes links to further information on the types of cookies used and your cookie preferences. For more details about HubSpot’s cookie practices, please visit HubSpot’s Cookie Policy.

You can manage or withdraw your cookie consent at any time by adjusting your browser settings or using the preferences tool available via the banner.

  1. INTERNATIONAL TRANSFERS

We may share your Personal Data within the MediaSense group. This may involve transferring your data outside the UK to our overseas offices located in: New York, Singapore or India.

Whenever we transfer your Personal Data out of the UK to countries which have laws that do not provide the same level of data protection, we always ensure that a similar degree of protection is afforded to it by ensuring that certain safeguards are implemented, including secure access controls and regular reviews of our systems, to protect your Personal Data.

  1. 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.

  1. DATA RETENTION

We retain Personal Data only as long as necessary to fulfil the purposes outlined in this policy or to meet legal requirements. Once retention is no longer necessary, we securely delete or anonymise the data.

  1. YOUR LEGAL RIGHTS

Under the GDPR, you have the right to:

  • Request access to your Personal Data (commonly known as a “subject access request”). This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.
  • Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we reserve the right to verify the accuracy of the new data you provide to us.
  • Request the transfer of your Personal Data to you or to a third party. We will provide to you, or a third party you have chosen, your Personal Data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Request erasure of your Personal Data in certain circumstances. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Data to comply with local law.
  • Object to processing of your Personal Data where we are relying on a legitimate interest as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • Request restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of your Personal Data in one of the following scenarios:
  1. if you want us to establish the data’s accuracy;
  2. where our use of the data is unlawful but you do not want us to erase it;
  3. where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  4. you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

To exercise these rights, contact dpo@media-sense.com We will respond in accordance with applicable data protection laws.

  1. UPDATES TO THIS POLICY

We keep our privacy policy under regular review. We may therefore update this Policy to reflect changes in legal, regulatory or operational requirements. Updates will be published on our website and significant changes may be communicated directly to you.