Privacy Policy

Last updated: November 2024

In line with our company ethos and the General Data Protection Regulation (GDPR) First Media Solutions Limited (“we”) are committed to respecting and protecting your privacy. This privacy policy will inform you as to how we collect, process and look after your personal data when you visit the website ‘www.firstmedia.co.uk’ (“our website”).

We are the data controller and are responsible for your personal data. 

How do we collect your data?

Personal data is any information about an individual from which that person can be identified. The personal information that we may collect about you broadly falls into the following categories:

Information that you provide voluntarily

We may process and store information that you have provided voluntarily. For example, when you sign up to our newsletter or send us an enquiry we will ask you to provide your email address. It will be clear to you at this point what personal data you are providing.

Information that we collect from your activities

We collect information about how you use the First Media website automatically through the use of cookies and other technologies. Some of these cookies can be enabled/disabled by selecting your preferences in the preference centre you are presented with when first interacting with this site. More information on cookies can be found in our Cookie Policy.

Public information

We may collect information about you from publicly available sources such as corporate websites and public social media accounts in order to reach out to you and promote our products and services. You can ask us to delete your information at any time.

How do we use your 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:

  • Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and 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). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
  • Performance of Contract 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.
  • Comply with a legal or regulatory obligation 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 direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us.

The table below highlights the types of personal data that we use, what we use them for and the legal basis for processing.

Purpose

Type of data

Legal Basis for processing

To manage our relationship with you and your organisation

 

Name, e-mail address, business address and phone number, job title, products bought

Any other information that you elect to provide to us at any time

Necessary for our legitimate interests (to manage our relationship with you and your organisation)

To process and deliver the service you have purchased including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

Name, e-mail address, business address and phone number, billing information and address

Necessary for our legitimate interests (to ensure that we provide the products and services requested by you in an effective and efficient way, to recover debts due to us)

To maintain up-to-date marketing preferences

Name, email address, marketing consent and any withdrawal of consent

Necessary for our legitimate interests (to ensure we adhere to your wishes regarding direct marketing)

To send you marketing communications

Name, email address

Necessary for our legitimate interests (to develop our products/services and grow our business)

Consent – we will only contact you for direct marketing purposes with your prior consent where you have provided a personal email address

To carry out prospecting activities

Name, organisation, email address, social media profile

Necessary for our legitimate interests (to promote our products and services)

 

To respond to enquiries which you have made

Name, email address, enquiry details

Necessary for our legitimate interests (to respond to your enquiry)

To provide you with support which may include:

(a) Responding to queries about your order

(b) Investigating and resolving complaints

(c) Processing refunds

Name, email address, support query, purchase details, billing information

Necessary for our legitimate interests (to handle your query or complaint)

Necessary to comply with a legal obligation

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

Name, email address, review details, survey responses

Necessary to comply with a legal obligation

Necessary for our legitimate interests (to conduct market research and receive feedback on our products and services)

To carry out analytics on how you and other users use our

website in order to understand how it is being used and improve the website experience. You can opt out of this at any time.

Information about how you use our website, page interaction information such as which pages you have visited, what links you have clicked on, search history, how you have moved around the website etc. We collect this information using cookies.

Consent – we will only collect information with cookies with your prior consent. You can always withdraw your consent by clearing cookies from the cache in your computer and rejecting them next time you visit our site.

 

 

Disclosure of your data?

We may have to share your personal data with the parties set out below:

  • Microsoft acting as a processor based in the UK who we disclose your personal data entered into our website for the purpose of providing hosting services.
  • MailChimp provided by The Rocket Science Group acting as a processor based in the USA who we disclose your full name, organization name and email address in order to provide email services.
  • Google Analytics provided by Google acting as a processor based in the USA who we disclose IP address for the purpose of providing website services.
  • HubSpot acting as a processor based in the USA who we disclose your full name, email address and mobile number for the purposes of website services and data storage.
  • Xero acting as a processor based in the UK who we disclose your personal data for the purpose of providing accounting services.
  • WorkflowMax provided by Xero acting as a processor based in the UK who we disclose your personal data for the purpose of providing project management services.
  • Freshworks acting as a data processor based in the UK who we disclose your full name, organisation name, email address and support request details in order to manage your support requests.
  • PureJam acting as a data processor based in the UK to we disclose your full name, organisation name, email address and enquiry details in order to provide outsourced reception services.
  • Twilio acting as a data processor based in the USA who we disclose full name, organisation name, email address and enquiry details in order to respond to your website enquiry.
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services or other services.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the UK 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.

International Transfers

Many of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Where a third party processes your data on our behalf, we will put in place appropriate safeguards as required under data protection legislation. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

How do we protect your data?

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our website.

Data is stored securely using third party programs and software including, Google Analytics, HubSpot and Mailchimp. We take reasonable precautions to keep the data safe including using firewalls and anti-virus software which are regularly maintained and updated by our IT support service.

In addition, we have a Data Protection Officer who is responsible for the process, procedure and safety of the data we collect, use and store. To speak to our Data Protection Officer please call 01507 607783 or email dpo@firstmedia.co.uk.

How long do we store your data?

If your enquiry does not covert into a live contract, we will delete all your personal data from our system within 60 days of the enquiry date. Unless you have requested we send you our marketing emails and newsletters, in which case we will only retain your name, organisation name and email address until you no longer wish to receive our e-news.

If the enquiry becomes a contracted agreement, we will retain your personal information for a maximum of six years post termination. If you become a customer, we will also add you to our marketing and sales database to enable us to keep you up to date with new products, services, news and industry insights.

If you sign up to our e-news we will retain your name, organisation name and email address until you no longer wish to receive our e-news.

How and when will you hear from us

We rely on our legitimate interests to send direct marketing communications in a business to business context. However, where you have provided a personal email address to us, we will only send you marketing communications if you have provided your prior consent. This does not apply to service communications (see below).

You can ask us at any time to stop sending you marketing messages by following the opt-out links on any marketing message sent to you or by contacting our Data Protection Officer at dpo@firstmedia.co.uk.

We may also use publicly-available information about you that we have gathered through services like LinkedIn to reach out to potential customers. You can ask us to delete your information at any time by contacting our Data Protection Officer at dpo@firstmedia.co.uk.

Service communications

We may send you certain communications, without your consent, if we are under a legal obligation to do so; if we feel sending the communication is in both yours and our interests; and/or it would be a disadvantage to you if we didn’t send you the communication.

These communications may include:

•                 Notifying you about changes to our terms or privacy notice

•                 Asking you to provide feedback on First Media products and services

Your rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

To exercise any of these rights, please contact dpo@firstmedia.co.uk

Where we rely on consent as a lawful basis of processing, you may withdraw your consent at any time by emailing us at dpo@firstmedia.co.uk.

We will respond to all rights requests without delay and at the latest within one month of receipt of the request. You will not have to pay a fee to exercise your rights, unless such a request is clearly unfounded, excessive or repeats the subject matter of a previous request.

Please note we may use reasonable means to verify the identity of any individual making a DSAR.

Third Party websites

Any content on our website that links to the websites and services of our partners, suppliers, advertisers, sponsors, licensors or other third parties including links that appear on these websites and are not covered by this privacy policy. 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 these websites and services may have their own privacy policies and customer service policies which we encourage you to read.

Contact Us

Company name:

First Media Solutions Limited

Company number:

10164162

Registered office:

25 Nottingham Road, Fairfield Industrial Estate, Louth, LN11 0WB

Email address:

dpo@firstmedia.co.uk

Telephone number:

01507 607783

 

Your right to lodge a complaint with a Supervisory Authority

If you wish to exercise any of your rights concerning your personal data, you should contact First Media’s Data Protection Officer at the address shown above. If you are not satisfied with the response you receive, you have the right to lodge a complaint with the supervisory authority. In the United Kingdom this is:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

(t) 0303 123 1113

(e) casework@ico.org.uk

 

Changes and updates

We aim to maintain transparency with our customers and web visitors and to keep our privacy notice up to date and in line with current data protection laws. We may change this privacy policy from time to time. If so, we will notify you by providing an update on our website.

This privacy notice was last updated November 2024.