1. Introduction

This privacy notice provides details of how we collect and process your personal data through your use of our website, kaptivmedia.com (or any other related service platforms). This includes any information you may provide through our site when you engage with our services, make a purchase, sign up for our newsletter, or take part in any promotional activities or surveys.

By providing us with your data, you confirm that you are over 13 years of age.

Kaptiv Media is the data controller, and we are responsible for your personal data (referred to as “we”, “us”, or “our” in this privacy notice).

If you are not satisfied with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk). We would appreciate the opportunity to resolve any issues with you directly, so please contact us first.

It’s important that the personal information we hold about you is accurate and up to date. Please let us know if your information changes at [email protected].

2. What Data Do We Collect About You

Personal data means any information that can identify an individual. It does not include anonymised data.

We may collect and process the following personal data:

• Identity Data: Name, username, title, date of birth.

• Contact Data: Email address, phone number, billing and shipping addresses.

• Financial Data: Bank account details and payment card information.

• Transaction Data: Details about payments, purchases, and services.

• Technical Data: IP addresses, browser types, operating systems, and other device-related data.

• Profile Data: Usernames, preferences, feedback, and survey responses.

• Usage Data: Information on how you use our website, products, and services.

• Marketing and Communications Data: Your preferences for receiving marketing messages from us and third parties.

We also process Aggregated Data, which does not identify you personally. For example, reviewing how users interact with certain features of the site.

Sensitive Data We do not collect sensitive data such as information about your race, health, religion, or political opinions.

3. How We Collect Your Personal Data

We collect your data through several methods:

• Direct Interactions: You may provide data by filling in forms on our website or communicating with us by email, phone, or other channels. For example, when you:

  • Order services or products.

  • Subscribe to our newsletter.

  • Enter a competition or survey.

• Automated Interactions: As you interact with our website, we may automatically collect Technical Data using cookies and other technologies.

• Third Parties or Public Sources: We may receive personal data from third-party service providers, such as payment processors and analytics providers (e.g., Google, Facebook, etc.), and public sources (e.g., business directories, Companies House).

4. How We Use Your Personal Data

We will only use your personal data where it is legally permitted. Common uses of your personal data include:

• To fulfil a contract with you.

• To comply with legal or regulatory obligations.

• To pursue our legitimate business interests.

Here are specific purposes for processing your data:

You can opt-out of marketing communications at any time by using the “unsubscribe” link in our emails or contacting us directly.

5. Disclosure of Your Personal Data

We may share your personal data with the following parties:

• Service providers (e.g., IT support, payment processors).

• Professional advisers (e.g., lawyers, accountants).

• Regulatory authorities, if required.

We ensure third parties respect the security of your personal data and handle it in accordance with the law.

6. International Transfers

Some of our third-party service providers are based outside the European Economic Area (EEA). When transferring your personal data internationally, we ensure it is protected using legal safeguards such as:

• Countries with adequate data protection laws.

• Standard contractual clauses approved by the European Commission.

• Participation in Privacy Shield frameworks (for US-based services).

7. Data Security

We have implemented appropriate security measures to prevent unauthorized access, loss, or alteration of your personal data. Access is limited to authorised personnel only, and we regularly review security protocols.

In case of a data breach, we will notify you and the ICO if required.

8. Data Retention

We only retain your personal data as long as necessary for the purposes we collected it, including for legal or reporting requirements. For tax purposes, we must retain customer data for at least six years after the last transaction.

You may request the deletion of your data in certain circumstances. We may also anonymise data for research purposes.

9. Your Legal Rights

You have the following rights regarding your personal data:

• Right to access your data.

• Right to correct your data.

• Right to delete your data.

• Right to restrict processing.

• Right to object to processing.

• Right to transfer your data.

To exercise these rights, contact us at [email protected].

10. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for their privacy practices, so please review their privacy policies before providing any personal data.

11. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

What’s a Cookie?

A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

How do we use cookies?

We use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards how you are using our website. This helps us to develop and improve our website as well as products and / or services in response to what you might need or want.

Cookies are either:

• Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or
• Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. [We use persistent cookies for Google Analytics.] [We also use Facebook Pixels]

Cookies can also be categorised as follows:

• Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.
• Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.
• Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised.