Keeping your info safe & sound
We take your privacy and data very seriously. We want you to be in control of how we use and collect your data. Have a look at our privacy notice so you know and feel comfortable with how we are collecting, storing and using your personal information.
Our privacy promise to you
Who are we?
OCD Media Limited, company number 09355224
Our registered office address: 1 The Orchids, Ash Cottage, Etchinghill, Kent. CT18 8AR which is different to our main office (see the section headed ‘How can I find out more information’ below for more details).
When we talk about “we“, “us” or “our” in this privacy notice, we are referring to the relevant company in our group of companies responsible for processing your data.
OCD Media Limited is the data controller responsible for all dealings with OCD Media, and its website.
At any time, you can get in touch with us to find out the data we hold on you, opt out of further contact with us or delete your data from our records. For more information about your legal rights have a read of the end of this privacy notice.
The nitty gritty
1. What information do we collect on you?
We have the potential to collect, store and use four different kinds of personal data about you as follows:
- Your contact and identity data – your contact details including your name, email, telephone and other unique details about you e.g. your birthday, that you have provided to us.
- Technical data including cookies – this is data collected from your visit to our website, blogs, social or interactions with our emails. This information is collected to help us understand how you use our site in order to make our site and digital experiences better for you. Our technical data and cookies are completely safe and secure and will never contain sensitive information about you.
- Marketing preferences – data that tells us the channels that you are happy for us to contact you through.
- Profiling data – through your interactions with our digital platforms and our team we will collect key information such as your industry sector, the content on our site you engage with and profile this information to understand more about you and your company.
2. How is your data collected?
We use a number of different industry standard and secure methods to collect your data.
- Your contact details, identity data, marketing preferences and profiling data may be proactively collected through the following methods:
a. A visit to our offices
b. Submitting your details through our data capture form on our website.
c. Subscribing to our services, blogs or publications
d. Requesting marketing to be sent to you, or for us to contact you by phone or e-mail
e. A phone call, meeting with our team
f. Entering a competition, promotion or survey
g. Attending an event
h. Providing us with feedback
i. Applying for a job with us
j. Providing services to us of any kind
- Technical data including cookies, and profiling data – when you visit our website we will collect information on when, how and what you interact with on our site and site content using Google Analytics and our content management system. We will monitor and measure email open and click through using our email service provider.
3. How we use your personal data?
We, like you, want to ensure your data is protected and used in the right way at the right time. With this in mind we will only use your personal data when the law allows it. There are various grounds on which we rely when processing your personal data. These are:
• we need to process your personal data to perform a contract we have with you or to take steps at your request to enter into a contract with you
• we need to process your personal data to comply with our legal obligations
• it is in our legitimate interests to process your personal data (only where your interests or those of a third party do not override our interests)
• you have given us your specific consent to process your personal data
In some contexts more than one ground applies.
The data we collect – IP and cookie details
Ground (lawful basis) for processing – Consenting to our cookies
The data we collect – Your contact details
Ground (lawful basis) for processing – Consenting to contact in our enquiry form
A call or meeting with our team
The data we collect – Your contact and personal details
Ground (lawful basis) for processing – We have a legitimate interest to communicate with you
To respond to job applications
The data we collect – Your contact and personal details, employment experience
Ground (lawful basis) for processing – We have a legitimate interest to process your job application and contact you to know the result of your application
Managing our business relationships with our clients and suppliers / service providers
The data we collect – We will store personal contact details of our key clients and suppliers, their company details and potentially financial, legal, contractual and billing details all needed to do business with our clients and suppliers
Ground (lawful basis) for processing – We have a legitimate interest in capturing, storing and using data in order to do business with our clients and suppliers
We may also need to do this as part of a contract we have with you or to comply with a legal obligation
Using data analytics to improve our website, products/services, marketing, client and user relationships and experiences
The data we collect – We use a combination of your contact details, profile information, how you use our services and or digital platforms blended together to understand the content you need, the content you love in to ensure we are hyper-relevant to your needs
Ground (lawful basis) for processing – We have a legitimate interest in using your data to provide you with better, more relevant experiences with us
Cookies are pieces of information that include a unique reference code that a website transfers to your device to store and sometimes track information about you. A number of cookies we use last only for the duration of your web session and expire when you close your browser. Other cookies are used to remember you when you return to the website and will last for longer.
• remember that you have used the website before – this means we can identify the number of unique visitors we receive and allows us to make sure that we have enough capacity for the number of users we get;
• allow you to navigate the website more quickly and easily;
• store your preferences;
• collect statistical information about how you use the website so that we can improve the website;
• audit the downloading of data from the website.
Some of the cookies used on our website are set by us and some are set by third parties who are delivering services on our behalf.
Most computer and some mobile web browsers automatically accept cookies but, if you prefer, you can change your browser to prevent or to notify you each time a cookie is set. You can also learn more about cookies by visiting www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser. Please note however, that by blocking or deleting cookies you may not be able to take full advantage of the website.
Cookie name – Google Analytics cookies
Purpose – Our website uses Google Analytics, a web service provided by Google. Google Analytics sets 4 cookies in order to evaluate your use of the website.
Google stores the information collected by the cookies on servers located in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
You may reject or delete these cookies by following this link: https://www.google.com/analytics/learn/privacy.html
Including the _utma cookie keeps track of the number of times a visitor has been to the site pertaining to the cookie, when their first visit was, and when their last visit occurred.
5. Who will it be shared with?
Your data will never be shared with any third parties for marketing purposes unless you provide us with explicit consent.
We may need to share your personal data with other members of our group of companies e.g. for audit or leadership reporting purposes or to comply with other legal obligations, as well as with service providers who provide IT and system administration services, professional advisers (including lawyers, bankers, auditors and insurers and to regulators and other authorities or third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.
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 we only permit them to process your personal data for specified purposes and in accordance with our instructions.
We or they may need to transfer your personal data outside the European Economic Area (EEA) (for example Google Analytics, as set out above, or our carefully selected technology providers), but we will always ensure that appropriate measures are in place to keep your personal data secure, namely:
• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
• We may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
• Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
6. How can I find out more information?
Please contact one of our team at our office of business at email@example.com or
Data and Analytics
OCD Media Limited
Innovation Centre Medway
7. What are my rights?
You have the right to:
Request access to your personal data (commonly known as a “data 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 may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. 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. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) 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 (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
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.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
If you wish to exercise your rights please contact firstname.lastname@example.org, and we will aim to come back to you within one month.
8. How long do we keep your data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Please contact us if you need more information about our retention periods.