Privacy Policy | OPTIMISED. MEDIA

In accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), this Data & Privacy Notice explains, in detail, the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.

We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Optimised.Media uses your data. We hope the following sections will answer any questions you have — but if not, please do get in touch with us.

Conditions for Processing Data

We are only entitled to hold and process your data where the law allows us to. The current law on data protection sets out a number of different reasons for which we may collect and process your personal data. These include:

Contractual Obligations

The main reason we collect and process your data is to provide you with digital marketing services under the agreement we have with you. This constitutes a contract between us, and the law permits us to process your data to perform that contract or take steps at your request prior to entering into such an agreement.

Legitimate Interests

In certain situations, we may process your data to pursue our legitimate business interests. This is done in a way that is reasonably expected and which does not materially impact your rights or freedoms — for example, improving our services or assessing campaign performance.

Legal Compliance

Where required by law or regulation, we may process your personal data to comply with our legal obligations. This includes data requests from HMRC or other regulatory bodies.

Consent

We may also process your data with your explicit consent — for example, when you opt-in to receive marketing communications or newsletters. Where consent is the basis for processing, you have the right to withdraw it at any time.

When Do We Collect Your Data?

We typically collect your data when:

You submit an enquiry through our website contact forms
You email or call us directly
You engage with our online advertisements (e.g. via Meta ads)
You opt-in to receive marketing or updates from us
You provide details during onboarding as a client
You interact with us on social media
You access or browse our website (e.g. through cookies or analytics tools)

What Sort of Data Do We Collect?

Depending on your engagement with us, we may collect:

Your name, email address, and phone number
Business name and website or social media handles
Job title or role (if provided)
Ad campaign data, performance metrics and insights
IP address, browser type and interactions on our website
Communication history and enquiry details
Tracking data (via Meta Pixel, Google Analytics, etc.)

We do not knowingly collect sensitive personal data unless required for a specific service.

How Do We Use Your Data?

We use your data to:

Provide and deliver digital marketing services
Respond to your enquiries and manage our communications with you
Run and optimise paid ad campaigns
Analyse and improve campaign performance
Send service-related emails and updates
Deliver marketing material, where you have opted in
Monitor website usage for performance and user experience
Comply with legal obligations

How Do We Protect Your Data?

We take protecting your data seriously and have implemented appropriate technical and organisational measures:

Secure hosting and SSL encryption
Access control — limited to authorised personnel only
Regular software and security updates
Data minimisation principles
Use of reputable, secure third-party platforms (e.g. Meta, Google, CRM tools)

We regularly review our security practices and monitor our systems to protect against vulnerabilities and threats.

How Long Will We Keep Your Data?

We only retain your personal data for as long as necessary for the purpose(s) it was collected. Typical retention periods include:

Client and enquiry data: up to 6 years after your last interaction
Unconverted enquiries: up to 18 months
Marketing data: until you opt out or withdraw consent
Financial and invoicing data: retained as required for tax compliance

We review retention regularly and securely delete or anonymise data when no longer required.

Who Do We Share Your Personal Data With?

We may share your data with trusted third parties to help us deliver our services, such as:

Meta (Facebook/Instagram)
Google Ads / Analytics
CRM and email automation providers
Hosting and IT service providers
Accountants or professional advisors (where legally required)

We ensure:

Only necessary data is shared
Data is used only for the agreed purpose
Suppliers have appropriate privacy policies
Your data is deleted or anonymised when no longer needed

Where Is Your Data Processed?

We store and process your data within the UK or the European Economic Area (EEA) wherever possible. In cases where data is transferred outside the EEA, we ensure suitable safeguards are in place (such as Standard Contractual Clauses or adequacy decisions).

Your Rights

Under UK GDPR, you have the following rights:

To access the personal data we hold about you
To correct inaccurate or incomplete data
To request the erasure of your data (in some cases)
To restrict or object to processing under certain grounds
To withdraw consent at any time (where applicable)
To request data portability
To lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has not been handled properly.

To exercise any of your rights, please contact us directly using the details below.

Links to Other Websites

Our website may include links to third-party websites. Once you leave our site, we are not responsible for the protection or privacy of any data you provide on other sites. Please review their privacy policies separately.

Your Right to Withdraw Consent

Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. You may do so by contacting us or unsubscribing from marketing communications via the link in our emails.

Where We Rely on Legitimate Interest

If we are processing your data based on legitimate interests, you may object at any time. If your rights outweigh our legitimate interests, we will cease processing your data.

Contact Details

If you have any questions about this policy or wish to exercise any of your rights, please contact:

Data Controller: Optimised.Media

Email: info@optimised.media

Website: www.optimised.media

You can also raise concerns directly with the Information Commissioner’s Office at www.ico.org.uk or by calling 0303 123 1113.