The Website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Use of Cookies

What are cookies?

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

What do we use cookies for?

We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.

We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features. If you log into the website, application or a course as a registered user, your session cookie will also contain your user ID so that we can check which services you are allowed to access.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

Personal Information

Whilst using our website or services you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to provide our services for you, raising invoices and to keep in touch with you – we deem these legitimate reasons to hold your information and by working with us you agree to us holding these details.

We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing telephone and email details, you consent to Urbane Media Limited contacting you using that method.

You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at info@urbanemedia.co.uk.

Data we may hold, why we hold it & what we do with it

Website Forms

Urbane Media Limited will not sell or rent your personally identifiable information, gathered as a result of filling out forms on the site to anyone.

To complete any form we will ask you to confirm acceptance in line with the process detailed below and hence to provide your consent and give permission for us to use this information to stay in contact with you, to administer your account and to provide the products & services you have requested from us.

We may collect the following information:

• First name, last name, email address & telephone number.
• Business name and details.

Customers/Clients

A client/customer is someone we have previously, are currently or may in the future be doing business with.

We may hold the following information:

• First name, last name, email address, telephone number & job title.
• Business name & details.
• Business size, staff details, processes, services, products, basic financial information *
• Contract information
• Invoice details

* business information is destroyed as soon as it has been used in developing the project/scope of work.

This information is held securely within our customer management system with secure, restricted and authorised access control only available to Urbane Media Limited.

Why

We will use your business information to undertake agreed project/scope of work on your behalf. You will be asked to agree & accept our undertaking of the project/scope of work and hence will be fully aware of the information we hold.

What we do

We will use the information to provide our services for you, raising invoices and to keep in touch with you – we deem these legitimate reasons to hold your information and by working with us you agree to us holding these details.

We do not share your data with any third party unless specifically detailed in the project/scope of work to be undertaken.

Review/Rectify

You can request access to see the information we hold on you and you can ask us to correct it.

Removal

We are required to retain accounting information for at least 6 years to satisfy HMRC requirements.

You can ask us to remove your information by emailing info@urbanemedia.co.uk and we will confirm your removal by email reply and retain your email and confirmation as a record of deletion.

Minors & Children’s Privacy

Protecting the privacy of young children is especially important. Our services are not directed to children under the age of 18, and we do not knowingly collect personal information from children under the age of 18 without obtaining parental consent. If we learn that personal information has been collected from persons under 18 years of age and without verifiable parental consent, then we will take the appropriate steps to delete this information.

Risk Assessment

All information is stored with secure, restricted and authorised access control only available to Urbane Media Limited. Means of access (including but not limited to randomly generated passwords, bio-metric access, data encryption and two-step verification) will be updated on a regular basis (ie. passwords amended using a random generator). Any hard copies are under lock and key with access restricted and with authorisation only.

Data Security

We follow generally accepted industry standards to protect the information submitted to us, both during transmission and once we receive it. We maintain appropriate administrative, technical and physical safeguards to protect personal information against accidental or unlawful destruction, accidental loss, unauthorised alteration, unauthorised disclosure or access, misuse, and any other unlawful form of processing of the personal information in our possession.

We cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk, as no method of transmission over the Internet, or method of electronic storage, is 100% secure. We also cannot guarantee that such information may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.

Should we become aware of a compromise of your information then we will notify you, those affected and the ICO as soon as practicable and within the 72-hour requirement. We will provide details of what information may have been obtained and advise you of any recommended actions.

If you believe your personal information has been compromised, please contact us by emailing info@urbanemedia.co.uk.

Data Retention

We only retain the personal information collected from a client/customer for as long as the client/customer’s account is active or otherwise for a limited period of time as long as we need it to fulfill the purposes for which we have initially collected it, unless otherwise required by law. We will retain and use information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements as follows:

• Billing information is retained until requested to be deleted by the client
• Accounting information is retained for at least 6 years to satisfy HMRC requirements

Policy Review

Please revisit this page periodically to stay aware of any changes to this policy as they may occur at any time. If we modify the policy, we will make it available and indicate the date of the latest revision. Your continued use after the revised policy has become effective indicates that you have read, understood and agreed to the current version of this policy.

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