Privacy Policy for My Media Agency
At My Media Agency, we are committed to protecting the privacy of our clients, leads, and website users. This Privacy Policy outlines the personal information we collect, how we use it across our services, including video production, social media advertising, and AI-powered appointment setting, and the steps we take to ensure your data is handled lawfully, securely, and transparently in line with UK data protection regulations (UK GDPR).
1. Information We Collect
We collect the following types of personal data:
- Contact Information: When you fill out a form on our website or through one of our advertisements, we may collect your name, email address, phone number, company name, and other relevant details.
- Lead Data: If you respond to an ad or landing page and submit a form, we may collect your responses as part of our AI-powered appointment setting process.
- Website Usage Data: We collect technical data such as IP address, browser type, pages visited, and session duration via cookies and analytics tools.
- Client & Project Data: For existing clients, we may collect additional business information necessary to deliver our services.
2. How We Use Your Information
We use your personal data for the following purposes:
- To respond to your enquiries or service requests
- To deliver our marketing services, including AI-powered lead qualification and appointment setting
- To manage client communication and project updates
- To optimise advertising performance across platforms such as Facebook and Instagram
- To send relevant emails and SMS messages relating to your enquiry, service, or booking
- To share business updates or marketing communications that may interest you (you may unsubscribe at any time)
By submitting your information via any of our forms (on our website, ads, or landing pages), you consent to being contacted by email and SMS for service-related communication. You may opt out at any time.
3. Legal Basis for Processing
We process your data based on:
- Consent — when you submit your information via a form
- Contractual Obligation — for fulfilling services if you become a client
- Legitimate Interest — for providing relevant updates or improving our services
- Legal Obligation — where required for record keeping, taxes, or regulatory compliance
4. Use of Cookies
Our website uses cookies to enhance user experience, track behaviour, and serve relevant ads. These cookies collect anonymous analytics and allow us to retarget users with advertising via platforms like Meta. You can disable cookies in your browser settings, though this may affect certain website features.
5. Data Sharing with Third Parties
We may share your data with trusted partners only when necessary to deliver our services. These may include:
- Email marketing providers (e.g. Mailchimp, ActiveCampaign)
- Ad platforms (e.g. Meta Ads Manager)
- CRM and AI tools (e.g. Appointwise.ai)
All third parties must meet data protection standards and only process data on our behalf.
We do not sell your data under any circumstances.
6. Data Retention
We retain your data only as long as necessary for the purposes outlined above. Lead data collected through our AI tools will be retained for no longer than 12 months unless extended with your permission or unless you become an active client.
7. Your Rights
Under UK GDPR, you have the right to:
- Access a copy of the personal data we hold about you
- Request correction of inaccurate information
- Request deletion of your data (the right to be forgotten)
- Withdraw your consent to be contacted by email or SMS
- Object to certain types of processing
- Lodge a complaint with the ICO (Information Commissioner’s Office)
To exercise any of these rights, contact us using the details below.
8. Data Security
We protect your data using secure, encrypted systems, password-protected access, and secure firewalls. Only authorised team members and partners can access your information.
9. International Data Transfers
Where necessary, data may be processed outside of the UK. In these cases, we use secure platforms that comply with UK and EU data transfer standards (e.g. Standard Contractual Clauses).
10. Policy Updates
We may revise this Privacy Policy periodically. Updated versions will be published on our website with a revised date. Continued use of our services or website constitutes your acceptance of any updates.
11. Contact Us
If you have questions about this policy or how we manage your data, please contact:
Email: mitchell@mymediaagency.co.uk
Business Address: 57 Burnside, Sawbridgeworth, CM21 0EP
Terms of Service
For details on your rights and obligations, service scope, payment terms, cancellations, and liability, please see our full Terms of Service at:
https://mymediaagency.co.uk/terms-of-service/