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Privacy Policy

This Privacy Policy explains how we use any personal information we collect about you in our general business operations, our marketing activity and when you use the White Space Advertising website.

This Privacy Policy will detail the following:

  1. Our Privacy Promise
  2. What personal data we may collect from you and how we use the personal data about you
  3. Providing your personal data to others
  4. Website Cookies
  5. How you can access, update and remove your personal data from our system
  6. Retaining personal data
  7. Other websites
  8. Keeping your data secure
  9. Changes to our Privacy Policy
  10. How to contact us

1. Our Privacy Promise

We are committed to safeguarding the privacy of our clients, suppliers and all of those who visit the White Space Advertising website.

We take the collection, use and storage of your personal data very seriously and we promise to do our utmost to handle your personal data in a way that you would reasonably expect and ensure it’s highly secured.

In this policy, “we”, “us” and “our” refer to White Space Advertising Ltd.

2. What information/personal data do we collect from you?

a) When using our website, we may process personal data such as:

  • Your IP address
  • Your geographical location
  • Your browser type and version
  • Your operating system
  • Referral source
  • Length of visit (i.e. how long you’re on our website)
  • Page views
  • Website navigation paths
  • Information about the timing, frequency and pattern of your website use when visiting the White Space Advertising website.

The source of the data detailed above is collected via Google Analytics and Hotjar which use Cookies to collect this data. We use this data for the purposes of obtaining information to help us analyse website traffic which will help us determine strategies to improve our website’s functionality and ultimately your user experience. For more information on Cookies, please refer to section 4 of this policy.

The legal basis for the use of Cookies for the purpose of tracking website visitor activity as previously detailed is consent, when you first visit the White Space Advertising website, we will ask you to consent to our use of our tracking cookies in accordance with the terms of this policy via our cookies banner/pop-up.

Some of the cookies used on our website are needed for operational purposes and are absolutely necessary for our website to function, and therefore the legal process for the use of these operational cookies is legitimate interests. We will not use these operational cookies to process any personal data.

b) We may process data contained in any enquiry you submit to us regarding our services. This can be through the contact form on our website or by contacting us via the contact information provided in the footer section of our website. Personal data collected will be as follows:

  • Your full name (first and surname)
  • Your email address (personal or business)
  • Your contact phone number (personal or business)

This data will be used to contact you to discuss the points contained in your submitted enquiry. Your personal data may then be kept on file for the purposes of record-keeping.

When submitting an enquiry via our contact form, the legal basis for this data processing is consent. For all other enquiries submitted by email or phone, the legal basis for data processing is legitimate interests.

c) When subscribing to receive email marketing communications from White Space Advertising, such as promotional e-shots and e-newsletters, we will collect the following personal data from you:

  • Your full name (first and surname)
  • Your email address

The legal basis for this data processing is consent. We will never send marketing emails to a recipient who has not positively opted in to receive these email marketing communications. You can opt-out of receiving email marketing communications by following the unsubscribe process which is supplied via a link at the bottom of our marketing emails or by emailing [email protected] or by calling 01364 651864.

Our email marketing communications are distributed via our chosen email supplier ‘MailChimp’ a leading marketing automation platform. Your personal data (name and email address) will also be stored on the MailChimp platform. MailChimp is situated in the U.S, The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to the U.S. will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission. MailChimp is a highly secure system and are members of the ANA, ESPC, OTA, and MAAWG. MailChimp also retain a law firm in the UK to consult on EU privacy issues. To find out more information on MailChimp’s security policies, please visit: https://mailchimp.com/about/security/

d) We contact you using any of your personal data identified in this policy in the circumstance that it’s within our client’s best interests, for example, when changes in laws occur and our clients need to be notified in order to ensure their business complies with new legislation. We feel as though it’s our responsibility, as a marketing and/or creative and/or website agency to our clients to notify our clients of any developments which may affect their marketing/creative/website operations. The legal basis for the processing of this data is legitimate interests.

e) We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

f) We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

g) In addition to the specific purposes for which we may process your personal data provided in this Privacy Policy, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

3. Providing your personal data to others

We do not disclose your personal data to any third parties, except when we are required to do so by law for information such as a court order, witness summons, or complaint from governmental authorities.

The below details other circumstances when your details may need to be supplied to others outside White Space Advertising:

a) We may disclose your personal data to our insurers and/or professional advisers as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

b) We may disclose your personal data such as your name, address, email address and phone number to our suppliers or subcontractors as reasonably necessary for the purposes of fulfilling a service contract. For example, in the circumstance of providing delivery information for printed goods we will provide suppliers with a name, address information and potentially an email address and/or a phone number if considered appropriate. We will ensure to ask for consent before providing personal data to our suppliers and subcontractors. We will never pass on personal data to suppliers or subcontractors without prior consent.

c) Financial transactions and invoicing processes relating to our website and services may be handled by our payment services providers. Peplows Chartered Accountants will hold both client & supplier data in relation to invoicing and Lloyds Bank may hold client & supplier data for the purpose of processing payments. We will share data such as name, business address, phone number, email address and banking information with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about our payment service providers’ privacy policies and practices at https://www.peplows.co.uk/privacy and https://www.lloydsbank.com/privacy.asp?WT.ac=Footer/Navigation/Privacy.

d) In addition to the specific disclosures of personal data set out in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4. Website Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behavior information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information on cookies, please visit www.aboutcookies.org or www.allaboutcookies.org.

5. How you can access, update and remove your personal data from our system

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us via one of the following:

  1. Email – [email protected]
  2. Phone – 01364 651864
  3. Letter – White Space Advertising Ltd, Unit B1, Linhay Business Park, Ashburton, Devon, TQ13 7UP

6. Retaining Personal Data

Personal data that we process for any purpose shall not be kept for longer than is necessary for that purpose.

If you are a regular client or supplier of White Space Advertising, we will keep your contact information on file for as long as we are providing a service to you and/or require your on-going services. The legal processing of this data is contractual.

If we hold personal data such as name, address and email address and we have not made any communication with you or you have not made any communication with us in a 5-year period, then we will remove all personal data from our systems. Such personal data will be removed 5 years after the last communication.

If we process your data for marketing purposes, we will contact you every 5 years via email to ensure you are still happy to remain on our email marketing list.

Notwithstanding the other provisions of this section, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

7. Other Websites

Our website contains links to other websites. This Privacy Policy only applies to this website so when you link to other websites you should read their own Privacy Policies.

Clients and suppliers should acknowledge that personal data that submitted for publication on the White Space Advertising website, such as testimonials featured on our website which contain names, pictures and business references, may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

8. Keeping Your Data Secure

We have put in place appropriate physical and electronic measures, security policies and managerial procedures to safeguard and secure all personal data that we have under our control.

Only authorised employees will have access to your personal information. All employees who have access to your personal data are contractually obliged to respect the confidentiality of your personal data.

9. Changes To Our Privacy Policy

Please note that we keep our Privacy Policy under regular review and may be required to change this Privacy Policy from time to time, therefore we highly recommend that you review our Privacy Policy on a regular basis to ensure you’re up to date on our latest personal data processing activities.

This Privacy Policy was last updated on 2nd May 2018.

10. Contacting Us

Please contact us if you have any questions about our Privacy Policy or information we hold about you:

  1. Email – [email protected]
  2. Phone – 01364 651864
  3. Letter – White Space Advertising Ltd, Unit B1, Linhay Business Park, Ashburton, Devon, TQ13 7UP

A few of the ways we can help you grow

  • Advertising (Online/Offline)
  • Market research
  • Branding & naming
  • Photography and video
  • Corporate identity
  • Messaging
  • Brand guidelines
  • Art direction
  • Web design
  • Web development
  • App/UX/UI design
  • Social media
  • Print design
  • All stationery
  • Packaging & retail