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Olympix Media Privacy Notice

This is the privacy notice “notice” of Olympix Media (‘we’, ‘our’, or ‘us’), company number 15163996.

For any queries concerning your data please contact us by email at hello@olympixmedia.com.


 

Introduction

This notice describes how we collect, store, transfer and use personal data. It tells you about your privacy rights and how the law protects you.

In the context of the law and this notice, ‘personal data’ is information that clearly identifies you as an individual or which could be used to identify you if combined with other information. Acting in any way on personal data is referred to as ‘processing’.

This notice applies to personal data collected through our website.

Except as set out below, we do not share, sell, or disclose to a third party, any information collected through our website.

 


 

Personal data we process

How we obtain personal data

The information we process about you includes information:
 

  • you have directly provided to us

  • as a result of monitoring how you use our website or our services

Types of personal data we collect directly

When you use our website or services we ask you to provide personal data. This can be categorised into the following groups:
 

  • personal identifiers, such as your first and last names and your job title

  • contact information, such as your business email address, your business telephone number and your business postal addresses for billing, delivery and communication

  • your business social media accounts or other marketing channels

  • records of communication between us including messages sent through our website, email messages, social media and telephone conversations

Types of personal data we collect from your use of our services
 

By using our website and our services, we process:
 

  • information you contribute to our community, including reviews

  • usage information, including the frequency you use our services, the pages of our website that you visit, whether you receive messages from us and whether you reply to those messages

  • transaction information that includes the details of the services you have bought from us and payments made to us for those services

  • your preferences to receive marketing from us; how you wish to communicate with us; and responses and actions in relation to your use of our services.

Our use of aggregated information
 

We may aggregate anonymous information such as statistical or demographic data for any purpose. Anonymous information is that which does not identify you as an individual. Aggregated information may be derived from your personal data but is not considered as such in law because it does not reveal your identity.

For example, we may aggregate usage information to assess whether a feature of our website is useful.

However, if we combine or connect aggregated information with your personal data so that it can identify you in any way, we treat the combined information as personal data, and it will be used in accordance with this privacy notice.

Special personal data
 

Special personal data is data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

It also includes information about criminal convictions and offences.
 

We do not collect any special personal data about you.
 

If you do not provide personal data we need
 

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform that contract.

In that case, we may have to stop providing a service to you. If so, we will notify you of this at the time.

The bases on which we process information about you
 

The law requires us to determine under which of six defined bases we process different categories of your personal data, and to notify you of the basis for each category.

If a basis on which we process your personal data is no longer relevant then we shall immediately stop processing your data.
 

If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
 

Information we process because we have a contractual obligation with you
 

When buy a service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal data.
 

We may use it in order to:
 

  • verify your identity for security purposes when you use our services

  • provide you with our services

  • provide you with suggestions and advice on products, services and how to obtain the most from using our website


We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
 

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
 

Information we process with your consent
 

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including our services, you provide your consent to us to process information that may be personal data.
 

Wherever possible, we aim to obtain your explicit consent to process this information, for example, we ask you to agree to our use of non-essential cookies when you access our website.
 

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
 

You may withdraw your consent at any time by instructing us hello@olympixmedia.com. However, if you do so, you may not be able to use our website or our services further.
 

We aim to obtain and keep your consent to process your information. However, while we take your consent into account in decisions about whether or not to process your personal data, the withdrawal of your consent does not necessarily prevent us from continuing to process it. The law may allow us to continue to process your personal data, provided that there is another basis on which we may do so. For example, we may have a legal obligation to do so.
 

Information we process for the purposes of legitimate interests
 

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.
 

Where we process your information on this basis, we do after having given careful consideration to:
 

  • whether the same objective could be achieved through other means

  • whether processing (or not processing) might cause you harm

  • whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so
     

For example, we may process your data on this basis for the purposes of:

  • improving our services

  • record-keeping for the proper and necessary administration of our business

  • responding to unsolicited communication from you to which we believe you would expect a response

  • preventing fraudulent use of our services

  • exercising our legal rights, including to detect and prevent fraud and to protect our intellectual property

  • insuring against or obtaining professional advice that is required to manage business risk

How and when we process your personal data
 

Your personal data is not shared

We do not share or disclose to a third party, any information collected through our website.

 


 

Use of information we collect through automated systems


Cookies
 

Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit a website that uses them. They allow information gathered on one web page to be stored until it is needed for use at a later date.

They are commonly used to provide you with a personalised experience while you browse a website, for example, allowing your preferences to be remembered.
 

They can also provide core functionality such as security, network management, and accessibility; record how you interact with the website so that the owner can understand how to improve the experience of other visitors; and serve you advertisements that are relevant to your browsing history.
 

Some cookies may last for a defined period of time, such as one visit (known as a session), one day or until you close your browser. Others last indefinitely until you delete them.
 

Your web browser should allow you to delete any cookie you choose. It should also allow you to prevent or limit their use. Your web browser may support a plug-in or add-on that helps you manage which cookies you wish to allow to operate. 

The law requires you to give explicit consent for use of any cookies that are not strictly necessary for the operation of a website.
 

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose.

If you choose not to use cookies or you prevent their use through your browser settings, you may not be able to use all the functionality of our website.
 

We use cookies in the following ways:
 

  • to track how you use our website

  • to record whether you have seen specific messages we display on our website

  • to record your answers to surveys and questionnaires on our site while you complete them
     

Personal identifiers from your browsing activity
 

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
 

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
 

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.

 


 

Other matters
 

Your rights
 

The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data.

We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org

Delivery of services using third-party communication software
 

With your consent, we may communicate using software provided by a third party such as Google Meet.

Such methods of communication should secure your personal data using encryption and other technologies. The providers of such software should comply with all applicable privacy laws, rules, and regulations, including the GDPR.

If you have any concerns about using a particular software for communication, please tell us.


 

External sites
 

Our website may contain links to and from other websites (e.g. social media sites such as YouTube, Instagram, TikTok, Vimeo, LinkedIn and Facebook). Unless we own such websites, we accept no responsibility for the way in which they process your personal data. You are recommended to check the privacy policy of each website before you submit any personal data to it.

 


 

Communicating with us

When you contact us, whether by telephone, through our website or by email, we collect the data you have given to us in order to reply with the information you need.

We record your request and our reply in order to increase the efficiency of our business.

We may keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.

Complaints
 

If you are not happy with our privacy policy, or if you have any complaints, please let us know by contacting us at hello@olympixmedia.com.
 

When we receive a complaint, we record the information you have given to us on the basis of consent. We use that information to resolve your complaint.
 

If your complaint reasonably requires us to notify some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion whether we do give information, and if we do, what that information is.
 

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
 

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
 

If you are in any way dissatisfied about how we process your personal data, you have a right to lodge a complaint with the Information Commissioner's Office (ICO). We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO.

 

Retention period
 

Except as otherwise mentioned in this privacy notice, we keep your personal data only for as long as required by us:
 

  • to provide you with the services you have requested

  • to comply with other law, including for the period demanded by our tax authorities

  • to support a claim or defence in court
     

Compliance with the law
 

Our privacy policy complies with the law in the United Kingdom, specifically with the Data Protection Act 2018 (the ‘Act’) accordingly incorporating the EU General Data Protection Regulation (‘GDPR’) and the Privacy and Electronic Communications Regulations (‘PECR’).
 

Review of this privacy policy
 

We shall update this privacy notice from time to time as necessary.

This notice was last updated on 6th November 2023.

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