Known Media is committed to protecting your personal data and your privacy.
We work hard to ensure that any personal data we collect about you (Your Data) will be used fairly and transparently and strictly in accordance with the data protection laws that protect it.
We have created this Privacy Notice to explain:
- how and why we collect Your Data,
- what data we collect about you,
- when and why we may disclose, share or transfer Your Data,
- how long we store Your Data for,
- explain the rights and choice you have when it comes to Your Data.
If you are an EU Resident, it also provides you with certain information that must be provided to you under the European General Data Protection Regulation (“GDPR”).
When we refer to “personal data” in this Privacy Notice, we mean any information about you from which you can be identified. It does not include data where your identity has been removed (anonymous data).
What this Privacy Notice covers
At Known Media, we collect personal data in different ways depending on how and why you are interacting with us. This Privacy Notice covers the personal data that we collect:
- When you browse or submit information through our website,
- When you show an interest in our services or interact with our marketing material When you become a customer of Known Media,
- When you provide services to Known Media,
- When you contact us
Please note that this Privacy Notice does not cover:
- The personal data we collect if you apply for a job with Known Media. This is covered in our Job Candidate Privacy Notice. If you intend to apply for a job with us and would like to see the Job Candidate Privacy Notice, please email us at dpo@known-media.com
- The personal data we collect if you work for us. This is set out in our Employee Privacy Notice available from your manager
- The personal data we collect if you work with us, either as a Publisher or an Advertiser. This is covered in our Publisher and Advertiser Privacy Notices. If you are a Publisher or an Advertiser and would like to see our Privacy Notice relevant to you, please contact us at dpo@known-media.com
For the purpose of the current services we provide, we are not a Controller of personal data as we do not decide how or why personal data collected through our Services is used, processed or stored – this is decided by the Publisher or Advertiser. If you have questions regarding the personal data your organisation has asked you to provide to us as part of our Services, please speak to your organisation first. As Publishers and Advertisers act as Controllers of Your Data, we are unable to action any requests related to Your Data or provide you with details of the information held about you in our Services without instruction to do so from our customer, so please contact them in the first instance.
1. General Information
Who controls Your Data
Known Media is responsible for deciding how and why Your Data is used in the situations covered by this Privacy Notice (known as the “data controller” for the purposes of the GDPR).
If you have any queries regarding this Notice or have any concerns about our use of Your Data, please contact us using one of the methods below and we will do our best to deal with your concern or query as soon as possible.
Email: dpo@known-media.com
Mail: Known Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Who our Data Protection Officer is
We have appointed Calligo (UK) Limited to be our data protection officer.
Please note that any correspondence you have with us in relation to this Privacy Notice will be shared with Calligo so that they can advise us on it. Calligo’s privacy notice is available here - https://calligo.cloud/privacy-policy/
How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions – you may give us your Identity and Contact details by filling in the form from our website or otherwise by corresponding with us by phone, e-mail or other methods. This includes personal data you provide when you apply to use our services, contact us, or give us feedback. Please see Section 2 below for further details.
Automated technologies or interactions – as you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies. Please see our Cookie policy for further details.
Third parties – we will receive personal data about you from our Publishers and Advertisers. The personal data we receive includes contact details as well as:
- Location data (such as postal code); and
- Purchase information from third party sites (e.g. information about purchases on other sites).
- Device information
Known Media can only receive personal data from our Publishers and Advertisers where they are legally permitted to share such data, and as such, we will process Your Data for the purposes described in this notice. We use the data provided to better understand your preferences, to send you deals that are relevant to you, and to understand how our Advertisers are performing.
By using the data we collect directly from you with the personal data received from Publishers and Advertisers, we aim to provide an enhanced user experience.
We will collect the personal data described above at various stages in your relationship with us when you:
- Create an account
- Open or respond to emails or messages from us.
- Provide information to enrol or participate in programs provided on behalf of, or together with Publishers and Advertisers, with your consent or as necessary to provide services you have requested.
- Visit any page online that displays our ads or content.
- Purchase products or services on or through the Site from our Publishers or Advertisers.
- Connect, log-in, or link to the Site using social networking tools.
We also create profiles about you based on the personal data you provide to us or that is collected about you, as described above, and including personal data that we receive from our Publishers and Advertisers. We do this to create offers we think you would be interested in receiving. The contents of that profile include:
- Account details
- Marketing segment information
- Audience information
- Activity information
Who we may share Your Data with
In certain circumstances, we may need to share Your Data with other companies or individuals. We are very careful about the third parties with whom we share Your Data and we ensure that we only share the minimum amount of information that is necessary. We also ensure that we have appropriate contracts in place to ensure third parties continue to protect Your Data, when they are processing it on our behalf.
Service Providers
We sometimes need to share Your Data with certain third parties who provide service to us, so that they can provide those services. These third parties process Your Data on our behalf. and we ensure that all our service providers are subject to contractual restrictions that ensure they will protect the data in accordance with EU requirements.
The service providers we use vary depending on how we are interacting with you.
We use the following types of service providers for all of the personal data we collect:
- Email and data storage providers such as Google
- Document storage providers such as Dropbox
- Cloud providers such as AWS & Digital Ocean
- Chat & Video Messaging such as Teams & Skype
Consultants / Advisors
We occasionally make use of consultants and advisors who may receive Your Data in order to provide us with their services. These third parties will decide how and why they use Your Data. The types of consultants / advisors that we use are:
- Legal Advisors such as law firms,
- Financial Advisors such as accountants,
- Data Protection Advisors such as our DPO.
Other
We will share Your Data with third parties if we have a belief, in good faith, that it is reasonably necessary:
- To comply with the law or a public authority that says we must share Your Data or for the administration of justice,
- To establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud),
- Where we refinance, restructure, sell, or transfer our business (or a part of it). For example, in connection with a takeover or merger.
Data Storage Location
We process your personal data and store it on secure cloud-based systems and servers.
Known Media collects and uses all personal data it holds in accordance with the requirements of the Data Protection Act 2018 (DPA 2018) and GDPR. If you are resident in the EU, Your Data will, therefore, be protected in the same manner that it would be within the EEA.
We also use service providers and consultants who are based outside the UK and EEA. Therefore, in certain circumstances, we may transfer Your Data to countries outside the UK and EEA, which may not adhere to the same levels of data protection to which countries such as the UK and within EEA are subject to. Any such transfers are made in accordance with the DPA Act 2018 and GDPR.
Statutory or contractual obligations to provide personal data
You are not obliged by any law or contract to provide us with your personal data. However, if you choose not to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing you with the information you have requested), or we may be prevented from complying with our legal obligations (such as to notify you of safety notices).
Updates to this Privacy Notice
We keep our Privacy Notice under regular review. This version was last updated on March 2022.
If material changes are made to the Privacy Notice, for instance, affecting how we would like to use Your Data, we will provide a more prominent notice (including, for certain services, email notification of Privacy Notice changes
2. Personal data we collect when we interact with you
1.1.When you browse or submit information through our website
What data we collect and how
If you use the ‘contact us’ form from our website, we will collect the following information from you:
- Name
- Email address
You may also volunteer certain other personal data such as your phone number and postal address as well as anything else you include in the ‘message’ box.
We do not collect any special categories of personal data about you.
We will also collect personal data about you from various third parties such as Technical Data from analytics providers such as Google, based outside the EEA.
How we use the data and our legal bases
We use this information to contact you in relation to your query. Our legal basis for using Your Data in this way is that it is necessary for our legitimate interest of responding to queries.
We may also use your email address, telephone number and postal address if you have provided us with this information, to send you emails or contact you about Known Media services we think you may be interested in. We will only do this where you have ticked the box to indicate that you would like to receive this information. Our legal basis for using Your Data in this way is your consent. Please see section 3 for details on how to withdraw your consent at any time.
Who we share Your Data with
We use the following service providers to store the personal data received through our website on our behalf:
• Our Customer Relationship Manager system and marketing automation services provider,
• Our website hosting provider, 123 – Reg.
• Our email provider, if you have signed up to receive marketing emails from us.
How long we keep Your Data
We keep Your Data for the duration of our interaction with you plus a period of 24 months. This is so that we can refer to our previous correspondence should you contact us again during this time. After 24 months we will delete Your Data from our systems unless we identify a legitimate need to retain it for longer, such as in order to defend a legal claim.
If you signed up to receive marketing materials but indicate that you no longer wish to receive them, we will retain your name and email address on a suppressed list to keep a record that you have opted out of receiving direct marketing (so that we don’t accidentally send them to you again) but we will no longer use it to contact you with marketing.
Cookies
We use cookies and similar technologies to personalise and improve your experience as you use our website. Please see our cookie policy for details of the cookies that are set on our website.
1.2.When you show an interest in our services or interact with our marketing material
What data we collect and how
When you show an interest in our services or our marketing materials, we collect the following information directly from you when you contact us or speak to one of our representatives:
- Name
- Email address
- Mobile number
- Job title
- Company
- Any specific interests in our technology
How we use the data and our legal bases
We use your contact details to contact you about Known Media services we think you may be interested in and to send you any content that you request. Our legal basis for using Your Data in this way is that it is necessary for our legitimate interest of following up on interest in our products and services.
We may also use your email address to send you emails about Known Media services we think you may be interested in. We will only do this where you have indicated that you would like to receive this information. Our legal basis for using Your Data in this way is your consent. Please see section 3 for details on how to withdraw your consent at any time.
We use the remaining information to understand who may be interested in our services to get feedback. Our legal basis for using Your Data in this way is that it is necessary for our legitimate interest of effectively marketing and improving our business.
Who we share Your Data with
We use the following service providers to store Your Data:
- Our Customer Relationship Manager system and marketing automation services provider,
- Our email automation provider,
How long we keep Your Data
We keep Your Data for the duration of our interaction with you plus a period of 24 months. This is so that we can refer to our previous correspondence should you contact us again during this time. After 24 months we will delete Your Data from our systems unless we identify a legitimate need to retain it for longer, such as in order to defend a legal claim.
If you signed up to receive marketing materials but indicate that you no longer wish to receive them, we will retain your name and email address on a suppressed list to keep a record that you have opted out of receiving direct marketing (so that we don’t accidentally send them to you again) but we will no longer use it to contact you with marketing.
1.3. When you become a customer of Known Media
What data we collect and how
When you (or the company you work for) purchase a product or service from Known Media or one of our distributors, we collect the following information about you:
- Name
- Email address
- Phone number
- Postal Address
This information is collected directly from you either via email or over the phone.
How we use the data and our legal bases
We use this information to provide our customers with support and to maintain our customer relationship. Our legal basis for using Your Data in this way is that it is necessary for the performance of our contract with you or the organisation you work for.
We may also use your email address to send you information about other Known Media services similar to the ones you have purchased, that we think you may also be interested in. Our legal basis for using Your Data in this way is that is necessary for our legitimate interest of marketing other similar products to our customers.
Who we share Your Data with
We do not share our customer’s personal data with anyone other than those set out under the ‘General Information’ section above.
How long we keep Your Data
We keep Your Data in our records for as long as reasonably necessary to fulfil the purpose we collected it for, including for the purposes of satisfying any legal requirements. We may retain your personal data for longer period in the event of a complaint.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm for unauthorised use or disclosure of your personal data, the purpose for which we process your personal data and whether we can achieve these purposes through other means, and the applicable legal requirements.
You have the right at any time to stop us from contacting you for marketing purposes. If you wish to exercise these rights, you can do so by contacting us. If you indicate that you no longer wish to receive marketing materials, we will retain your name and email address on a suppressed list to keep a record that you have opted out of receiving direct marketing (so that we don’t accidentally send them to you again) but we will no longer use it to contact you with marketing.
1.4. When you provide services to Known Media
What data we collect and how
When you (or the company you work for) provide services to Known Media, we collect the following information about you:
- Name
- Email address
- Phone number
- Postal Address
If you are an individual providing a service, we may also collect your bank account details for payment.
This information is collected directly from you either via email or over the phone.
How we use the data and our legal bases
We use this information to contact you about the services you (or your organisation) are providing. Our legal basis for using Your Data in this way is that it is necessary for the performance of our contract with you or the organisation you work for.
Who we share Your Data with
We use the following service provider to store your contact details:
Our Customer Relationship Manager system and campaign tracking platform. ,
How long we keep Your Data
We keep Your Data for the duration of our contract with you this is so that we can comply with our obligation to keep records for tax purposes. After 10 years we will delete Your Data from our systems unless we identify a legitimate need to retain it for longer, such as in order to defend a legal claim.
1.5. When you contact us
What data we collect and how
When you contact us, either by phone, email, post or in person, we will retain any personal data that you voluntarily provide to us during that contact, including copies of the correspondence.
How we use the data and our legal bases
We will use this information to respond to you and keep a record of our correspondence. Our legal basis for using Your Data in this way is that it is necessary for our legitimate interest of responding to queries.
Who we share Your Data with
We may use the following service provider to store your contact details:
- Our Customer Relationship Manager system and our campaign tracking platform
How long we keep Your Data
We keep Your Data for the duration of our interaction with you plus a period of 24 months. This is so that we can refer to our previous correspondence should you contact us again during this time. After 24 months we will delete Your Data from our systems unless we identify a legitimate need to retain it for longer, such as in order to defend a legal claim.
3. Rights available to you
2.1. Your privacy rights
You have certain rights with respect to Your Data. These are:
- right to request access – you may ask to see the personal data we hold about you. This right always applies but there are some exemptions, which means you may not always receive all the information we process. You can read more about this right here.
- right to rectification – if you believe the information that we hold about you is inaccurate, you can ask us to correct it,
- right to erasure – you can ask us to delete the information we hold about you in certain circumstances. You can read more about this right here.
- right to restriction of processing – you can ask us to stop using Your Data in a certain way in certain circumstances. You can read more about this right here.
- right to object – you can object to our use of your personal data if we are processing it on the basis of our legitimate interest. You can read more about this right here.
- right to data portability –. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. This only applies to information you have given us. You can read more about this right here.
- right to withdraw consent – where you have provided your consent to us processing Your Data, you have the right to withdraw your consent at any time,
- right to lodge a complaint – you can lodge a complaint with the Information Commissioner’s Office (ICO). You can find their contact details and how to lodge a complaint on https://ico.org.uk/. If you are resident in the EU, you may lodge a complaint with the supervisory authority in the EU Member State where you are resident or where you work. For further information on your rights, please see the website of the supervisory authority of your EU Member State.
2.2. How to exercise your rights
If you wish to exercise any of your rights, please contact us:
Email: dpo@known-media.com
Mail: Known Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
2.3. No fee usually required
You will not have to pay a fee to access Your Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
2.4. What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
2.5. Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.