Who We Are
ProofMEDIA Ltd operates this website at:
https://proofmedia.uk
For the purposes of UK data protection law, ProofMEDIA Ltd is the data controller responsible for your personal data.
If you have any questions about this policy or wish to contact us regarding your personal data, please use our support portal:
Comments
When visitors leave comments on the site, we collect the data shown in the comments form, along with the visitor’s IP address and browser user agent string to help detect spam.
An anonymised string (hash) created from your email address may be provided to the Gravatar service to determine whether you are using it. The Gravatar service privacy policy is available at: https://automattic.com/privacy/. After approval, your profile picture may be visible to the public alongside your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS), as visitors may download and extract this information.
Cookies
We use cookies to operate and manage our website.
If you leave a comment, you may opt in to saving your name, email address, and website in cookies. These cookies are for your convenience and last for one year.
If you visit our login page, a temporary cookie is set to determine whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we set cookies to save your login details and display preferences. Login cookies last two days (or two weeks if “Remember Me” is selected). Screen preference cookies last one year. Editing or publishing content sets a cookie that expires after one day.
Non‑essential cookies, including analytics or marketing cookies where used, are only placed with your consent.
Embedded Content from Other Websites
Pages on this site may include embedded content (such as videos or images). Embedded content behaves in the same way as if you visited the originating website.
These third‑party websites may collect data about you, use cookies, embed additional tracking technologies, and monitor your interaction with that content. We recommend reviewing their privacy policies.
Marketing Communications
Direct Marketing
ProofMEDIA Ltd sends marketing communications in accordance with the Privacy and Electronic Communications Regulations (PECR) and UK GDPR.
We will only send electronic marketing messages where:
- You have provided clear consent; or
- You are an existing client or have previously enquired about our services and the marketing relates to similar services we provide (the “soft opt‑in”), and you were given the opportunity to opt out at the time your details were collected and in every subsequent message; or
- We are contacting a corporate subscriber (such as a limited company) using publicly available business contact details, in accordance with PECR.
We do not send unsolicited marketing emails to individual subscribers (including sole traders or partnerships) without consent unless the soft opt‑in applies.
Business-to-Business Communications
Where we contact individuals at limited companies or other corporate bodies using business contact details obtained from publicly available sources or prior business interactions, we do so on the basis of legitimate interests and in accordance with PECR.
All marketing communications:
- Clearly identify ProofMEDIA Ltd as the sender
- Provide valid contact details
- Include a clear and simple opt‑out mechanism
Recipients may object or opt out at any time.
Sole Traders and Partnerships
Sole traders and partnerships are treated as individual subscribers under PECR. We will only send marketing emails to such recipients where consent has been provided or the soft opt‑in applies.
Opting Out
Every marketing email we send contains a clear unsubscribe link.
You may opt out of marketing communications at any time by:
- Clicking the unsubscribe link in any email; or
- Contacting us via our support portal:
https://proofmedia.ladesk.com/
Opting out of marketing does not affect essential service communications relating to ongoing contracts or enquiries.
Customer Relationship Management (CRM)
ProofMEDIA Ltd maintains a secure internal Customer Relationship Management (CRM) system to manage clients, prospects, and business contacts.
What We Store
Our CRM may include:
- Name and job title
- Business name
- Email address
- Telephone number
- Postal address
- Records of communications and enquiries
- Notes relating to services or potential services
How We Obtain This Data
We collect CRM data when you:
- Contact us directly
- Submit a website form
- Engage our services
- Subscribe to communications
- Meet us through networking or business interactions
- Appear in publicly available business sources where permitted by law
Lawful Basis
We process personal data under one or more of the following lawful bases:
- Consent
- Contractual necessity
- Legitimate interests (such as responding to enquiries and developing business relationships)
Where we rely on legitimate interests, we ensure our processing is proportionate and does not override your rights and freedoms.
Legitimate Interests
Where we process personal data under the lawful basis of legitimate interests, we do so to operate and grow our business responsibly.
These interests may include:
- Responding to enquiries
- Providing information about relevant services
- Maintaining client and prospect relationships
- Developing business opportunities
- Improving our services and communications
You have the right to object to processing based on legitimate interests at any time by contacting us via:
Who We Share Your Data With
We do not sell or rent personal data.
We may share data with trusted service providers where necessary to operate our website and business, including:
- Website hosting providers
- Email marketing platform providers
- IT and system administrators
- Professional advisers
- Spam detection services
If you request a password reset, your IP address will be included in the reset email.
All third parties are required to process personal data securely and in accordance with applicable law.
Data Retention
- Comments and their metadata are retained indefinitely.
- Registered user profile data is retained while the account remains active.
- Marketing data is retained until you unsubscribe or request deletion.
- CRM data is retained only as long as necessary for business or legal purposes and is periodically reviewed.
Your Rights
Under UK GDPR, you have the right to:
- Request access to your personal data
- Request correction of inaccurate data
- Request erasure of your data
- Restrict or object to processing
- Withdraw consent at any time
- Request data portability (where applicable)
To exercise your rights, please contact us via:
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
Where Your Data Is Sent
Visitor comments may be checked through an automated spam detection service.
Where personal data is processed outside the UK, appropriate safeguards are implemented in accordance with UK data protection law.