Privacy Policy
Your privacy is fundamental to our business operations. This policy explains how Promowave Marketing Agency collects, uses, protects, and manages your personal information in compliance with GDPR, UK Data Protection Act, and international privacy standards.
Data Collection & Sources
Understanding what information we collect and how we obtain it
Information We Collect
We collect personal information through multiple channels to provide and improve our marketing services. The types of data we collect include:
Direct Collection
- Contact forms and inquiries
- Newsletter subscriptions
- Project proposals and contracts
- Client account registrations
Automatic Collection
- Website analytics and usage data
- IP addresses and device information
- Browser type and version
- Pages visited and time spent
Categories of Personal Data
Identity Data
Name, email, phone number, job title, company information
Marketing Preferences
Communication preferences, marketing permissions, newsletter settings
Technical Data
IP addresses, cookies, device IDs, browser information, site usage analytics
Legal Basis for Processing
We process your personal data under the following legal bases under GDPR Article 6:
- Consent: Newsletter subscriptions and marketing communications
- Contractual Necessity: Providing marketing services and fulfilling client agreements
- Legitimate Interest: Website analytics and service improvement
- Legal Obligation: Compliance with tax, accounting, and business regulations
How We Use Your Data
Understanding the purposes and methods of data processing
Primary Processing Purposes
Client Communication
Responding to inquiries, providing project updates, sending service-related notifications, and maintaining ongoing client relationships through email, phone, and other communication channels.
Service Delivery
Executing marketing campaigns, managing client projects, delivering digital marketing services, and providing ongoing account management and support.
Analytics & Improvement
Analyzing website usage patterns, improving service quality, developing new marketing strategies, and enhancing user experience across all touchpoints.
Legal & Compliance
Meeting regulatory requirements, preventing fraud, maintaining business records, ensuring data security, and complying with tax and accounting obligations.
Detailed Processing Activities
| Activity | Data Types | Purpose | Legal Basis |
|---|---|---|---|
| Email Communications | Email, name, company | Client correspondence | Contractual |
| Website Analytics | IP, browser, pages viewed | Service improvement | Legitimate Interest |
| Newsletter Marketing | Email, preferences | Marketing campaigns | Consent |
| Project Management | Contact details, project data | Service delivery | Contractual |
Data Retention Policy
We retain personal data only as long as necessary for the purposes outlined above. Client data is retained for 7 years after project completion for legal and business purposes. Marketing data is retained until you unsubscribe or request deletion. Analytics data is anonymized and retained for up to 3 years for business intelligence purposes.
Data Sharing & Disclosures
Understanding when and how we share your information
Promowave Marketing Agency maintains strict controls over data sharing and only discloses personal information under specific, legally justified circumstances. We never sell your personal data to third parties for marketing purposes.
Never Shared
Marketing contact lists, personal preferences, browsing history, and private communications remain strictly confidential.
Limited Sharing
Service providers and professional advisors who assist in delivering our services under strict confidentiality agreements.
Legal Disclosure
Required by law, court order, or to protect our rights, safety, and the rights and safety of others.
Trusted Service Providers
We work with carefully selected third-party service providers to deliver our marketing services. Each provider is bound by strict data processing agreements that ensure your information remains protected.
Technical Infrastructure
- Cloud hosting providers (AWS, Google Cloud)
- Email service providers (Mailchimp, SendGrid)
- Website analytics (Google Analytics)
Professional Services
- Legal advisors and consultants
- Accounting and tax professionals
- Cybersecurity and IT support
International Data Transfers
Some of our service providers are located outside the UK and EU. When we transfer your data internationally, we implement appropriate safeguards to ensure adequate protection:
Transfer Safeguards
- Adequacy decisions by the European Commission
- Standard Contractual Clauses (SCCs)
- Binding Corporate Rules
Monitored Transfers
We continuously monitor data transfer arrangements and update safeguards as regulations evolve.
Current Status: All international transfers are covered by appropriate safeguards compliant with UK GDPR requirements.
Legal Disclosure Circumstances
We may disclose your personal information when required by law or in the following legitimate circumstances:
- Compliance with legal obligations, court orders, or regulatory investigations
- Protection of our legal rights, property, or safety, and that of our clients or others
- Investigation of suspected illegal activities or fraud
- Emergency situations involving threats to personal safety
Your Rights & Choices
Comprehensive overview of your data protection rights and how to exercise them
Under UK GDPR and EU data protection law, you have comprehensive rights regarding your personal data. Promowave Marketing Agency is committed to facilitating the exercise of these rights promptly and transparently.
Right to Access
Request copies of your personal data we hold, including details about how we process your information and who we share it with.
Right to Rectification
Correct inaccurate personal data or complete any incomplete information we have about you.
Right to Erasure
Request deletion of your personal data when it's no longer necessary for the purposes we collected it for.
Right to Restriction
Limit how we process your data in certain circumstances, such as while we resolve disputes about data accuracy.
Right to Data Portability
Receive your data in a structured, commonly used format and transmit it to another organization where technically feasible.
Right to Object
Object to processing of your personal data for direct marketing purposes or legitimate interests.
How to Exercise Your Rights
Contact Information
Email Us
Call Us
+44 20 7946 0958
Visit Us
15 Fenchurch Street
London EC3M 5BN
United Kingdom
What to Include
- Clear description of your request
- Specific right you want to exercise
- Your full name and contact details
- Any relevant account information
- Proof of identity (if required)
Rights of Third Parties
If you submit a request on behalf of someone else, we may require proof of your authority to act for them, such as a valid power of attorney or written authorization. We will also need to verify the identity of the person whose data is being requested where appropriate.
Data Security Measures
Comprehensive protection of your personal information through advanced security protocols
Promowave Marketing Agency implements industry-leading security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Our security framework is regularly audited and updated to maintain the highest standards of data protection.
Encryption
AES-256 encryption for data at rest, TLS 1.3 for data in transit, end-to-end encryption for sensitive communications.
Access Control
Role-based access control, multi-factor authentication, regular access reviews, and principle of least privilege.
Monitoring
24/7 security monitoring, intrusion detection systems, regular security assessments, and incident response protocols.
Technical Security Measures
Network Security
- • Firewalls and intrusion prevention systems
- • Network segmentation and isolated environments
- • DDoS protection and traffic monitoring
- • Secure Wi-Fi with WPA3 encryption
Data Protection
- • Database encryption and secure backups
- • Regular security patches and updates
- • Secure data disposal procedures
- • Data loss prevention (DLP) systems
Authentication
- • Multi-factor authentication (MFA) required
- • Strong password policies and rotation
- • Single Sign-On (SSO) implementation
- • Biometric authentication where available
Monitoring
- • Real-time security event monitoring
- • Automated threat detection and response
- • Security information and event management (SIEM)
- • Regular penetration testing
Organizational Security Measures
Staff Training & Access
- Mandatory annual security training for all staff
- Role-based access with need-to-know principle
- Regular access reviews and deprovisioning
Physical Security
- Secure office facilities with access controls
- Clean desk policy and secure document handling
- Secure destruction of sensitive materials
Security Incident Response
In the unlikely event of a security incident affecting your personal data, we have comprehensive response procedures in place:
Immediate Response
Within 24 hours: Contain incident, assess scope, begin investigation
Notification
Within 72 hours: Notify relevant authorities and affected individuals if required
Recovery
Implement corrective measures and provide ongoing monitoring support
Cookies & Tracking Technologies
Understanding how we use cookies and similar technologies to enhance your experience
Promowave Marketing Agency uses cookies and similar tracking technologies to improve website functionality, analyze usage patterns, and provide personalized content. This section explains what cookies are, how we use them, and how you can control them.
Essential
Required for basic website functionality
Performance
Help us improve website speed and functionality
Functional
Remember preferences and enhance user experience
Marketing
Used for targeted advertising and content
Detailed Cookie List
Essential Cookies (Always Active)
These cookies are necessary for the website to function and cannot be disabled. They are usually set in response to actions made by you which amount to a request for services.
session_id
Maintains user session state across page requests
csrf_token
Protects against cross-site request forgery attacks
cookie_consent
Remembers your cookie consent preferences
Performance Cookies (Configurable)
These cookies collect information about how you use our website, such as which pages you visit most often. This information helps us improve site performance and user experience.
_ga
Google Analytics - distinguishes unique users
_gid
Google Analytics - distinguishes users within a day
page_load_time
Measures page loading speed for optimization
Functional Cookies (Configurable)
These cookies enable enhanced functionality and personalization. They may be set by us or by third-party providers whose services we have added to our pages.
user_preferences
Stores your website preferences and settings
language
Remembers your preferred language setting
form_data
Temporarily stores form data for better UX
Marketing Cookies (Configurable)
These cookies track your visit to our website and other sites to show you relevant advertisements. They also help measure the effectiveness of our marketing campaigns.
_fbp
Facebook Pixel - tracks conversions and retargeting
_gcl_au
Google Ads - measures ad campaign performance
utm_tracking
Tracks marketing campaign effectiveness
Managing Your Cookie Preferences
You have several options for managing cookies and tracking technologies:
Browser Settings
- Most browsers allow you to block or delete cookies
- Check your browser's help section for instructions
- Be aware that disabling cookies may affect functionality
Third-Party Tools
- Use industry opt-out tools (Network Advertising Initiative)
- Google's Ad Settings for personalized ads
- Facebook's privacy controls and ad preferences
Contact & Policy Updates
How to reach us and stay informed about policy changes
Data Protection Contact
Phone Number
+44 20 7946 0958
Mon-Fri: 9:00-17:30 (UK Time)
Postal Address
15 Fenchurch Street
London EC3M 5BN
United Kingdom
Response Information
What to Expect
-
24h
Initial Response
We'll acknowledge your request within 24 hours
-
7d
Complex Requests
May take up to 7 days for detailed investigations
-
30d
Legal Deadline
We complete all requests within 30 days as required
Policy Updates & Notifications
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We are committed to keeping you informed about material changes.
How We Notify You
- Email notifications for material changes
- Website banner notifications
- Updated "Last Modified" date at top of policy
Your Rights During Updates
- Right to object to significant changes
- Right to data deletion if you disagree
- Continued use implies acceptance
Regulatory Compliance
UK GDPR
Fully compliant with UK General Data Protection Regulation requirements
ICO Registered
Registered with UK Information Commissioner's Office for data protection
Best Practices
Following industry best practices for data protection and privacy