This Privacy Policy describes how ESM Media (“we”, “us”, or “our”) collects, uses, shares, and protects your personal information. It applies to all data collected through our website (esmmedia.co), our services, platforms we manage, and communication channels including email, SMS, chatbots, and forms.

We are committed to protecting your privacy and ensuring that your personal information is handled responsibly and in compliance with applicable data protection laws, including the UK GDPR, Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

ESM Media is a marketing agency based in the United Kingdom that provides digital marketing services, CRM systems, automation, social media management, advertising, AI integrations, appointment booking systems, and lead generation tools to businesses. For data protection purposes, we are the data controller for the data we collect directly from clients and website users, and a data processor for data processed on behalf of our clients through third-party systems.

2. Information We Collect

We may collect and process the following categories of data:

a. Personal Information

-Name, email address, phone number

-Job title and company name

-Social media handles

-Profile photos or avatars

b. Business Information

-Business name, industry, services

-Marketing goals or preferences

-Appointment bookings or form submissions

c. Technical Data

-IP address, browser type, device type

-Cookies and tracking pixels (e.g., Meta Pixel, Google Analytics)

-Usage data (how users interact with our website and ads)

d. Communication Data

-Emails, SMS, or chatbot conversations

-Call logs, contact forms, or direct messages

-CRM interaction data

e. Client Customer Data (When Using Our Systems)

If you use our CRM, lead generation, or automation systems, we may collect or process your customer data on your behalf. This includes:

-Names, email addresses, phone numbers

-Booking data or customer notes

-Review request history and responses

3. How We Use Your Information

We use your data to:

Provide and improve our marketing and CRM services

Set up automations, campaigns, forms, and lead tracking

Respond to inquiries, bookings, or support requests

Optimise user experience and analyse traffic to our site

Run targeted ads and measure marketing performance

Send newsletters, marketing updates, and useful insights

Fulfil legal or contractual obligations

4. Legal Basis for Processing

We rely on the following legal bases:

-Consent – for email/SMS marketing and chatbot interactions

-Contractual necessity – to deliver services you’ve purchased

-Legitimate interest – for analytics, internal admin, service improvement, and B2B outreach

-Legal obligation – when required by law or regulation

5. Sharing Your Data

We do not sell your data. We may share your data with:

-Our trusted third-party providers (hosting, email delivery, CRM platforms)

-Advertising platforms (Google, Facebook, LinkedIn, TikTok) for ad delivery and measurement

-Web analytics tools (Google Analytics, Meta Pixel, etc.)

-Contractors or subcontractors who help us fulfil our services

-Legal authorities or regulators if required

-All third parties are vetted and are required to process data in line with this policy and legal obligations.

6. International Data Transfers

Some tools and services we use may transfer your data outside the UK or EEA (e.g., to the United States). In such cases, we ensure appropriate safeguards are in place, such as:

Standard Contractual Clauses (SCCs)

Data Processing Agreements (DPAs)

Verified platform privacy frameworks (e.g., EU-U.S. Data Privacy Framework)

7. Cookies and Tracking

We use cookies and similar tracking technologies to enhance website functionality and monitor usage.

You can manage cookie preferences via your browser or by using our cookie consent banner.

We use cookies for:

-Website functionality

-Analytics and traffic measurement

-Retargeting and ad performance

-Embedded third-party tools (e.g., Calendly, chatbots)

8. Data Retention

We retain your personal data only as long as necessary:

Client data: for the duration of the project and up to 6 years for compliance.

CRM and marketing data: up to 24 months unless renewed consent is given.

Website analytics: anonymised data retained as per tool-specific policies.

9. Your Rights (UK GDPR)

You have the right to:

-Access the personal data we hold about you

-Request correction of incorrect or incomplete data

-Request deletion ("right to be forgotten")

-Object to or restrict processing

-Withdraw consent at any time (for marketing)

-Request data portability

-Lodge a complaint with the ICO (Information Commissioner’s Office)

-To exercise your rights, email us at: [email protected]

10. Data Security

We implement appropriate technical and organisational measures, including:

SSL encryption across our website

Two-factor authentication where available

Secure storage and backup systems

Regular audits and access controls

However, no system is 100% secure. We cannot guarantee absolute protection from unauthorised access or breaches.

11. Children’s Privacy

Our services are intended for businesses and are not directed to individuals under the age of 16. We do not knowingly collect personal data from children.

12. Third-Party Links

Our website and communications may contain links to third-party websites. We are not responsible for their content or privacy practices. Always review third-party privacy policies separately.

13. Policy Updates

We may update this Privacy Policy from time to time. The latest version will always be available at esmmedia.co/privacy-policy.

If we make significant changes, we will notify you via email or website notification.