Ortana Media Group values your privacy and cares about the way in which your personal information is treated. This policy describes:
what personal information we collect about you
how we obtain your personal information
how we use your personal information
on what basis we use your personal information
how long we keep your personal information
who we share your personal information with
how we protect your personal information
your rights regarding your personal information
For the purpose of the DPA and GDPR we are the data controller and any enquiry regarding the collection or processing of your data should be addressed to :
Ortana Media Group
The Old Torpedo Factory, St Leonard's Road,
NW10 6ST London
020 3606 0132
What personal information do we collect about you?
We may collect personal information from you in the course of our business, including through your use of our website, when you contact or request information from us, when you engage our legal or other services or as a result of your relationship with one or more of our staff and clients.
The personal information that we process includes:
Basic information, such as your name (including name prefix or title), the company you work for, your title or position and your relationship to a person
Contact information, such as your postal address, email address and phone number(s)
Technical information, such as information from your visits to our website or applications or in relation to materials and communications we send to you electronically
Information you provide to us for the purposes of attending meetings and events, including access and dietary requirements
Identification and background information provided by you or collected as part of our business acceptance processes
Personal information provided to us by or on behalf of our clients or generated by us in the course or providing services to them, which may include special categories of data
Any other information relating to you which you may provide to us
How we obtain your personal information
We collect information from you as part of our business acceptance processes and about you and others as necessary in the course of providing our products and services.
We collect your personal information while monitoring our technology tools and services, including our websites and email communications sent to and from Ortana Media Group.
We gather information about you when you provide it to us, or interact with us directly, for instance engaging with our staff or registering on one of our digital platforms or applications.
We may collect or receive information about you from other sources, such as keeping the contact details we already hold for you accurate and up to date using publicly available sources.
How we use your personal information
Ortana Media Group collects and processes personal information about you in a number of ways, including through your use of our website and in the provision of services by us. We use that information:
To provide and improve this website, including auditing and monitoring its use.
To provide information requested by you.
To promote our products and services, including sending updates, publications and details of events.
To manage and administer our relationship with you and our clients.
To fulfill our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims.
For the purposes of recruitment.
Use of Ortana Media Group website
A number of facilities on our website invite you to provide us with personal information, such as for demos and email queries facilities. The purpose of these facilities is apparent at the point that you provide your personal information and we only use that information for those purposes.
Our website uses Google Analytics, a web-based analytics tool that tracks and reports on the manner in which the website is used to help us to improve it. Google Analytics does this by placing small text files called ‘cookies’ on your device. The information that the cookies collect, such as the number of visitors to the site, the pages visited and the length of time spent on the site, is aggregated and therefore anonymous.
Marketing and other emails
We use personal information to understand whether you read the emails and other materials that we send to you, click on the links to the information that we include in them and whether and how you visit our website after you click on that link (immediately and on future visits). We do this by using software that places a cookie on your device which tracks this activity and records it against your email address.
If you receive marketing communications from us and no longer wish to do so, you may unsubscribe at any time by clicking on this link: UNSUBSCRIBE
How long we keep your personal information
Your personal information will be retained in accordance with our data retention policy which categorises all of the information held by Ortana Media Group and specifies the appropriate retention period for each category of data. Those periods are based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements, good practice and Ortana Media Group business purposes.
Who we share your personal information with
Any information that you provide to us may be shared with and processed by the team at Ortana Media Group. We may also share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:
Third party organisation acting as either data processers or data controllers where it is necessary to provide goods or services that have been requested, or to achieve our business purposes.
Third party data processers or data controllers necessary to setup various resources.
If we sell or reorganise our business, or if otherwise required by law or by an authorised regulator, we may transfer your personal data as a part of the general business data to the relevant parties.
We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.
How we protect your personal information
We use a variety of technical and organisational measures to help protect your personal information from unauthorised access, use, disclosure, alteration or destruction consistent with applicable data protection laws.
Your rights regarding your personal information
The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects.
You are entitled to request details of the information we hold about you and how we process it. You may also have a right in accordance with applicable data protection law to have it rectified or deleted, to restrict our processing of that information, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to another organisation. You may also have the right to lodge a complaint in relation to Ortana Media Group processing of your personal information with a local supervisory authority.
If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.
Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above or that you may not be able to make use of the services and products offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.