Privacy policy

Last updated: 07/11/2025

Who we are

Hot Pond Media ("we", "us", "our") is a media/marketing company based in the United Kingdom. Our website is https://hotpondmedia.co.uk/ ("Website").

Contact details

Email: [email protected]

Telephone: 0753441016

Registered Address: 26 Berrycroft Ln, Romiley, Stockport SK6 3AU

If you have any questions about this Privacy Policy or our data-handling practices, contact us using the details above.

What this Privacy Policy covers

This policy explains how we collect, use, disclose, store and protect your personal data when you:

  • Visit or use our Website
  • Contact us via the Website or email/phone
  • Subscribe to our newsletter or request information
  • Engage us for services

Personal data we may collect

  • Contact information: name, email, phone, address
  • Technical information: IP, device, browser, OS, time zone, identifiers
  • Usage data: pages viewed, links clicked, session duration, form interactions
  • Communication data: messages and correspondence
  • Marketing & preferences: opt-ins and communication preferences

We do not typically collect special category data. If we ever need to, we'll obtain appropriate consent or rely on another lawful basis.

How we collect data

  • Directly from you (forms, email, phone, messaging)
  • Automatically via cookies/analytics when you use the Website
  • From service delivery communications and operations

Why we use your data & lawful bases

  • Consent: newsletters, certain marketing
  • Contract / pre-contract: proposals, onboarding, service delivery
  • Legitimate interests: operate/improve Website, market similar services, business administration
  • Legal obligation: tax, accounting, compliance

Typical purposes

  • Provide and maintain the Website
  • Respond to enquiries and deliver services
  • Send requested/legitimate-interest communications (you can opt out)
  • Improve our services and user experience
  • Billing, accounting, record-keeping

Sharing your data

We may share data with:

  • Service providers (hosting, email, analytics, CRM)
  • Professional advisers (legal, accounting)
  • Authorities where required by law
  • Successors in the event of a business sale/reorganisation (with safeguards)

We do not sell personal data.

International transfers

If we transfer data outside the UK/EEA, we'll use appropriate safeguards (e.g., ICO-approved standard contractual clauses or adequacy decisions). Contact us for details.

Retention

We keep data only as long as necessary for the purposes collected and legal requirements. Typical periods:

Enquiries: up to 2 years after last contact (unless continuing relationship)

Client/service records: contract term + statutory retention period

Marketing: until you unsubscribe or we no longer have a legitimate interest

Cookies

We use necessary and optional cookies (e.g., analytics). Manage preferences via your browser and any cookie banner provided. See our Cookie Policy (if available) for details.

Your rights (UK GDPR)

You can:

  • Access your data
  • Rectify inaccurate data
  • Erase data (in certain cases)
  • Restrict or object to processing
  • Data portability
  • Withdraw consent (where relied upon)

Complain to the ICO: https://ico.org.uk/

To exercise rights, contact [email protected] or write to 26 Berrycroft Ln, Romiley, Stockport SK6 3AU. We may need to verify your identity.

Security

We use reasonable technical and organisational measures to protect data. No method is 100% secure.

Links

Third-party sites linked from our Website have their own privacy notices—please review them.

Changes to this Policy

We may update this Policy periodically. The "Last updated" date will change accordingly.

How to contact us

Email: [email protected]

Telephone: 0753441016

Registered Address: 26 Berrycroft Ln, Romiley, Stockport SK6 3AU