• Help you to understand what personal data we collect, why we do it and who we share that information with
• Explain the way we use data to provide the best experience for you
• Set out your rights and the choices available to you in relation to the data we collect and process about you and also how we will protect the privacy of your data
How do we collect and process your data?
We will hold your relevant personal information on our internal systems for the purposes of working with you, providing you with information about potential services and developments that may be of interest to you, whether you are a client, prospect, journalist or a business partner.
The data that we store will include your name and email address, the nature of your organisation and the services that you may be interested in (from Sublime PR), the nature of the services you provide (as a prospect, client or supplier / partner), employee data, or – in the case of working with press (journalists), bloggers, vloggers and third party agents – the kinds of topics you cover and how best to work with you. We use this information to operate as a business and provide services and information to you.
Our lawful basis for processing your data is either that we have a contract with you as a client or supplier, you have consented that we can process your data, or that we have a legitimate interest in processing your data. We do retain data for varying lengths of time depending upon the purpose for which it was collected, but you have the right to request your data at any time, and in most circumstances, to request that it be deleted.
In some circumstances we may combine data about our clients and prospects with publicly available data from the web, social media sites or from Sublime PR’s previous experience, respecting NDAs and confidentiality clauses where relevant. This information will not – due to the nature of how it is collected – be sensitive or confidential. However, it does help Sublime PR provide a more bespoke service and ensure that it has a legitimate interest in processing additional data. For example, if you have contacted Sublime PR to request a quote for commercial PR services, we may store data about the sector that you operate in, your organisations social media activity and press presence.
In some cases, we do buy personal data from other third party services. This largely relates to contacting journalists / bloggers and influencers for example via ResponseSource and Gorkana. We understand that these third party companies from which we purchase data, have obtained consent to be contacted under legitimate interest, but you still have the right to withdraw consent through any relevant communication channel and you may request the data that we hold on you.
If your personal data has changed, please inform us. We will maintain contact at periodic intervals to ensure that the data we hold on you is up to date and correct. We may use your personal data in an analytical way to improve our customer experience and/or the services that we offer.
If you wish to withdraw consent for us processing any or all of your data, or unsubscribe from some or all communications (for example, on a company-by-company basis if you are a journalist), please contact us through the communications methods at the top of this document.
How long do we retain your data for?
Active client (retained or working together on projects)
We will retain your data (on our secure servers) indefinitely for as long as we are working together. Details stored include: name, email address, financial details (i.e. invoicing data), past interactions over email, details of the services required from us, information about your products, services, company approach and communications.
Past client (we used to work together)
We will retain your data for up to five years on our secure servers. Details stored include: name, email address, financial details (i.e. invoicing data), past interactions over email, details of the services required from us, information about your products, services, company approach and communications.
We will retain your data for up to five years on our secure servers. Details include all data that was required via your previous contract with Sublime PR.
Prospect (we are interested in working with you in the future)
We will retain your data for up to Three years on our secure servers. This will include your name, email address, history of enquiry, publicly available data sourced online regarding your PR activity and your strategy.
If you visit our website we will retain your data for 38 months via Google Analytics data including cookies and usage data. If you request a response from us our information, your personal details will be deleted as soon as we have responded to your request.
We will retain your data (on our secure servers) indefinitely as long as we have a legitimate interest in working with you and you are in a relevant business/industry sector. This will include your name, email address, phone number, background on your services and our working history together.
We will retain your data (on our secure servers) indefinitely as long as you are a relevant influencer for our clients. Upon leaving journalism or influencer role, we will delete your data after five years. We will retain your name, email address, publication title, phone number, past stories (regarding our clients and also more broadly), current role, area of coverage, your preferred content and your style for communications. This will be stored via Outlook, our secure servers and also purchased data accessed via Gorkana and ResponseSource.
We will retain your data for up to three months (on our secure servers) after your application is unsuccessful or indefinitely if you consent to your details being kept on file to hear about future positions and opportunities to work with us. This will include your name, email address, CV, position applied for and relevant opportunities to be notified of.
Promotional/competition winners (via PR activity)
If you win a competition or promotional giveaway that you personally entered (via an external source i.e. our client) and we are given your personal details by our client to arrange delivery of the prize/win, we will retain your data for up to 30 days (on our secure servers) after we have notified you of your win and provided delivery details your information will be deleted.
Third party PR collaboration (via client)
If our client requires us to liaise with a linked third party business on collaborative PR (i.e. a charity, industry partner, association or supplier to the client) we will retain your data indefinitely as long as we have a legitimate interest in working with you and you remain linked with our client for purposes of PR activity. This will include you name, email address, phone number, background on your services and our working history together.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online or through electronic means. Data is stored by third parties only as far as is necessary for processing, and appropriate security mechanisms have been put in place to ensure this continues. These include but are not limited to passwords, encryption and access restrictions, depending on the type and sensitivity of the data.
Under the GDPR your rights are as follows. You can read more about your rights in details here:
• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• The right not to be subject to automated decision-making including profiling.