Privacy Policy

Introduction

MailShout is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how Cineworx Ltd, trading as MailShout, collects, uses, stores and protects your personal information when you visit our website, contact us or use our advertising services.

This Privacy Policy has been prepared in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR).

1. Who we are

This website is operated by:

Registered company

Cineworx Ltd, trading as MailShout

Registered office

9 Bessemer Crescent, Aylesbury, HP19 8TF

Website

https://www.mailshout.co.uk

General enquiries

hello@mailshout.co.uk

Privacy enquiries

privacy@mailshout.co.uk

Telephone

0203 627 0437

Companies House registration number

15046096

ICO registration reference

C1518310

For the purposes of UK data protection legislation, Cineworx Ltd is the Data Controller responsible for your personal information.

2. Scope of this policy

This Privacy Policy applies to:

• Visitors to our website.
• Businesses making enquiries about our services.
• Advertisers and prospective advertisers.
• Individuals who communicate with us by email, telephone or through our website.
• Users who interact with MailShout QR codes or other campaign tracking technologies.

3. Information we collect

Depending on how you interact with us, we may collect the following information.

Information you provide

This may include:

• Name
• Business name
• Email address
• Telephone number
• Postal address
• Territory of interest
• Enquiry details
• Advertising requirements
• Artwork and creative materials
• Billing information
• Payment information processed securely by our payment providers

You should only provide information that is necessary for us to deliver our services.

Information collected automatically

When you visit our website we may collect information such as:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Time spent on pages
• Referring website
• Date and time of visits
• Approximate geographic location
• Website usage information

Where analytics technologies are enabled, this information is collected only where the appropriate consent has been provided.

4. How we collect information

We collect personal information when you:

• Submit an enquiry through our website.
• Contact us by email.
• Contact us by telephone.
• Request information or a quotation.
• Become an advertiser.
• Subscribe to marketing communications.
• Scan a MailShout campaign QR code.
• Visit and interact with our website.

We may also receive information from trusted third-party service providers where you have authorised them to share it with us.

5. How we use your information

We use personal information to:

• Respond to enquiries.
• Prepare quotations.
• Manage advertising campaigns.
• Deliver our services.
• Process payments.
• Communicate with advertisers.
• Produce campaign performance reports.
• Provide customer support.
• Improve our website and services.
• Detect and prevent fraud.
• Comply with legal obligations.
• Send marketing communications where permitted by law.

6. Lawful basis for processing

We process personal information using one or more of the lawful bases set out in the UK GDPR.

Contract

Where processing is necessary to provide our services or fulfil an agreement with you.

Legitimate interests

Where processing is necessary for the legitimate operation and improvement of our business, provided your rights and freedoms are not overridden.

Legal obligation

Where we are required to comply with legal or regulatory requirements.

Consent

Where you have given us permission, for example when subscribing to marketing communications or consenting to non-essential cookies.

You may withdraw your consent at any time.

7. Marketing communications

We may send marketing communications to:

• Businesses who enquire about our services.
• Existing advertisers.
• Individuals who have subscribed to receive updates.

Marketing communications may include:

• MailShout news.
• Territory launches.
• Advertising opportunities.
• Promotions.
• Business updates.
• Industry insights.

You may unsubscribe at any time using the unsubscribe link within our emails or by contacting us directly.

8. Cookies and website technologies

Our website uses a custom-built first-party cookie consent system.

We currently use an essential cookie to remember your cookie preferences.

If analytics or advertising technologies are introduced in the future, they will only operate where you have provided the appropriate consent.

Further information can be found in our Cookie Policy.

9. QR code tracking

MailShout advertising campaigns may include QR codes to help advertisers measure campaign performance.

Where QR tracking is used, we may collect:

• Anonymous scan statistics.
• Device type.
• Browser type.
• Approximate location.
• Date and time of scan.

QR tracking is designed to measure campaign performance and is not intended to identify individual users.

10. Call tracking

Some campaigns may include call tracking services.

Where call tracking is used:

• Calls are not routinely recorded.
• We may collect anonymous call statistics, including call volumes and durations.
• Call tracking providers may process limited information on our behalf in accordance with applicable data protection legislation.

11. Payments

Payments may be made by:

• Direct Debit
• Bank Transfer
• Secure third-party payment providers

Payment information is processed securely by our payment providers using appropriate security measures. MailShout does not store full payment card details on its own systems.

12. Sharing your information

We only share personal information where necessary.

Recipients may include:

• Payment providers.
• Website hosting providers.
• Customer relationship management (CRM) providers.
• Email marketing providers.
• Professional advisers.
• Royal Mail and fulfilment partners where required.
• Regulatory authorities where legally required.

We never sell your personal information.

13. International transfers

Some service providers may process information outside the United Kingdom.

Where this occurs, appropriate safeguards are implemented to ensure your personal information remains protected in accordance with UK GDPR.

14. How long we keep your information

We retain personal information only for as long as necessary.

Where required by law, information may be retained for longer.

15. Keeping your information secure

We use appropriate technical and organisational measures to protect personal information.

These measures include:

• Secure hosting.
• HTTPS encryption.
• Access controls.
• Password protection.
• Software updates.
• Regular backups.
• Restricted access to personal information.

Although we take reasonable precautions, no internet transmission or electronic storage system can be guaranteed to be completely secure.

16. Your rights

Under UK data protection law you have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of your information where appropriate.
• Request restriction of processing.
• Object to processing.
• Request transfer of your information.
• Withdraw consent where processing relies upon consent.
• Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise any of these rights please contact: privacy@mailshout.co.uk

17. Children's privacy

MailShout's services are intended for businesses and adults.

We do not knowingly collect personal information from children.

If we become aware that we have unintentionally collected personal information relating to a child, we will take appropriate steps to delete it as soon as reasonably practicable.

18. Third-party websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites and encourage you to review their privacy policies before providing any personal information.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in legislation.
• Improvements to our services.
• Changes to our website.
• New technologies.
• Changes to our business operations.

The latest version will always be available at: https://www.mailshout.co.uk

The Last Updated date at the top of this page indicates when this policy was most recently revised.

We review this Privacy Policy regularly to ensure it remains accurate and up to date.

20. Contact us

If you have any questions about this Privacy Policy or how we process your personal information, please contact us.

Organisation

MailShout — a trading name of Cineworx Ltd

Privacy enquiries

privacy@mailshout.co.uk

General enquiries

hello@mailshout.co.uk

Telephone

0203 627 0437

Website

https://www.mailshout.co.uk

Registered office

9 Bessemer Crescent, Aylesbury, HP19 8TF

21. Complaints

If you have concerns about how we have handled your personal information, we encourage you to contact us first so that we can try to resolve the issue promptly.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Website

https://ico.org.uk

Telephone

0303 123 1113

Document information