Privacy policy

1. Who we are

SHEP MEDIA LTD is the controller responsible for the personal information described in this policy.

• Company: SHEP MEDIA LTD
• Company number: 17199108
• Email: darryn.shepherd@shepmedia.net
• Website: shepmedia.net

2. Information we collect

When you use our enquiry form, we may collect your name, business or organisation name, phone number, email address, website address, the type of service you are interested in and the information you include in your message.

We may also retain correspondence and practical records connected with your enquiry or any later work. Our hosting provider may automatically process limited technical information, such as IP address, browser type, device information and security logs, to deliver and protect the website.

Please do not include sensitive personal information in the enquiry form unless it is necessary and we have asked you to provide it.

3. How we use your information

We use enquiry information to:

• receive, review and respond to your enquiry;
• understand your business, aims and support needs;
• recommend a suitable next step and prepare a proposal or quote;
• manage our relationship and keep appropriate business records;
• protect the website, prevent misuse and comply with legal obligations.

Your enquiry email and phone number: We use the contact details you provide to reply to your enquiry and communicate with you about the support you requested. Providing them does not, by itself, sign you up for promotional messages.

Our lawful bases will usually be taking steps at your request before entering into a contract, performing a contract, complying with a legal obligation, and our legitimate interests in operating and protecting our business and responding to genuine business enquiries.

4. Promotional and update emails

We may send occasional emails about SHEP MEDIA news, useful updates, services or promotions only where you have separately chosen to receive them or where the law otherwise permits us to do so.

The marketing option on our enquiry form is separate and optional. Choosing not to receive promotional emails will not affect our response to your enquiry or any service you receive.

You can withdraw your consent or opt out at any time by using the unsubscribe option in a marketing email or by contacting darryn.shepherd@shepmedia.net. We may keep a minimal suppression record so that we can respect your request not to receive further marketing.

5. Who we share information with

We do not sell personal information. We may use trusted service providers where needed to run the website and our business, including website hosting and form processing, email, document storage, security and professional advisers.

The website is hosted through Netlify. Information submitted through the form may therefore be processed through Netlify’s systems before it reaches us. Providers may process information outside the UK. Where required, we expect appropriate contractual and legal safeguards to be used for international transfers.

We may also disclose information if required by law, a court, a regulator or to establish, exercise or defend legal rights.

6. How long we keep information

We keep enquiry information only for as long as reasonably necessary. Enquiries that do not lead to work will normally be reviewed and deleted within 24 months of the last meaningful contact, unless we need to retain them for a legal, regulatory or dispute-related reason.

Client and financial records may be kept for longer where tax, accounting, contractual or legal requirements apply. Marketing details are kept until you unsubscribe, withdraw consent or we determine that the information is no longer needed.

7. How we protect information

We use reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No internet service can be guaranteed completely secure, so please use care when deciding what to include in an online form.

8. Your data-protection rights

Depending on the circumstances, you may have the right to ask for access to your personal information, correction, deletion, restriction, objection to processing, or transfer of information. Where processing is based on consent, you may withdraw that consent at any time without affecting earlier lawful processing.

These rights are not absolute and legal exemptions may apply. We may need to verify your identity before acting on a request.

9. Cookies and website changes

This version of the website does not intentionally use non-essential advertising or analytics cookies. If we add analytics, advertising tools or other services that require consent, we will update this policy and provide an appropriate cookie choice.

We may update this policy when our services, website or legal responsibilities change. The latest version will always appear on this page with its revision date.

10. Contact and complaints

For questions or requests about your information, contact:

SHEP MEDIA LTD
Company number 17199108
darryn.shepherd@shepmedia.net

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. Visit ico.org.uk/make-a-complaint. We would appreciate the opportunity to address your concern first.