Halestorm PR Data Policy
This policy applies on and from 25 May 2018
Keeping your data safe
Who are we?
Halestorm PR is an independent public relations company, founded in October 2013 by Lauren Hales. We primarily work in the entertainment sector.
Who’s in control of your data?
It is important that you understand who is responsible for keeping your data safe. We are the “controller” of all personal data collected. This means that we are responsible for deciding how and why your data is used and for ensuring that your data is handled legally and safely.
What data do we collect and where from?
We collect some data directly from you when you contact us. This data may include the following:
- your full name;
- your email address
- your phone number
- your address
- your social media handles
- your job title
- your company name
We also collect information that you voluntarily provide to us when you contact us with queries, complaints, comments or praise, or information that you voluntarily post publicly about yourself on social media.
What do we use your data for?
It is important that you understand how and why we use the personal data that we collect about you. This section sets out the different purposes for which we process personal data and which types of personal data we need for each purpose.
We store your contact details so we can contact you regarding our clients.
We use your data so we can service you with relevant press releases about our clients news and forthcoming releases.
We may use your address to send products relating to our artists, for example CDs, DVDs or merchandise.
We can use competition data for the purposes of allowing you to participate in competitions and to carry out any activities required in relation to those competitions, for example contacting you to let you know that you have won a prize and using your address to send your prize to you.
We use your public social media info to determine your interests and whether you may like to be notified about specific Halestorm PR clients. This helps us to provide you with the best possible information.
We periodically review the data that we keep in our archive and we will delete your data held in the archive where we consider it is no longer of value or interest.
What is our legal basis for using your data?
Data protection law says that we have to tell you the legal basis that we rely on to process your personal data for the purposes that we have notified to you. This section tells you what that legal basis is in relation to each of the purposes set out above.
We process your personal data for all of the purposes identified under What do we use your data for? above on the basis that it is in our legitimate interests to carry out these activities. Further information about what those interests are is set out below.
Purpose: Providing you with relevant information relating to our clients and Halestorm PR
Legitimate interests: To ensure that all relevant journalists receive information that would be beneficial to them and their jobs. We will use this data to send you press packs and alerts and updates that you request.
Purpose: Improving our services
Legitimate interests: To make sure that we continue to improve our service and provide our users with the best and most effective service possible, we may store and update your information.
Legitimate interests: To provide a customised experience to ensure you have the best experience possible dealing with Halestorm PR.
You have the right to object to us processing your personal data for the purposes set out above. Unless we can show that we have a compelling legitimate reason to continue processing your personal data, we will stop processing it.
In respect of the use of your email address to service you with press releases, we process this on the basis that we have your consent to do so. You can withdraw your consent at any time by emailing email@example.com and asking to be removed from our mailing lists.
We process this personal data on the basis that we have a legitimate business interest in ensuring that we communicate effectively with actual and potential sponsors and advertisers and with the press.
Who do we share your data with?
We share your data within the Halestorm PR team.
We will also share your personal data with third parties in the following circumstances:
- where you have specifically consented to us sharing your data with a particular third party; and
- where we are required or permitted to do so by law or to protect or enforce our rights or the rights of any third party.
How long do we keep your data for?
We will keep all your personal data for as long as is needed.
What rights do you have?
You have a number of rights under data protection law. These rights and how you can exercise them are set out in this section. We will normally need to ask you for proof of your identity before we can respond to a request to exercise any of the rights in this section and we may need to ask you for more information, for example to help us to locate the personal data that your request relates to.
We will respond to any requests to exercise your rights as soon as we can and in any event within one month of receiving your request and any necessary proof of identity or further information. If your request is particularly difficult or complex, or if you have made a large volume of requests, we may take up to three months to respond. If this is the case we will let you know as soon as we can and explain why we need to take longer to respond.
You also have a right to ask us to send you a copy of your Account Data and all other personal data that we hold about you (subject to some exceptions). A request to exercise this right is called a “subject access request” and must be made in writing to: firstname.lastname@example.org.
If we have compelling legitimate grounds to carry on processing your personal data, we will be able to continue to do so. Otherwise, we will cease processing your personal data.
You can ask us not to send you any press releases. You can do this by emailing email@example.com.
Please note that it can take a short time for opt-out requests to take effect.
You have a right to ask us to correct inaccurate data that we hold about you. If we are satisfied that the new data you have provided is accurate, we will correct your personal data as soon as possible.
How can you contact us?
What if you have a complaint?
You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data.
You can find out how to do this by visiting www.ico.org.uk
What if this policy changes?