The New Media Workshop Privacy Policy

This policy (together with any ancillary documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed. We are committed to ensuring that your data and privacy is protected and only collect data in accordance with the UK General Data Protection Regulation. Visit https://ico.org.uk/ for more information. By using our services it is assumed that you agree to the collection and use of information as referred to in this policy.

Please read the following carefully to understand how we will treat and regard your personal data.

About us

Our website address is www.thenewmediaworkshop.co.uk. The New Media Workshop is based in Glasgow and trade as a UK sole trading business. Our registered address is The New Media Workshop, 537 Clarkston Road, Glasgow, G44 3PN.

The New Media Workshop may be both a data controller and data processor of our client’s personal data. The business owner is the designated Data Protection Officer who can be contacted at Data Protection Officer, The New Media Workshop, 537 Clarkston Road, Glasgow, G44 3PN.

What information we collect

We never store credit card details of any kind but instead offer cheque and bank transfer facilities for payments using encryption via Santander business banking. No financial transactions are carried out via our website.

Any personal information that you provide by filling in forms on our website. This includes information provided at the time of registering an account or domain name, purchasing services from us or requesting further services. We may collect the following information to provide a better service or to assist us with client projects.

• The clients name, business name and business contact details.
• Information provided to us by completing an online form.
• Details of any business transaction carried out between us and the client.
• Information collected during any service carried out by us.
• Details provided to us via social channels or digital communications.
• Details provided to us via conversational marketing channels or the online chat facility via the website.

Information collected when you visit our website such as:

• IP address when available.
• Location data and location of visit to our website.
• Google Re-Captcha test to ensure the visit is not from a robot.
• Browser type and device.
• Length of visit and time on our website pages, length of time on the site and exit pages.

We may also ask you for information when you report a problem with your website or any email service you have purchased. If you require email assistance then we may be required to access your email account to carry out such support requests including email password recovery or the repair of non functioning email accounts or data recovery via the timeline backup service.

If you contact us by letter, email or digital communications then records of the correspondence may be kept.

Details of any transactions you have with our business and of the fulfilment and administration of your orders such as domain name purchase or domain name renewals, email and web hosting services or web development and web maintenance services.

We also collect technical data and usage information such as your operating system, browser type, referring / exit pages and URLs, number of clicks, domain names and pages viewed in our server logs. This information is used mainly for security purposes and occasionally for marketing.

In the circumstances where we are acting as a data processor, we shall only act on the instructions of our client as the data controller. If you provide us with personal data about a third party (for example when registering a domain on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

Who is Information

When we purchase a domain name your business details are passed on as part of the purchase. The details you the client provide for any domain purchase will be shared with the whois service to show you legally owns the domain you purchase from us. We will act as your domain registrar until instructed otherwise. The client will always be the legal contact for the registered domain name and they will ensure all renewals are dealt with before date of expiry.

How we use personal data

1. To register a customer account.
2. To process services or orders that you have placed with us.
3. To handle customer service and technical support enquiries.
4. To ensure that content from our site is presented in the most effective manner for you and for your computer or device.
5. To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
6. To carry out our obligations arising from any contracts entered-into between you and us.
7. To allow you to participate in interactive features of our service, when you choose to do so.
8. To notify you about changes to our service.
9. To carry out marketing and statistical analysis
10.  To carry out services and third party apps for social networking.

Automatic decision making

We may use the information provided by you to perform automatic decisions about the acceptance of orders you place. This helps us combat fraud and abuse and this information never leaves our network.

Where we store your personal data

The personal data that we collect from you will be stored on our servers inside the European Economic Area (“EEA”). Occasionally, we may have to transfer personal data outside of the EEA. For example, domain registration data needs to be sent to our domain registrar outside of the EEA. By submitting your personal data, you agree to this transfer, storing or processing of data outside the EEA. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with the GDPR and our data protection policies.

Data retention

We only retain your personal data for as long as we need it to fulfil the purposes for which we have initially collected it, unless otherwise required by law. We will retain and use information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements as follows:

• Invoice data is kept for a minimum of 6 years as required under UK Law
• Log files are rotated every 12 weeks. However, anonymised data may be kept for longer.
• Website backup data will be kept for 1 year and only thereafter if a support plan is in place.
• Timeline backups – Daily backups spanning the last 30 days.

The New Media Workshop infrastructure and day to day file backups are kept for 12 months. Disaster recovery backups, Email Backups & Web Hosting data is kept for 30 days.

In the rare event backups containing personal information are restored post-deletion, The New Media Workshop will make every reasonable effort to ensure data that has been forgotten is not inadvertently restored and ensure all traces of data are removed within a maximum period of 180 days unless additional retention obligations apply.

How we handle your privacy

We are committed to protecting your privacy and the data we store. If you have any questions about this privacy policy or your personal data then please write to us by email at support@thenewmediaworkshop.uk or by post to The New Media Workshop, 537 Clarkston Road, Glasgow, G44 3PN.

Microsoft Clarity

We use Microsoft Clarity, a web analytics service provided by Microsoft, to better understand how users interact with our website. Clarity collects usage data such as mouse movements, clicks, scroll activity, session recordings, device and browser information, and IP address. This information is used to improve our website functionality and user experience. Data collected through Microsoft Clarity is processed in accordance with Microsoft’s privacy policies.

For the avoidance of doubt, The New Media Workshop will never sell your personal data to third parties and will never be part of any spam activities.

We only contact our customers or subscribers via email and via mail for official payment and administrative purposes and occasionally via telephone during standard business hours for more urgent matters. These private customer details are never shared with any third parties and stored securely.

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

• The right to request a copy of your personal data which we hold about you.
• The right to request that we correct any personal data if it is found to be inaccurate or out of date. You can view, edit and remove your personal data through the The New Media Workshop Hosting Control Panel assigned to you at the sign up stages.
• The right to object to our use of your personal data and request your personal data is erased where it is no longer necessary for us to retain such data. This is known as your right to be forgotten. Please note that there may be legal reasons as to why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.
• You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by following the Unsubscribe link at the bottom of any emails we send, contacting Customer Services or writing to us at The New Media Workshop, 537 Clarkston Road, Glasgow, G44 3PN.
• The right to lodge a complaint with the Information Commissioners Office. Please see https://ico.org.uk/make-a-complaint/ for further information.

Media & Image Content for Projects

If you supply or upload to our team images that you have taken to be included in your website project or printed products then please ensure you avoid uploading these images with embedded location data (EXIF GPS) included. Visitors to your website project can extract any location data from images.

COOKIES

What are cookies?

Cookies are small pieces of data stored on your device (computer, tablet, or mobile phone) when you visit a website. They serve various purposes, including enabling the website to recognise your device, remembering your preferences, and improving your user experience. Cookies can also provide anonymised tracking data to website owners to analyse site usage patterns and tailor content accordingly. You can manage or disable cookies through your browser settings, but please note that doing so may affect the functionality of certain features on this websites.

This website uses cookies to better users experience and to develop our website for our visitors. By continuing to use our website, you consent to the use of cookies as described in this policy.

What Cookies do we use?

Any information we collect is used for tracking and user experience and this data cannot be used to identify a user. If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment.

If you have an account and you log in to our website, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also setup several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

How we use cookies

We may obtain information about your general Internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

• To estimate our audience size and usage pattern,
• To store information about your preferences, and so allow us to customise our site according to your individual interests.
• To speed up your searches.
• To recognise you when you return to our site.
• Remarketing – For example, once you have visited our website you may see The New Media Workshop adverts to remind you of our products. We also use cookies to exclude existing customers from seeing our adverts.
• Analytics – We use Google Analytics, Google Search Console, Bing Search Console to access how visitors use this website. These cookies use anonymous information only.
• Security – Cookies to help prevent attacks on the website including attempts to steal the information a visitor enters on website forms and interactions. They also help identify fraudulent activity.

We use the following popular cookie solutions on our site:

• Strictly necessary cookies
  These are cookies that are required for specific functionality on the website such as enabling you to login, download information or use the shopping cart.
• Analytical / Performance Cookies
  Set on our site by third parties such as Google Analytics which allow us to collect data about our site visitors. This information is gathered anonymously and it does not allow you to be identified.
• Functionality Cookies
  These are used to identify you when you return to the website.
• Tracking Cookies
  These cookies record your visit to the website, location and other data useful in the development of the website.

You may refuse to accept cookies by activating the setting on your browser or our website which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site or fill in a contact form.

Microsoft Clarity

We use Microsoft Clarity, a web analytics service provided by Microsoft, to better understand how users interact with our website. Clarity collects usage data such as mouse movements, clicks, scroll activity, session recordings, device and browser information, and IP address. This information is used to improve our website functionality and user experience. Data collected through Microsoft Clarity is processed in accordance with Microsoft’s privacy policies.

Who we share your information with

By entering into this agreement, you agree to the processing of data by the third parties listed below. When we introduce any new, or change any existing third-party agreements, we will ensure this policy is updated at least 30 days before the new third party processes any data.

Data breaches

In the event of a data breach, the affected individuals will be contacted within the timescales specified by the guidance provided by the GDPR. It will be reported to the Information Commissioner, and a full report – highlighting any risks – will be provided.

Third party links and Past Project Case Studies

Our site may contain links to and from the websites of our partner networks. If you follow a link to any of these websites, please note that these websites have their own privacy and security policies. We do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. We do not accept any responsibility for damage to your device or malware transferred when visiting any of these sites.

Changes to this policy

We may update our privacy policy from time to time by amending and updating this version stored on our website. We regularly review our policies and we will place any updates to this policy on this web page. This privacy policy was last updated on 15^th November 2024.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you: https://thenewmediaworkshop.co.uk/contact/

You can also write to our registered address: The New Media Workshop, 537 Clarkston Road, Glasgow, G44 3PN.