GDPR Compliance

Last Updated: 22 January 2026

1. Our Commitment to GDPR

Coolmedia Marketing is fully committed to compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We take the protection of your personal data seriously and have implemented comprehensive measures to ensure your information is processed lawfully, fairly, and transparently.

This page outlines our GDPR compliance practices and explains your rights as a data subject under UK data protection law.

2. Data Controller Information

Data Controller: Coolmedia Marketing

Address: Martins Bank Building, 4 and 6 Water St, Liverpool L2 3SP

Email: info@coolmediamarketing.co.uk

Phone: 0151 268 6940

As the data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring compliance with data protection laws.

3. GDPR Principles

We adhere to the seven key principles of GDPR in all our data processing activities:

Lawfulness, Fairness, and Transparency

We process personal data lawfully, fairly, and in a transparent manner. We clearly communicate how and why we collect and use your data.

Purpose Limitation

We collect personal data for specified, explicit, and legitimate purposes and do not process it in ways incompatible with those purposes.

Data Minimization

We only collect personal data that is adequate, relevant, and limited to what is necessary for the purposes for which it is processed.

Accuracy

We take reasonable steps to ensure personal data is accurate and kept up to date. Inaccurate data is erased or rectified without delay.

Storage Limitation

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law.

Integrity and Confidentiality

We implement appropriate technical and organizational measures to ensure the security of personal data, protecting against unauthorized or unlawful processing and accidental loss, destruction, or damage.

Accountability

We are responsible for and can demonstrate compliance with all GDPR principles through our policies, procedures, and documentation.

4. Your Rights Under UK GDPR

As a data subject, you have the following rights regarding your personal data:

Right to be Informed

You have the right to be informed about the collection and use of your personal data. This information is provided in our Privacy Policy.

Right of Access

You have the right to request access to your personal data. We will provide you with a copy of your data in a commonly used electronic format.

Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data. We will update your information promptly upon verification.

Right to Erasure (Right to be Forgotten)

You have the right to request deletion of your personal data in certain circumstances, such as when it is no longer necessary for the purpose it was collected or if you withdraw consent.

Right to Restrict Processing

You have the right to request restriction of processing your personal data in certain situations, such as when you contest the accuracy of the data or object to processing.

Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.

Right to Object

You have the right to object to processing of your personal data for direct marketing purposes or when processing is based on legitimate interests.

Rights Related to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing, including profiling, which produces legal effects or similarly significantly affects you.

5. How to Exercise Your Rights

To exercise any of your GDPR rights, please contact us using the following methods:

Submit a Data Subject Request

What to Include in Your Request

  • Your full name and contact details
  • Description of the right you wish to exercise
  • Any relevant details to help us locate your data
  • Proof of identity (we may request this to protect your data)

Response Time: We will respond to your request within one month of receipt. In complex cases, we may extend this by a further two months and will inform you of any delay.

6. Legal Basis for Processing

We process your personal data based on the following legal grounds:

Consent:

When you have given clear consent for us to process your personal data for specific purposes (e.g., newsletter subscriptions, marketing communications).

Contract Performance:

When processing is necessary to fulfill a contract with you or to take steps at your request before entering into a contract.

Legal Obligation:

When we need to process your data to comply with legal or regulatory requirements.

Legitimate Interests:

When processing is necessary for our legitimate business interests or those of a third party, provided these interests do not override your fundamental rights and freedoms.

7. Data Security Measures

We implement robust technical and organizational security measures to protect your personal data:

Technical Measures

  • SSL/TLS encryption for data transmission
  • Secure password policies and authentication
  • Regular security updates and patches
  • Firewall and intrusion detection systems
  • Regular data backups

Organizational Measures

  • Staff training on data protection
  • Access controls and authorization procedures
  • Confidentiality agreements with staff and contractors
  • Data protection impact assessments
  • Incident response procedures

8. Data Breach Notification

In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will:

  • Notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach
  • Inform affected individuals without undue delay if the breach is likely to result in a high risk to their rights and freedoms
  • Provide clear information about the nature of the breach and the measures taken to address it
  • Take immediate action to contain and remediate the breach

9. Third-Party Data Processors

We work with carefully selected third-party service providers who process personal data on our behalf. These processors include:

  • Email marketing platforms (e.g., Mailchimp)
  • Analytics services (e.g., Google Analytics)
  • Cloud hosting providers
  • CRM systems
  • Payment processors

All third-party processors are bound by data processing agreements that ensure they comply with GDPR requirements and implement appropriate security measures.

10. International Data Transfers

Some of our service providers may be located outside the UK. When we transfer personal data internationally, we ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses approved by the UK authorities
  • Adequacy decisions recognizing equivalent data protection standards
  • Binding Corporate Rules for multinational organizations

11. Children's Privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without parental consent, we will take steps to delete that information promptly.

12. Complaints and Supervisory Authority

If you believe we have not handled your personal data properly or have concerns about our GDPR compliance, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)

  • Website: www.ico.org.uk
  • Helpline: 0303 123 1113
  • Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

However, we encourage you to contact us first so we can address your concerns directly.

13. Updates to This Page

We may update this GDPR compliance page from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated page on our website and updating the "Last Updated" date.

14. Contact Us

If you have any questions about our GDPR compliance or data protection practices, please contact us:

Coolmedia Marketing

Email: info@coolmediamarketing.co.uk

Phone: 0151 268 6940

Address: Martins Bank Building

4 and 6 Water St

Liverpool L2 3SP