Privacy Notice

This privacy notice describes how Luminous PR protects and makes use of  data.

We collect and process journalist data for our legitimate interest in providing relevant information to journalists who wish to keep informed on what is happening in the technology sector (as well as other related sectors).

We also collect and process information given to us by:

  • Luminous PR clients
  • Those who have signed up to our email newsletter
  • Users of our website (www.luminouspr.com)
  • Recipients of our emails
  • Those who interact with us on social media

This data is gathered in order to provide services as a PR agency as well as to better understand how users interact with our website and our emails, so that we can improve our services and make sure that we’re always offering relevant information.

If you have any questions about this policy, would like to check what information we have about you, or would like to request changes to your data please email hello@luminouspr.com or write to: Seymour House, 30-34 Muspole Street, Norwich, NR3 1DJ.

This policy may be updated at any time. The latest version is published on this page.

This policy was updated on: 18 May 2018

 

What data we gather

 

We may collect the following information:

  • Name, job title and employer
  • Contact information including email address and phone number
  • Demographic information, such as postcode, preferences and interests
  • Website usage data. We use two third party services, Google Analytics and WordPress, to collect standard internet log information and details of visitor behaviour patterns (this may include the browser name, the type of computer and technical information about users means of connection to our website, e.g., the operating system and the internet service providers utilised and other similar information). We do not make any attempt to to find out the identities of those visiting our website. If we do collect personal data we are always upfront about this (e.g., through our newsletter signup form).
  • Email usage data. We use a third party provider, Mail Chimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Mail Chimp’s privacy notice.
  • Social media queries. We use Twitter, Facebook, LinkedIn and Instagram. If you contact us on any of these channels that query will be stored on their platforms in line with their privacy notices and terms of services. If you contact us on Twitter or Instagram your query will also be stored in a third party provider, Hootsuite, for three months.
  • Other information relevant to working with clients including, but not limited to, colleague contact data, email correspondence, bookkeeping data (contracts, invoices, etc), client assets (images, logos etc), SMS and What’sApp messages.
  • Media intelligence. We use a third party provider, Roxhill, to find the contact details for journalists and influencers to make sure that we are contacting them with relevant information for them to carry out their roles as journalists. For more information please see Roxhill’s privacy policy.

 

How we use this data

 

Collecting this data allows us to carry out our work as a PR agency. It also helps us understand what you are looking from us, enabling us to deliver improved products and services.

Specifically, we may use data:

  • For our own internal records.
  • To improve the services we provide.
  • To contact you in response to a specific enquiry.
  • To customise the website for you.
  • To send you promotional emails about services, news and other things we think might be relevant to you (if you have opted-in).
  • To send you promotional mailings or to call you about services, news and other things we think might be relevant to you (if you have opted it).
  • To contact you via email, telephone or mail for market research reasons (if you have opted it).

 

How long do we keep, client records?

 

Partial client records are held for six years. After a contract has ended we will only use this information for historical reference, research and benchmarking. These records will be retained in a secure environment and access to it will be restricted to only those who need to see the information.

 

Cookies and how we use them

 

What is a cookie?

A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website.

Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.

How we use cookies

We may use cookies to:

  • Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.

Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

Controlling cookies

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.

However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.

To learn more about cookies and how they are used, visit All About Cookies.

 

Controlling information about you

 

If you have signed up to our newsletter you can change your mind easily, via one of these methods:


We will never lease, distribute or sell your personal information to third parties unless we have your permission or the law requires us to.

Any personal information we hold about you is stored and processed under our data protection policy, in line with the Data Protection Act 1998.

If you are a journalist and do not wish to be contacted by Luminous PR, we will add you to our suppression list. We will only hold the necessary details to ensure that you are not contacted again.

 

Security

 

We will always hold your information securely.

To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.

We also follow stringent procedures to ensure we work with all personal data in line with the Data Protection Act 1998.

 

Links from our site

 

Our website may contain links to other websites.

Please note that we have no control of websites outside the Luminous PR domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.

 

Job applicants, current and former Luminous PR employees


Data collected during the recruitment process

Any information given to Luminous PR during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal requirements if necessary.

We sometimes use third party recruitment agencies and online recruitment services to assist with our recruitment. If you hear about a Luminous PR vacancy on an external website, please refer to their privacy policy for more information on how they process applicants’ data.

Once an application has reached Luminous PR, we will not share any of the information you provide.

The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the details you provide to us to access your application, as well as to contact applicants. Unsuccessful applicants may not be contacted. Unsuccessful applications will be deleted within three months of the application closing, unless it has been separately agreed that we will keep your details on file for consideration for future positions.

What employment information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. Information typically includes:

  • your name
  • contact details
  • details of your qualifications
  • skills
  • experience and employment history
  • information about your current level of remuneration
  • including benefit entitlements
  • whether or not you have a disability for which the organisation needs to make reasonable
  • adjustments during the recruitment process; and
  • information about your entitlement to work in the UK.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

What information do you hold about employees past and present?

If you are successfully employed by Luminous PR we will collect the relevant details necessary to administer your employment including your name, bank details, address, date of birth, National Insurance Number and salary. Additionally, performance records may be kept as part of an employees professional development plan.

After employment with Luminous PR has concluded we will keep this information for no longer than two years (typically we aim to delete records after the conclusion of the tax year).