How we handle your data.

1. Who We Are

Wallwide Media Ltd (“Wallwide Media”, “we”, “us”, “our”) is a specialist digital marketing agency working exclusively with adult social care providers — including care homes and home care agencies — across the United Kingdom.

We are registered as a data controller with the Information Commissioner’s Office (ICO) under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What This Policy Covers

This Privacy Policy explains how Wallwide Media Ltd collects, uses, stores, and protects personal data when you:

• Visit our website at wallwidemedia.com
• Complete an enquiry, contact, or survey form on our website or via third-party platforms (e.g. Mailchimp, HubSpot)
• Receive marketing or outreach emails from us
• Engage with us on social media (LinkedIn, Facebook, Instagram)
• Become a client of Wallwide Media Ltd

This policy does not cover third-party websites linked from our site. We encourage you to read those sites’ own privacy policies.

3. Data We Collect, How We Collect It & Our Lawful Basis

We only collect personal data that is necessary for a clear and lawful purpose. The table below sets out what we collect, how we collect it, and the UK GDPR lawful basis we rely on:

We do not collect or process any special category data (e.g. health records, ethnicity, religious beliefs) about website visitors or marketing contacts. Where we process such data on behalf of care provider clients under a data processing agreement, separate provisions apply.

4. How We Use Your Data

We use the personal data we collect for the following purposes:

• To respond to enquiries and provide information about our services
• To onboard new clients and deliver contracted digital marketing services
• To send you relevant marketing communications (only where you have opted in or we have a legitimate interest)
• To conduct market research and surveys relevant to the adult social care sector
• To improve our website, services, and marketing performance using analytics data
• To comply with our legal and regulatory obligations (including financial record-keeping)
• To manage and protect our business, including fraud prevention and network security

5. Email Marketing & PECR Compliance

All email marketing communications sent by Wallwide Media Ltd are conducted in compliance with the Privacy and Electronic Communications Regulations 2003 (PECR) and UK GDPR.

Specifically:

• We only send marketing emails to individuals who have opted in, or to businesses where we have a legitimate interest in contacting them as relevant professional contacts in the adult social care sector
• Every marketing email we send includes a clear and easy-to-use unsubscribe link
• We honour all unsubscribe requests promptly and within 10 business days
• We use Mailchimp and Hubspot as our email marketing platform, which are GDPR-compliant and ICO-registered
• We maintain a suppression list of all contacts who have opted out to ensure they are never re-contacted

6. Cookies & Website Analytics

Our website uses cookies to improve your browsing experience and help us understand how visitors use our site. We use Google Analytics 4 (GA4) to collect anonymised usage data including pages visited, time on site, and device type.

We obtain your consent for non-essential cookies via a cookie consent banner when you first visit our website. You can withdraw consent or manage your cookie preferences at any time via the cookie settings link in our website footer.

Types of cookies we use:

• Essential cookies — required for the website to function (no consent needed)
• Analytics cookies — Google Analytics 4 (GA4), used to measure website performance (consent required)
• Marketing cookies — used only if we run retargeting ads (consent required)

7. Who We Share Your Data With

Wallwide Media Ltd does not sell, rent, or trade personal data. We share data only where necessary and with appropriate safeguards in place. Our trusted third-party processors include:

• Mailchimp (email marketing platform) — The Rocket Science Group LLC, GDPR-compliant
• HubSpot (CRM and lead capture) — HubSpot Inc., GDPR-compliant
• Google Analytics 4 — Google LLC, used for website analytics under anonymisation
• Google Workspace — Google LLC, used for business email and document management
• Namecheap / Hostinger — domain and website hosting providers
• Our accountants and professional advisers — under strict confidentiality obligations

All third-party processors are required to handle your data securely and only for the purposes we specify. We do not transfer personal data outside the UK/EEA without appropriate safeguards (e.g. Standard Contractual Clauses).

8. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law:

When data is no longer needed, it is securely deleted or anonymised in line with our data retention policy.

9. Your Rights Under UK GDPR

Under the UK GDPR and Data Protection Act 2018, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you (Data Subject Access Request)
• Right to rectification — to ask us to correct inaccurate or incomplete data
• Right to erasure — to request deletion of your data where there is no lawful reason to retain it
• Right to restrict processing — to ask us to limit how we use your data
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at hello@wallwidemedia.com. We will respond within 30 days in line with the Data (Use and Access) Act 2025.

If you are not satisfied with how we handle your data or your rights request, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. How We Keep Your Data Secure

Wallwide Media Ltd takes the security of personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction, or disclosure, including:

• Password-protected and encrypted systems and devices
• Secure, access-controlled cloud storage via Google Workspace
• SSL encryption on our website (HTTPS)
• Restricted access to personal data on a need-to-know basis only
• Regular review of our data security practices and third-party processor agreements

In the event of a personal data breach that is likely to result in a risk to individuals, we will notify the ICO within 72 hours and affected individuals without undue delay, as required by UK GDPR Article 33.

11. Children’s Data

Our website and services are directed at business professionals working in the adult social care sector. We do not knowingly collect or process personal data from individuals under the age of 18. If you believe we have inadvertently collected data from a minor, please contact us immediately at hello@wallwidemedia.com and we will delete it promptly.

12. Changes to This Privacy Policy

We review and update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the “Last Updated” date at the top of this document and notify active clients by email.

We encourage you to review this policy regularly. The current version is always available at wallwidemedia.com/privacy-policy.

13. Contact Us

For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact:

Wallwide Media Ltd
Email: hello@wallwidemedia.com
Website: www.wallwidemedia.com
ICO Registration No: ZC142805