Privacy Policy for Subsidium.media

Last Updated: March 27, 2025

1. Introduction

Welcome to Subsidium.media ("we," "our," or "us"). We respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website subsidium.media (the "Site") or engage with our social media management services.

We provide professional social media management services to small businesses and professionals, which involves handling various types of data across multiple platforms. This policy outlines our practices regarding that data and your rights concerning it.

2. Information We Collect

2.1 Information You Provide to Us

We may collect the following information that you voluntarily provide:

Account Information: Name, business name, email address, and billing information when you register for our services.
Business Details: Brand guidelines, target audience information, business goals, competitor information, content preferences, and product/service details collected through our onboarding questionnaire.
Social Media Account Access: Login credentials or access tokens for your business social media accounts (Facebook, LinkedIn, Twitter/X, Instagram).
Content Assets: Images, logos, videos, or other media you provide for us to use in your social media content.
Communication Data: Information provided in emails, messages, calls, or other communications with our team.
Payment Information: Credit card details, billing address, and other financial information needed to process payments.

2.2 Information We Collect Automatically

When you visit our Site, we may automatically collect:

Device Information: IP address, browser type, operating system, device type, and device identifiers.
Usage Data: Pages visited, time spent on pages, referring website, and actions taken on our Site.
Location Information: General location derived from IP address.
Cookies and Similar Technologies: Information collected through cookies, web beacons, and similar tracking technologies (see Section 7 for details).

2.3 Information From Third Parties

We may collect information from third-party sources, including:

Social Media Platforms: When authorized by you, we access analytics and performance data from your connected social media accounts.
Service Providers: Information from payment processors, analytics providers, and other business partners.
Publicly Available Sources: Information from business directories, professional networks, and public social media profiles.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 To Provide Our Services

Setting up and managing your social media accounts
Creating and publishing content on your behalf
Scheduling posts across platforms
Monitoring engagement and performance
Generating analytics reports
Processing payments and maintaining your account

3.2 To Improve Our Services

Analyzing usage patterns to enhance user experience
Developing new features and offerings
Troubleshooting technical issues
Conducting research and analysis

3.3 To Communicate With You

Responding to your inquiries and requests
Providing information about your account and services
Sending service updates and administrative messages
Sharing marketing communications (with consent)
Delivering analytics reports and performance insights

3.4 To Comply With Legal Obligations

Meeting regulatory requirements
Responding to legal requests and preventing fraud
Enforcing our terms and conditions
Protecting our rights, privacy, safety, or property

4. Legal Basis for Processing (UK/EU Users)

If you are in the United Kingdom or European Economic Area (EEA), we process your personal information based on the following legal grounds:

Contractual Necessity: To perform our contract with you when you engage our services
Legitimate Interests: To pursue our legitimate business interests, such as improving our services, marketing, and fraud prevention
Consent: Where you have given us permission to process your data for specific purposes
Legal Obligation: To comply with legal requirements

5. Information Sharing and Disclosure

We may share your information with the following parties:

5.1 Service Providers

We share information with third-party vendors who help us provide our services, including:

Scheduling tools (e.g., Later)
Email marketing platforms (e.g., Mailchimp)
AI content generation tools (e.g., Claude AI, Leonardo AI, ElevenLabs)
Payment processors
Analytics providers
Cloud storage providers
Customer relationship management systems

5.2 Social Media Platforms

To provide our services, we must share content and interact with social media platforms on your behalf. Each platform has its own privacy policy governing how they use this information.

5.3 Legal Requirements

We may disclose your information if required by law, legal process, litigation, or requests from public and governmental authorities.

5.4 Business Transfers

If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

5.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

6. Data Retention and Security

6.1 Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider:

The contractual relationship with you and our ongoing services
Legal obligations to retain data for certain periods
Relevant statutes of limitations
Disputes or potential disputes
Our legitimate business needs

6.2 Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

Encryption of sensitive information
Secure access controls
Regular security assessments
Staff training on data protection
Secure backup procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Cookies and Similar Technologies

7.1 What We Use

Our Site uses cookies, web beacons, and similar technologies to improve functionality and user experience. Specifically, we use:

Essential Cookies: Required for the Site to function properly
Analytical/Performance Cookies: Help us understand how visitors interact with our Site
Functionality Cookies: Remember choices you make to provide enhanced features
Targeting Cookies: Record your visit, pages visited, and links followed

7.2 Your Choices

Most web browsers allow some control of cookies through browser settings. You may block cookies by activating the setting on your browser that allows you to refuse all or some cookies. However, if you block all cookies, you may not be able to access all or parts of our Site.

8. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

8.1 For UK and EU Residents (Under UK/EU GDPR)

Right to Access: Request copies of your personal information
Right to Rectification: Request correction of inaccurate information
Right to Erasure: Request deletion of your information in certain circumstances
Right to Restrict Processing: Request limitation of processing in certain scenarios
Right to Data Portability: Request transfer of your information to you or a third party
Right to Object: Object to processing based on legitimate interests or direct marketing
Right to Withdraw Consent: Withdraw consent where processing is based on consent

8.2 For California Residents (Under CCPA/CPRA)

Right to Know: Request information about personal information collected, used, disclosed, or sold
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt-out of the sale or sharing of personal information
Right to Non-Discrimination: Not be discriminated against for exercising your rights

8.3 How to Exercise Your Rights

To exercise any of these rights, please contact us using the information in Section 13. We may need to verify your identity before fulfilling your request. We will respond to valid requests within the timeframes required by applicable law.

9. Children's Privacy

Our Site and services are not directed to children under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

10. International Data Transfers

We are based in the United Kingdom and process data both within and outside the UK and European Economic Area (EEA). When we transfer personal information outside the UK/EEA, we implement appropriate safeguards, such as:

Standard Contractual Clauses approved by the European Commission or UK authorities
Adequacy decisions where transfers are to countries deemed to provide adequate protection
Binding corporate rules or other legally acceptable mechanisms

11. Third-Party Links and Services

Our Site may contain links to third-party websites or services that are not owned or controlled by us. This Privacy Policy applies only to our Site and services. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we will provide additional notice, such as a prominent website notice or an email notification.

We encourage you to review this Privacy Policy periodically for any changes. Your continued use of our Site and services after we post changes indicates your acceptance of those changes.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Subsidium.media
3 Kidgate Mews
Louth LN11 8LW
United Kingdom
Email: ben@subsidium.media

13.1 Data Protection Officer/Representative

If you are located in the UK or EU, you may contact our Data Protection Representative at:

Subsidium.media
3 Kidgate Mews
Louth LN11 8LW
United Kingdom
Email: ben@subsidium.media

13.2 Supervisory Authority

If you are located in the UK or EU and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local data protection authority.

14. Social Media Management Specific Provisions

14.1 Content Creation and Publishing

Our services involve creating and publishing content on your social media accounts. This requires:

Accessing your social media accounts through authorized methods
Creating text, image, and video content on your behalf
Scheduling and publishing posts to your accounts
Monitoring engagement and performance
Analyzing metrics and reporting results

14.2 AI-Generated Content

We may use AI tools (such as Claude AI, Leonardo AI, and ElevenLabs) to assist in content creation. These tools may process information about your business to generate appropriate content. We ensure that:

AI processing complies with applicable data protection laws
AI-generated content is reviewed by our team before publishing
Any personal data used in AI training is properly protected
You have the opportunity to review and approve content before publication

14.3 Analytics and Reporting

We provide performance analytics as part of our services. These analytics may include:

Follower growth metrics
Engagement rates and statistics
Reach and impression data
Audience demographics (as provided by social platforms)
Content performance comparisons

This data is collected from your social media accounts using authorized access methods and is used solely to improve your social media performance and provide you with insights.

15. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the United Kingdom, without regard to its conflict of law provisions.

By using our Site and services, you acknowledge that you have read and understood this Privacy Policy.