Privacy Policy
PLEASE READ THE BELOW CAREFULLY BEFORE USING THIS SITE
Privacy Policy Use
Last updated: 1st February 2026
Madhouse Media Ltd respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quote, become a client, use our services or otherwise interact with us.
This Privacy Policy applies to our website:
It also applies to personal data we collect through enquiries, emails, phone calls, forms, proposals, meetings, contracts and service delivery.
1. Who we are
Madhouse Media Ltd is the controller of your personal data.
Company name: Madhouse Media Ltd
Company number: 11356598
Registered in: England and Wales
Registered office: Bridge End Chambers, Front Street, Chester Le Street, County Durham, United Kingdom, DH3 3QY
Email: hello@madhousemedia.co.uk
In this Privacy Policy, “we”, “us” and “our” refer to Madhouse Media Ltd.
2. What this Privacy Policy covers
This Privacy Policy explains:
- what personal data we collect
- how we collect it
- why we use it
- the lawful bases we rely on
- who we may share it with
- how long we keep it
- how we protect it
- your rights
- how to contact us
- how to complain if you are unhappy
This Privacy Policy does not cover third-party websites, platforms or services that may be linked from our website. Those third parties will have their own privacy policies.
3. Personal data we collect
The personal data we collect depends on how you interact with us.
We may collect and use the following types of personal data:
Contact details
This may include:
- name
- business name
- school name
- job title
- email address
- telephone number
- postal address
- billing address
Enquiry and communication data
This may include:
- messages you send to us
- contact form submissions
- quote requests
- project briefs
- meeting notes
- phone call details
- email correspondence
- support requests
- feedback
- survey responses
Client and service data
If you become a client, we may collect and process information relating to the services we provide, including:
- account details
- project details
- website details
- domain and hosting information
- login information provided by you
- CRM information
- advertising account information
- social media account information
- brand assets
- content files
- order history
- invoices and payment records
- contract and proposal information
- support tickets
- technical notes
- service records
Website and technical data
When you visit our website, we may collect technical information such as:
- IP address
- browser type and version
- device type
- operating system
- pages visited
- time and date of visit
- referral source
- approximate location
- cookie preferences
- website usage data
Some of this information may be collected through cookies, analytics tools, server logs or similar technologies.
Marketing data
We may collect information about:
- your marketing preferences
- whether you have opted in or out of marketing
- email engagement, such as opens and clicks
- campaign responses
- advertising interactions
- services you may be interested in
Payment and financial data
We may collect information needed to manage payments and accounts, such as:
- invoice details
- payment status
- transaction references
- accounting records
- VAT or finance information where relevant
We do not usually store full card payment details ourselves. Where card payments are used, they are normally processed by a third-party payment provider.
4. Special category data
Special category data is more sensitive personal data, such as information about health, ethnicity, religious beliefs, political opinions, trade union membership, genetic data, biometric data or sexual orientation.
We do not normally ask for or intentionally collect special category data through our website.
If we ever need to process special category data for a specific purpose, we will only do so where we have a lawful basis under UK data protection law and a valid special category condition.
Please do not send us special category data unless it is necessary for the service or request you are making.
5. How we collect personal data
We may collect personal data directly from you when you:
- visit our website
- submit a contact form
- request a quote
- email us
- call us
- message us on social media
- book a meeting
- become a client
- sign a proposal or contract
- provide access to your website, CRM, advertising account or online platform
- send us files, content, images or brand assets
- pay an invoice
- subscribe to emails or updates
- respond to a campaign
- attend a meeting, event or training session
We may also receive personal data from third parties, such as:
- referral partners
- suppliers
- subcontractors
- analytics providers
- advertising platforms
- CRM systems
- payment providers
- hosting providers
- domain registrars
- email marketing platforms
- social media platforms
- publicly available sources, such as Companies House, websites, LinkedIn or business directories
6. How we use your personal data
We may use your personal data for the following purposes:
To respond to enquiries
We use your information to respond when you contact us, request a quote, ask a question or make an enquiry.
Lawful basis: Legitimate interests, or steps taken before entering into a contract.
To provide services
We use your information to deliver the services you have asked us to provide, such as website design, hosting, SEO, PPC, social media management, branding, print, workwear, CRM, automation, AI tools, IT support, training and related services.
Lawful basis: Contract, legitimate interests and, where necessary, legal obligation.
To manage client accounts
We use your information to manage your account, communicate with you, keep service records, handle support requests, manage projects and maintain business records.
Lawful basis: Contract, legitimate interests and legal obligation.
To process payments and manage accounts
We use your information to issue invoices, process payments, chase overdue payments, keep accounting records and manage financial administration.
Lawful basis: Contract, legitimate interests and legal obligation.
To improve our website and services
We may use website usage data, feedback and analytics to understand how people use our website, improve our services, fix technical issues and improve user experience.
Lawful basis: Legitimate interests or consent, depending on the technology used.
To send marketing communications
We may use your contact details to send relevant updates, offers, service information or marketing communications.
We will only send marketing where we are allowed to do so under applicable data protection and electronic marketing rules. You can opt out of marketing at any time.
Lawful basis: Consent or legitimate interests, depending on the circumstances and the type of recipient.
To run advertising and remarketing activity
We may use data collected through cookies, pixels or similar technologies to measure advertising performance, understand campaign results or show relevant adverts.
Where required by law, we will ask for your consent before using non-essential cookies or similar technologies.
Lawful basis: Consent, and in some cases legitimate interests.
To protect our business and website
We may use personal data to keep our website, systems, accounts, data and services secure, prevent fraud, investigate misuse and enforce our terms.
Lawful basis: Legitimate interests and legal obligation.
To comply with legal obligations
We may use your information to comply with legal, regulatory, tax, accounting or reporting obligations.
Lawful basis: Legal obligation.
To manage disputes or legal claims
We may use personal data to handle complaints, recover debts, resolve disputes, protect our legal rights or respond to legal claims.
Lawful basis: Legitimate interests and legal obligation.
7. Our lawful bases for using personal data
Under UK data protection law, we must have a lawful basis for using your personal data.
The lawful bases we may rely on are:
Consent
Where you have given clear permission for us to use your personal data for a specific purpose, such as subscribing to certain marketing emails or accepting non-essential cookies.
You can withdraw consent at any time.
Contract
Where we need to use your personal data to perform a contract with you or take steps before entering into a contract.
Legitimate interests
Where we use personal data for our legitimate business interests, provided your interests and rights do not override those interests.
This may include responding to enquiries, managing client relationships, improving services, protecting our business and sending relevant business-to-business communications.
Legal obligation
Where we need to use personal data to comply with the law, such as tax, accounting, company, regulatory or legal obligations.
Vital interests
Where processing is necessary to protect someone’s life. This is unlikely to apply in normal use of our website or services.
Public task
Where processing is necessary to perform a task in the public interest or exercise official authority. This is unlikely to apply to most of our activities.
8. Marketing communications
We may contact you with information about our services, updates, offers, events, resources or content that may be relevant to you or your business.
We may do this by email, phone, post, social media, messaging platforms or online advertising, where permitted by law.
You can opt out of marketing communications at any time by:
- clicking an unsubscribe link in a marketing email, where available
- replying to the message
- contacting us at hello@madhousemedia.co.uk
We will not sell your personal data to third parties for marketing.
Even if you opt out of marketing, we may still contact you about service, contract, billing, legal or account-related matters.
9. Cookies and similar technologies
Our website may use cookies and similar technologies.
Some cookies are essential for the website to work properly. Other cookies or technologies may be used for analytics, performance, advertising, social media, embedded content, security or functionality.
Where required by law, we will ask for your consent before using non-essential cookies or similar technologies.
You can manage your cookie preferences through our cookie banner or browser settings.
For more information, please see our Cookie Policy.
10. Who we share personal data with
We may share personal data where necessary with trusted third parties, including:
- employees, directors and authorised team members
- freelancers, subcontractors and consultants working with us
- website developers and designers
- hosting providers
- domain registrars
- CRM providers
- email and communication providers
- analytics providers
- advertising platforms
- payment providers
- accounting and bookkeeping providers
- IT support providers
- cloud storage providers
- legal and professional advisers
- debt recovery providers
- insurers
- regulators, law enforcement agencies, HMRC or other authorities where required by law
We only share personal data where we have a valid reason to do so.
Where a third party processes personal data on our behalf, we expect them to keep it secure and only process it in line with our instructions and applicable law.
11. Third-party platforms we may use
Depending on the services we provide and the tools active on our website or within client projects, we may use third-party platforms such as:
- website hosting providers
- WordPress and website plugins
- Google services
- Meta/Facebook services
- LinkedIn services
- TikTok services
- Microsoft 365
- email marketing platforms
- CRM systems
- Zapier or automation tools
- payment processors
- accounting software
- analytics and tracking tools
- call, meeting or messaging platforms
This list is not exhaustive and may change as our business and services develop.
Some third-party platforms may act as independent controllers of your personal data. Where this applies, their own privacy policies will also apply.
12. International transfers
Some of the third-party platforms and service providers we use may process personal data outside the United Kingdom.
Where personal data is transferred outside the UK, we will take reasonable steps to ensure that appropriate safeguards are in place, such as adequacy regulations, approved transfer mechanisms, contractual safeguards or other lawful transfer arrangements.
13. How long we keep personal data
We will only keep personal data for as long as reasonably necessary for the purpose it was collected, including to meet legal, accounting, tax, contractual, reporting or dispute resolution requirements.
As a general guide:
- enquiry data may usually be kept for up to 24 months after the last meaningful contact
- client account and project records may usually be kept for up to 7 years after the end of the client relationship
- invoice, payment and accounting records may usually be kept for at least 6 years, or longer where required by law
- marketing data is kept until you unsubscribe, opt out, withdraw consent or we decide it is no longer useful
- website analytics data is kept in line with the retention settings of the relevant analytics platform
- support and communication records may be kept for as long as needed to manage the relationship, resolve issues or protect our legal position
- legal dispute records may be kept for as long as necessary to handle the dispute or potential claim
We may anonymise personal data so that it can no longer identify you. We may use anonymised data for reporting, research, analytics or business improvement.
14. How we protect personal data
We take appropriate steps to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
This may include:
- secure systems and passwords
- access controls
- SSL encryption on our website
- secure email and cloud services
- device security
- antivirus and malware protection
- staff access controls
- backups where appropriate
- supplier checks where appropriate
- limiting access to people who need the information
No website, email system or online service can be guaranteed to be completely secure. You should take care when sending information to us electronically.
15. Your data protection rights
Under UK data protection law, you have rights in relation to your personal data.
These may include:
The right to be informed
You have the right to know how we collect and use your personal data.
The right of access
You can ask us for a copy of the personal data we hold about you.
The right to rectification
You can ask us to correct inaccurate or incomplete personal data.
The right to erasure
You can ask us to delete your personal data in certain circumstances.
The right to restrict processing
You can ask us to restrict how we use your personal data in certain circumstances.
The right to object
You can object to our use of your personal data in certain circumstances, including for direct marketing.
The right to data portability
You can ask us to provide certain personal data in a structured, commonly used and machine-readable format.
Rights relating to automated decision-making
You have rights where a decision is made solely by automated means and has a legal or similarly significant effect on you.
We do not normally make decisions about individuals solely by automated means.
The right to withdraw consent
Where we rely on consent, you can withdraw that consent at any time.
16. How to exercise your rights
You can exercise your rights by contacting us at:
You do not need to use a specific form of words. However, it helps if you clearly explain what you are asking for.
We may need to confirm your identity before responding to your request.
We will usually respond to rights requests within one month. If your request is complex or you have made several requests, we may need longer, but we will let you know.
We do not usually charge a fee. However, we may charge a reasonable fee or refuse to respond where a request is manifestly unfounded or excessive.
17. Complaints
If you are unhappy with how we use your personal data, please contact us first so we can try to resolve the issue.
Email:
You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator for data protection.
Information Commissioner’s Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113
18. Links to other websites
Our website may include links to other websites, platforms or resources.
We are not responsible for the privacy practices, security, content or policies of third-party websites.
You should read the privacy policy of any third-party website you visit.
19. Monitoring and recording communications
We may monitor or record communications such as emails, calls, meetings or messages where appropriate for:
- training
- quality assurance
- service improvement
- fraud prevention
- compliance
- record keeping
- dispute resolution
- protecting our legal rights
Where calls or meetings are recorded, we will do this in line with applicable law.
20. Children’s personal data
Our website and services are mainly intended for businesses, organisations and adults.
We do not knowingly collect personal data from children through our website for marketing purposes.
If we provide services to schools, clubs, family-focused businesses or organisations that involve children’s data, this should be covered by separate service terms, data processing terms, safeguarding arrangements or client instructions where required.
21. Client data and data processing
When we provide services to clients, we may process personal data on behalf of that client.
This may apply where we manage, support or access:
- websites
- forms
- CRM systems
- email marketing platforms
- advertising accounts
- analytics platforms
- hosting accounts
- customer databases
- booking systems
- e-commerce systems
- automation tools
- support platforms
In these cases, the client may be the controller and we may act as a processor.
Where required, separate data processing terms may apply.
Clients are responsible for making sure they have the right to provide personal data to us and that their own privacy notices, consents and lawful bases are appropriate.
22. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will be published on this page with an updated “last updated” date.
If we make significant changes, we may take additional steps to let you know where appropriate.
23. Contact us
If you have any questions about this Privacy Policy or how we use personal data, please contact us:
Madhouse Media Ltd
Bridge End Chambers
Front Street
Chester Le Street
County Durham
United Kingdom
DH3 3QY
Email: hello@madhousemedia.co.uk
Company number: 11356598
Registered in: England and Wales