Plexus Media Ltd — Privacy Notice
Last updated: 1st July 2026
1. About this notice
This notice explains how Plexus Media Ltd (“we”, “us”, “our”) collects and uses your personal data, and the rights you have in relation to it. It applies when you use our website, enquire about or use our services, or otherwise deal with us.
We are committed to protecting your personal data and handling it responsibly, in line with UK data protection law.
2. Who we are
Plexus Media Ltd is the “controller” of your personal data, which means we decide how and why it is used.
- Company: Plexus Media Ltd (SC190357), 2 Bank Street, Cromarty, IV11 8UY
- Data Protection Officer: Jamie Pond
- Email: DPO@plexusmedia.co.uk
- Phone: +44 (0)1381 600818
- Postal address: 2 Bank Street, Cromarty, Scotland, UK IV11 8UY
We are registered with the Information Commissioner’s Office (ICO) under registration number [add ICO registration number].
3. The personal data we collect
Depending on how you interact with us, we may collect:
- Identity and contact details — such as your name, job title, employer, email address, postal address and phone number.
- Client and enquiry information — details of the products or services you ask about or buy, correspondence with us, and information you provide when we deliver work for you.
- Payment and billing information — such as billing address and transaction records.
- Website and technical data — such as IP address, device and browser information, and how you use our website, collected through cookies and similar technologies (see section 5).
- Marketing preferences — your choices about receiving marketing from us.
Most of the data we hold comes directly from you. Where we obtain data from other sources — for example, publicly available business directories, or a third party who has instructed us on your behalf — we will tell you and identify the source.
4. How and why we use your data
We only use your personal data where the law allows us to. The table below sets out our main purposes and the “lawful basis” we rely on for each.
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiries and providing information about our services | Legitimate interests (responding to your request); or steps taken at your request before entering a contract |
| Providing our services and managing our relationship with you | Performance of a contract with you |
| Taking payment and keeping financial records | Performance of a contract; and legal obligation (tax and accounting) |
| Running and administering our business, including internal record-keeping and IT security | Legitimate interests (operating the business efficiently and securely) |
| Sending you marketing about our services (where permitted) | Consent; or legitimate interests in a business-to-business context, subject to your right to opt out |
| Complying with legal and regulatory obligations | Legal obligation |
| Establishing, exercising or defending legal claims | Legitimate interests; or legal obligation |
Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights and interests, and concluded they are not. You can ask us for more information about this assessment.
Where we rely on consent (for example, some marketing), you can withdraw it at any time — see section 9.
5. Cookies and similar technologies
Our website uses cookies and similar technologies to make it work, to keep it secure, and to understand how it is used so we can improve it. Some of these require your consent; others are strictly necessary or fall within the limited exemptions allowed under UK law. Full details, and your controls, are set out in our separate Cookie Notice.
6. Who we share your data with
We do not sell your personal data, and we do not share it with third parties for their own marketing without your consent.
We do share it, only where necessary, with:
- Service providers who act on our behalf (our “processors”) — for example: IT and cloud hosting providers, email and CRM platforms, payment processors, professional advisers, subcontractors. They act only on our instructions and under a written contract that requires them to protect your data.
- Professional advisers — such as our accountants, auditors and solicitors, where needed.
- Regulators, law enforcement and other authorities — where we are required or permitted by law to disclose data, for example to comply with a court order or to help prevent or detect crime. In these limited circumstances we may share data without your consent.
7. Sending data outside the UK
Where we transfer your personal data outside the UK, we make sure it is protected to a standard broadly equivalent to UK law. We do this by transferring only to countries the UK government has decided provide adequate protection, or by putting appropriate safeguards in place — such as the ICO’s International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses — supported by a transfer risk assessment. You can ask us for a copy of the safeguards we use.
8. How long we keep your data
We keep your personal data only for as long as we need it for the purposes described above, and to meet legal, accounting and regulatory requirements. Our retention periods are set out in our internal Data Retention Policy. As a general guide:
- Client and contract records: [e.g. 6 years after the end of our relationship, to meet legal and tax requirements]
- Enquiries that don’t lead to a contract: [e.g. up to 12 months]
- Marketing data: until you opt out, and then only a minimal record to honour your opt-out
When we no longer need your data, we securely delete or anonymise it.
9. Your rights
Under UK data protection law you have the right to:
- Be informed about how we use your data (this notice).
- Access the personal data we hold about you.
- Rectification — ask us to correct inaccurate or incomplete data.
- Erasure — ask us to delete your data in certain circumstances.
- Restrict our use of your data in certain circumstances.
- Data portability — receive certain data in a reusable format, or ask us to transfer it.
- Object to processing based on legitimate interests, and to direct marketing at any time.
- Rights relating to automated decision-making and profiling (see section 11).
- Withdraw consent at any time, where we rely on it.
To exercise any of these rights, contact our Data Protection Officer using the details in section 2. We will respond within one month. We won’t usually charge a fee, and we may need to verify your identity. In some cases we may need to redact information that would reveal another person’s personal data.
10. How to complain
If you’re unhappy with how we’ve handled your personal data, please contact our Data Protection Officer first, so we can try to put things right. You have a right to complain to us directly, and we will investigate and keep you informed of the outcome.
You also have the right to complain to the UK’s data protection regulator:
- Information Commissioner’s Office (ICO)
- Website: https://ico.org.uk
- Helpline: 0303 123 1113
11. Automated decision-making and profiling
We do not make decisions that produce legal or similarly significant effects about you based solely on automated processing.
12. Changes to this notice
We may update this notice from time to time. The current version is always available at plexusmedia.co.uk/privacy-notice, and we will tell you about significant changes where appropriate. This version was last updated on 1st July 2026.
13. Contact us
For any questions about this notice or your personal data, contact our Data Protection Officer:
- Jamie Pond, Data Protection Officer
- Email: DPO@plexusmedia.co.uk
- Phone: +44 (0)1381 600818
- Post: 2 Bank Street, Cromarty, Scotland, UK IV11 8UY