1.2 Please read this policy carefully to understand Gorkana's views and practices regarding your information and how we will treat it.
1.4 For the purposes of European data protection laws, the data controller is Gorkana Group Limited of 28-42 Banner Street, London, EC1Y 8QE.
2. WHAT PERSONAL INFORMATION DO WE COLLECT ABOUT YOU?
2.1 We may collect and retain in our records some or all of the following data about you (although this is not an exhaustive list):
a) information that you need to provide when you acquire or use our services. This information may include name, address, telephone number, email address, date of birth, credit/debit card information;
b) other information which is optional for you to provide when you acquire or use our services;
c) details of your correspondence with Gorkana and any other information you have given to Gorkana (e.g. if you choose to enter competitions, register for promotions or complete customer feedback forms);
d) information that you provide to us for the purpose of registering with us and subscribing to our website services, email notifications and/or news alerts (including name, email, job title, phone number, service and product areas of interest and communication preferences);
e) details of your visits to Gorkana's websites including, but not limited to, traffic data, location data, web logs and other communication data which tells us about how you accessed our website and your browsing patterns;
f) information about your computer and about your visits to and use of the website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation); and
g) information relating to any transactions carried out between you and us including information relating to any purchases you make of our reports and other services.
2.2 Providing some the information above is optional but if you choose not to provide such information it may not be possible for you to receive the relevant additional services.
3. INFORMATION ABOUT OTHER INDIVIDUALS
You may give us information about other people on their behalf (e.g. your colleagues or employees). If you do, you confirm that the other person has agreed that you may provide this information on his/her behalf and that we may deal with such information in accordance with this policy.
4. HOW WE WILL USE YOUR INFORMATION
4.1 We will only use your data for the purposes for which it was collected. These purposes may include (although this is not an exhaustive list):
- to help us identify you and any accounts you hold with us;
- to carry out our obligations arising from any contracts entered into between you and us;
- to send statements and invoices to you, and collect payments from you;
- to operate and improve our websites and services;
- to make our websites easier to use by removing the need for you to enter repeatedly the same information;
- to supply goods and services to you;
- performing research and analysis aimed at improving our services;
- to notify you of any changes to our websites or our services and products which may affect you;
- to enable us to offer you products and services customized to your preferences;
- to send you general (non-marketing) commercial communications;
- to send you email notifications which you have specifically requested;
- to send you our marketing communications and promotional offers relating to our products and services and those of our selected partners which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);
- for statistical analysis (e.g. on the use of our websites);
- for fraud prevention and detection; and
- in connection with legal proceedings.
4.2 Where you submit personal information for publication on our websites, we will publish and otherwise use that information in accordance with the licence you grant to us.
4.3 We will not without your consent provide your personal information to any third parties for the purpose of direct marketing.
5. SHARING YOUR PERSONAL INFORMATION
5.1 In addition to the uses set out above, we may pass on your personal information to third parties and contractors who provide services to or for us. Such services may include sending mail, payment processing and marketing services which are necessary to provide you with the services you have requested.
5.2 We will only disclose information to unrelated third parties without your consent if we are under a duty to disclose or share such information in order to comply with any legal obligation, or on the request of a legal or regulatory authority, or in order to enforce or apply our Terms and Conditions, or if we are otherwise permitted to do so in accordance with applicable data protection laws.
5.3 Information relating to journalists in our Media Database may be shared with our corporate subscribers (see section 13).
6. STORING AND MAINTAINING YOUR PERSONAL INFORMATION
6.1 We will take appropriate security measures against unlawful or unauthorised processing of your information, and against the accidental loss of, or damage to, your information. The security of your personal information is very important to us and our objective is to maintain the confidentiality, integrity and availability of information as follows:
Confidentiality - only authorised people can access the information.
Integrity - information should be accurate and suitable for the purpose for which we use it.
Availability - only authorised users should be able to access the data if they need it for authorised purposes.
6.2 Whilst we will use all reasonable efforts to safeguard your information, you acknowledge that the use of the internet or the storage of information can never be entirely secure and for this reason we cannot guarantee the security or integrity of any information held by us.
6.3 We will not retain data for longer than is necessary for the purposes for which it was collected.
7. TRANSFERS OF DATA OUTSIDE THE EUROPEAN ECONOMIC AREA ("EEA")
7.1 Gorkana is an international company providing products and services outside the UK, in particular elsewhere in Europe and in the USA. Our databases (including the Media Database) are hosted on servers in the UK. Information on those databases may be accessed by our affiliates in other countries, and information collected by Gorkana may be transferred to, or stored and processed in, any other country where Gorkana carries out operations. Your personal data will be processed in accordance with European and applicable local data protection law.
8. YOUR RIGHTS
8.1 Under UK data protection law you have the right to request that we update your personal data at any time. You also have the right to object if your personal data are being processed unlawfully (e.g. if the data are retained for longer than necessary for the purpose for which they were collected). If you wish to exercise these rights please email us at email@example.com.
8.2 You have the right to make a request for access to information held about you (a “subject access request”). If you would like to make a subject access request please email firstname.lastname@example.org and use the heading "SUBJECT ACCESS REQUEST" in your email. Your right of access will be handled in accordance with applicable data protection laws. In some countries, such access request may be subject to an administration fee as permitted by law. We will inform you if such a fee is applicable at the time we receive your request.
8.3 If you are a journalist and wish to be removed from the Media Database please email us at email@example.com (see more on this below).
9. LINKS TO THIRD PARTY SITES
Our site may have links or frames from other sites, which may or may not be our partners. If you follow a link to any of these sites, please note that these websites have their own privacy policies and practices and that we do not accept any responsibility or liability for them. Please check these policies before you submit any data to these websites.
10.1 We may monitor and record our communications with you (such as telephone conversations and emails) for the purposes of quality assurance, training, fraud prevention and compliance.
10.2 When you use Gorkana's websites, we may collect information about your computer, such as your IP address and/or browser, which we will use for administration purposes and statistical analysis. This information will not usually identify you personally.
10.3 Some functionality within the Gorkana service enables our corporate subscribers to communicate direct with journalists on the Media Database via the Gorkana service. That functionality also includes tracking technology which will enable the sender to see when a message has been delivered and when it has been opened.
11. COOKIES POLICY
11.2 Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. They do not contain personally identifiable information such as your name or other personal details – simply a unique identified relevant to you.
11.3 We use analytical/performance cookies which allow us to recognise and count the number of visitors to our website and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. We may also use functionality cookies to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences.
11.4 The vast majority of web browsers accept cookies. However, you can change your browser settings so that cookies are not accepted. If you do this, you may lose some of the functionality of the websites. If you need more information about cookies such as what they do, how they work and how to enable/disable them, please go to www.aboutcookies.org.
b) Social Sharing Tools. We use social sharing tools, widgets and plug-ins to allow our users to interact with different social networks. Cookies provided by ShareThis, AddThis, Facebook, Twitter and Google+ may collect information about your browser and usage data.
c) Vimeo and YouTube. We use Vimeo and YouTube for providing videos across our websites. Both Vimeo and YouTube set cookies in videos we embed.
d) Wufoo and Survey Monkey. We sometimes link to online forms and surveys created using Wufoo and Survey Monkey. Cookies may be set if you follow one of these links to complete a form or survey.
12. PHISHING EMAILS
"Phishing emails" may circulate the Internet in the name of Gorkana which link to fake websites made to look like our website. These messages are not sent by Gorkana. Gorkana will never send you an email requesting your bank details, login or password, or asking you to make a payment into a bank account. If you have received a message requesting this information or with instructions to pay money into a bank account, please ignore it.
Key safety tips:
Be careful accessing Gorkana's site through links contained in e-mails. The address that should appear on your web browser should always start with www.gorkana.com. Fraudsters may provide a link to a bogus site to trick you to disclose your personal information.
Watch out for SPAM emails with attachments. SPAM emails can be made to look as though they come from a safe source or a friend's email address, however, once you open the attachment they can download a virus on to your computer. Be wary of suspicious looking attachments as even friends can unwittingly send you a virus by email.
13. MEDIA DATABASE
- What additional information do we collect about journalists on our Media Database?
13.2 In addition to the information referred to at 2.1 above, we may collect additional information about our media contacts which may include information such as your job title, contact information (including mobile phone number and personal email if you provide it to us), career history, beat, articles that you have written, personal interests and other information that may enhance the service that we provide for you and for our corporate subscribers.
- How do we obtain information about journalists that is stored in the Media Database?
13.3 In addition to the sources of information set out in section 2.1 above, the information we hold in relation to journalists on our Media Database comes from a variety of sources, including, in particular:
a) information provided to us direct by journalists (for example, when signing up for one of our services, such as Media Alerts, or when responding to a request for information from Gorkana);
b) from media outlets (newspapers, magazines etc), who will periodically provide information relating to journalists employed by or connected with them (e.g. current job titles, contact information, areas of interest);
c) from publicly available sources (such as news stories, press releases, online media);
d) from other third party sources (for example, information provided by Gorkana’s customers or from other journalists).
13.4 We will not add any individual journalist to our Media Database without: (a) that person’s consent; or (b) with the consent of someone acting with that person’s authority or (c) if we are otherwise permitted to do so in accordance with applicable laws.
- How the Media Database is used
13.5 In addition to the general uses in section 4.1, information about our journalists that is contained in the Media Database may be made available to our corporate subscribers who use our products and services. For example, Gorkana’s corporate PR customers that subscribe to our Media Database & Alerts service will have access to information about journalists (including their contact information) that we hold in the Media Database, and will be sent alerts providing information about changes to the database (for example, changes in job titles, journalist moves, and contact information). Our corporate customers may contact journalists direct (using the contact information we keep in the Media Database) to, for example, send press releases or other PR material which our customers may consider will be of interest to the journalist in question. Gorkana does not control and is not responsible for the content of any such communications.
- Maintaining the Media Database
13.6 Gorkana prides itself in maintaining up to date and accurate data on the Media Database. We will update our records as soon as possible after receiving information that requires changes to our database. Such information may come to us from any of the sources referred to above. We may also receive information from other sources, for example, out of office messages. Where appropriate, we will notify the journalist of substantive changes, and may choose not to make any changes until they have been approved by the journalist.
13.7 As a journalist you will always have the opportunity to review and request changes to the information we hold about you.
13.8 If you no longer wish to be on the Media Database we will remove you from it. You may still receive other services (e.g. Media Alerts) even if you are no longer on the Media Database.
13.9 If, at any time, you wish to be removed from the Media Database, or if you would like to review your profile, please email us at firstname.lastname@example.org.
14. CHANGES TO THIS POLICY/ CONTACT POINTS
14.2 If you have any questions or concerns about how Gorkana handles your personal information, please contact our Data Protection Officer at email@example.com.
Last updated: May 2014