1. Who we are

Nile Crown Media is the trading name of NILE CROWN MEDIA LIMITED, a private limited company registered in England and Wales under company number 15886246. The company was incorporated on 8 August 2024.

Our registered office is 124 City Road, London, United Kingdom, EC1V 2NX.

For the purposes of UK data-protection law, NILE CROWN MEDIA LIMITED is the controller responsible for the personal information covered by this policy.

For privacy questions, information-rights requests or data-protection complaints, email hello@nilecrownmedia.com or write to the registered office above.

2. Information we collect

The personal information we collect depends on how you interact with us.

Information you provide

If you contact us by email, through an enabled website enquiry form or through another communication channel, we may collect:

• Your name, email address and telephone number, if provided.
• Your job title and organisation.
• The services you are interested in and your indicative project budget.
• Information about your project, requirements or business challenge.
• Records of meetings, correspondence and other communications.
• Information required to prepare a proposal or deliver an agreed service.
• Any other information you choose to provide.

Please do not submit confidential, medical or other sensitive personal information through our general enquiry form unless we have specifically requested it and agreed an appropriate method for receiving it.

Information collected automatically

When you visit our website, our hosting, security and technical service providers may collect limited technical information, including:

• Your IP address and general location derived from it.
• Browser, device and operating-system information.
• Pages visited, access times and the referring website.
• Server, security and error-log information.

This information may be required to deliver, secure, maintain and improve the website.

Information from other sources

We may receive professional contact information from your employer or colleagues, professional introductions and referrals, publicly available business websites, professional networking platforms, events, industry directories, existing clients, suppliers or professional contacts. Where required, we will tell you the source and categories of information obtained.

3. How we use your information

We may use personal information to:

• Respond to enquiries and understand your organisation, requirements and objectives.
• Arrange meetings and assess whether our services are suitable for your needs.
• Prepare proposals, estimates and contracts.
• Deliver and manage agreed services.
• Manage client, supplier and professional relationships.
• Process payments and maintain accounting and project records.
• Improve our website, services and customer experience.
• Protect our website, systems and business from misuse.
• Establish, exercise or defend legal claims.
• Comply with legal, regulatory, accounting and tax obligations.
• Send relevant business communications where legally permitted.

We do not sell personal information.

4. Our lawful bases

We process personal information only when we have a lawful reason to do so. Depending on the circumstances, we may rely on the following lawful bases.

Contract

Processing may be necessary to take steps at your request before entering into a contract or to perform a contract with you. This may include assessing an enquiry, preparing a proposal, delivering services and managing payments.

Legitimate interests

We may process information where it is reasonably necessary for our legitimate interests or those of another organisation, provided those interests are not overridden by your rights. These interests may include responding to business enquiries, operating and developing our agency, managing professional relationships, improving our services, protecting our systems and maintaining appropriate commercial records. We consider the likely effect on your privacy before relying on legitimate interests.

Legal obligation

We may process information where necessary to comply with legal, regulatory, accounting, tax or reporting requirements.

Consent

Where consent is required, such as for certain marketing activities or non-essential cookies, we will ask for it separately. You may withdraw consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

5. Enquiries and client relationships

When you make an enquiry, we use the information you provide to understand your requirements and respond appropriately.

If your enquiry develops into a client relationship, we may collect additional information required to confirm the parties involved, prepare and manage a contract, deliver the agreed services, manage project communications, issue and process invoices, maintain financial and project records and meet our legal obligations.

Where you provide information about another person, you should ensure that you are authorised to provide it and that the person understands how their information may be used.

6. Marketing communications

We may send relevant business communications to existing clients or professional contacts where the law permits us to do so. Where consent is required, we will obtain it before sending marketing communications.

You can stop receiving marketing communications at any time by using the unsubscribe option included in the communication or emailing hello@nilecrownmedia.com. After you unsubscribe, we may retain limited information on a suppression list to ensure that your preference continues to be respected.

We will not sell or provide your contact details to unrelated organisations for their own marketing.

7. Who we share information with

We may share personal information with trusted organisations that help us operate our business and deliver our services. These may include providers of:

• Website hosting, security and IT support.
• Business email, communications and customer-relationship management systems.
• Cloud storage, collaboration and project-management tools.
• Analytics services, subject to appropriate controls.
• Accounting, banking and payment services.
• Marketing and communications platforms.
• Professional, legal, insurance or financial advice.

We may also work with carefully selected employees, contractors, freelancers, consultants or specialist delivery partners. They receive only the information reasonably necessary to perform their role.

Where another organisation processes personal information on our behalf, we require appropriate confidentiality, security and data-protection commitments.

We may also disclose information where required by law, in response to a lawful request from a public authority, to establish or defend legal claims, to protect our rights or systems, or in connection with a sale or restructuring of all or part of our business.

8. International transfers

Some of our technology providers or delivery partners may process personal information outside the United Kingdom.

Where information is transferred internationally, we will use an appropriate legal safeguard. Depending on the destination and circumstances, this may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another legally recognised transfer mechanism.

You may contact us for further information about the safeguards relevant to your information.

9. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected. Our general retention approach is:

• Enquiries that do not become client relationships: normally no longer than 24 months after the last meaningful contact.
• Client, contract and project records: for the relationship and up to six years afterwards.
• Financial, invoice and transaction records: for the period required under tax and accounting law.
• Marketing information: until you unsubscribe, object or the information is no longer relevant.
• Website security and technical logs: for a shorter operational period unless needed to investigate an incident.
• Legal correspondence: for as long as reasonably necessary to establish, exercise or defend a legal claim.

We may retain information for longer where required by law, regulation, insurance requirements or an ongoing legal matter. When information is no longer required, we will delete it, anonymise it or securely restrict its use.

10. Cookies and similar technologies

Our website may use strictly necessary cookies or similar technologies required for website operation, security, network management, fraud prevention, remembering privacy preferences and maintaining essential functionality. These technologies do not normally require consent.

We will not activate non-essential analytics, advertising or personalisation cookies without providing appropriate information and obtaining consent where required.

If non-essential cookies are introduced, visitors will be able to accept, reject and manage their preferences through the website’s cookie controls. We may publish a separate cookie notice identifying the technologies used, their purposes, providers and durations.

11. Information security

We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, accidental loss, misuse, alteration, disclosure and destruction.

Access is restricted to people and service providers who reasonably need the information for their work. Measures may include access controls, password protection, secure cloud services, system updates, confidentiality obligations and appropriate supplier agreements.

No internet transmission or storage system is completely secure. If we become aware of a personal-data breach, we will assess it and take the action required under applicable law.

12. Your rights

Depending on the circumstances and our lawful basis for processing, you may have the right to:

• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your information.
• Ask us to restrict how your information is used.
• Object to processing based on legitimate interests.
• Object to direct marketing at any time.
• Request the transfer of eligible information.
• Withdraw consent at any time.
• Make a complaint about our use of your information.

These rights are not absolute. In some circumstances, the law may allow or require us to continue processing information.

The right to object to direct marketing applies at any time.

To exercise a right, email hello@nilecrownmedia.com. We may request enough information to confirm your identity and understand your request, but we will not request more information than is reasonably necessary. We will respond without undue delay and normally within one month, subject to any lawful extension that may apply.

13. Automated decision-making

NILE CROWN MEDIA LIMITED does not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects. If this changes, we will update this policy and provide the information required by law.

14. Children’s information

Our website and services are intended for organisations, professionals and adult audiences. They are not directed at children, and we do not knowingly collect children’s personal information through the website. If you believe that a child has submitted personal information to us, please contact hello@nilecrownmedia.com.

15. Data-protection complaints

If you have concerns about how we collect or use your personal information, email hello@nilecrownmedia.com using the subject line “Data-protection complaint”, or write to NILE CROWN MEDIA LIMITED at the registered office address above.

We will acknowledge a data-protection complaint within 30 days, investigate it appropriately and keep you informed about its progress and outcome.

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Website: ico.org.uk/make-a-complaint

We would appreciate the opportunity to address your concern directly before you contact the Information Commissioner’s Office.

16. External websites

Our website may contain links to websites operated by other organisations. We are not responsible for their privacy practices, security or content. You should review the privacy information provided by those websites before submitting personal information.

17. Changes to this policy

We may update this policy when our services, suppliers, technologies or legal obligations change. The latest version will be published on this page with its revised date. Significant changes may also be communicated through the website or another appropriate channel.

18. Contact us

For privacy questions, information-rights requests or data-protection complaints, contact:

NILE CROWN MEDIA LIMITED

Company number: 15886246

124 City Road, London

United Kingdom, EC1V 2NX

Email: hello@nilecrownmedia.com