Privacy Notice 

This privacy notice covers our main activities including our website mediamattersagency.co.uk.   We describe here the data we collect from you when you engage with us.

These are our reasons for collecting it, what we do with it and what your rights are. 

Who are we?

We are DAKA Marketing Ltd, trading as MMAgency, Native Space, Bourges View, Maskew Avenue, Peterborough, PE1 2FG.

You can call us on (+44) 01733 371363 or message us via our website contact form.  

Purpose of processing

We process your personal data for a variety of purposes as set out in the table below, which also shows our lawful basis under UK data protection legislation (UK GDPR) for doing so.

Where we are providing marketing support services to our clients we act as a Data Processor on their behalf. 

Purpose	Lawful Basis under UK GDPR
Managing your enquiries	Our legitimate interests in responding to and managing your enquiry
Managing our commercial relationship with you as a contact employed by one of our clients	Our legitimate interests in managing our commercial relationships and any associated contracts between our respective organisations
Managing our commercial relationship with you as a contact employed by one of our suppliers	Our legitimate interests in managing our commercial relationships and any associated contracts between our respective organisations    If you are a sole trader or partnership then our lawful basis will be that processing is necessary to manage the contract with you
Direct marketing	Our legitimate interests in ensuring we appropriately manage, deliver or suppress direct marketing activity
Recruitment enquiries	Taking the steps necessary to enter into a contract with you.  We will provide further privacy information to you as the recruitment process progresses.
Deployment of non-essential cookies	Your consent

Where we are relying on our legitimate interests you are free to object to that at any time.  In the case of direct marketing activity we will ensure that we cease to market our services to you should you object to our legitimate interests.

Where we are relying on your consent you are free to change your mind and withdraw your consent at any time.

Data we collect

The table below gives information on the categories of personal data we process for each of the purposes shown above. 

Purpose	Categories of Data Processed
Managing your enquiries	Name, contact details, contact history and message content
Managing our commercial relationship with you as a contact employed by one of our clients	Name, contact details, organisation & role, contact history
Managing our commercial relationship with you as a contact employed by one of our suppliers	Name, contact details, organisation & role, contact details.    If you are a sole trader or partnership then financial records (payments, invoices etc) will also be part of your personal data.
Direct marketing	Name, contact details, marketing preferences
Recruitment enquiries	Name, contact details, employment history, salary and benefit requirements, details of roles applied for
Deployment of non-essential cookies	Your record of consent

Special category data

There are additional rules we must follow if we collect certain types of more sensitive data, known as Special Category Data.  These include details of your ethnicity, beliefs, health and sexuality and in each case we must let you know what our additional lawful basis is for processing such data.

We do not routinely process any such special category data, however we may occasionally do so (for example when we manage an event you are attending we may ask for any dietary or access requirements which could include data relating to belief or health) and will always ensure we have a lawful basis (normally by asking for your explicit consent) and only retain the information for a very limited period of time. 

How long do we keep your data for? 

Where we are relying on our legitimate interests to process your data then we will keep your personal data until you object to our legitimate interests and we agree with your objection, or until the following default periods have elapsed after our last contact with you. 

We will retain your personal data by default for the following periods: 

Purpose	Maximum Retention Period
Managing your enquiries	7 years
Managing our commercial relationship with you as a contact employed by one of our clients	7 years
Managing our commercial relationship with you as a contact employed by one of our suppliers	7 years
Direct marketing	7 years
Recruitment enquiries	1 year
Deployment of non-essential cookies	7 years (if retained, otherwise data deleted at end of each session)

Do we ever share personal data? 

We will share your data if we receive a legitimate request from a law enforcement agency.

When you submit your personal data online your data is shared with our partners who manage our website.

If we are communicating with you via email or social media channels we will be sharing your personal data with those email and social media providers.

We also utilise external suppliers to provide a number of business support services. We always ensure that we have appropriate contracts in place to protect your rights when personal data are processed on our behalf by these third parties.  There is further information regarding these suppliers in the “Where Do We Process Data?” section. 

How do we keep your data secure?

We take sensible steps to keep your data secure and ensure we can uphold your rights and meet our obligations under UK GDPR:

• All data sent between your browser and our website are encrypted in transit, 
• Access to personal data is role based:  only those members of staff with a legitimate need will have access, 
• Systems are password protected and multi-factor authentication is enabled where available, 
• We ensure that appropriate contracts are in place with our suppliers who process your personal data to protect your rights, to ensure that they take appropriate security measures to safeguard your data, and that any international transfers are done correctly under UK GDPR,
• Our employees are all subject to an obligation of confidentiality, and receive training on data protection matters, 
• We utilise appropriate technical and organisational measures to optimise the security of your personal data. 

Your Rights

You have a number of rights relating to the processing of your data, if you would like to use them or have any questions then please contact us.

We won’t charge you for doing any of the following, however we may make a charge in the case of frequent repeat or unfounded requests: 

• Awareness:  You have the right to be fully informed about why and how we process your information.  This privacy notice is intended to meet that requirement, but please do contact us if you have any questions.  If we obtain your personal data from a third party (e.g. a social media platform or recruitment platform) then we will tell you where we have obtained your information from,
• Access:  You have the right to a copy of the data we hold about you, 
• Rectification:  If you think some of the data we hold is wrong then you have the right to ask us to correct it, 
• Erasure:  You have the right to ask us to delete the data we hold about you.  Where we are holding the data to fulfil a contract with you or your organisation then we will need to retain the data in accordance with the data retention requirements shown above, 
• Restriction:  You have the right to ask us to restrict the processing of personal data whilst we check its accuracy, if you think the processing is unlawful, if you believe we no longer need to process the data but you need us to store it due to pending legal claims, or when you object to our processing based upon our legitimate interests and we are assessing the validity of that, 
• Object:  Where we are processing your personal data based upon our legitimate interests you have the right to object to that.  If your objection is valid (for instance in the case of any direct marketing activity) then we will stop processing your personal data for that purpose,
• Data portability:  You can request a copy of your data in a digital format which you can then supply to another provider when we ae processing your personal data under the lawful basis of performing a contract with you or because we have your consent, 
• Automated decisions and profiling:  You have the right, in certain circumstances, not to be subject to decisions based on automated processing (including profiling) if it has a significant or legal impact on you.  This doesn’t apply if the processing is necessary to fulfil a contract with you, or if you have given us your consent to do so.

AI Tracking and Data Usage

Purpose
We use certain AI-driven tools within our digital platforms to improve user experience, tailor content, and streamline internal processes. These technologies help us gain insights into how our website is used, enabling us to provide more personalised and efficient services.

Scope
AI tools may collect and analyse various data points, including (but not limited to) usage patterns, browsing behaviour, and interactions with our website content. The data gathered may also encompass limited transactional information if it pertains to your engagement with our services. This information is processed in accordance with relevant data protection regulations and used solely for legitimate business interests, such as improving user journeys and enhancing marketing efforts.

Transparency and Data Security
Where applicable, the data analysed by our AI tools is anonymised to protect individual identities. We employ robust security measures – including encryption and regular audits – to ensure that any personal data remains protected from unauthorised access, alteration, or disclosure.

Opt-Out Mechanism
If you prefer not to participate in any AI-related tracking or data analysis, you can opt out by adjusting your cookie preferences or contacting us directly. We will promptly exclude your data from further AI-driven analysis to honour your privacy choice.

AI Policy

To read our AI policy in full, follow this link

Cookies

How do we use cookies on our website

We utilise cookies on our website.  Some are required for our site to work, these are known as essential cookies, and we also use others for analytics and marketing purposes.

We will ask for your consent to use any cookies which aren’t essential, and we won’t deploy any non-essential cookies without your consent.  You should be aware that whilst we use non-essential cookies to help us understand how our website is performing, the author of the cookies (e.g. Google) uses the data obtained for their own purposes.

These are the non-essential cookies we use:  

Name of Cookie	Author	Type
_GRECAPTCHA	www.google.com	Website performance
JSESSIONID	.nr-data.net	Website performance
_pk_ses.1.6f15	mediamattersagency.co.uk	Website performance
AnalyticsSyncHistory	.linkedin.com	Website performance
_hjIncludedInSessionSample	info.mediamattersagency.co.uk	Website performance
_hjIncludedInPageviewSample	info.mediamattersagency.co.uk	Website performance
__hstc	.mediamattersagency.co.uk	Website performance
__hssc	.mediamattersagency.co.uk	Website performance
__hssrc	.mediamattersagency.co.uk	Website performance
_hjFirstSeen	.mediamattersagency.co.uk	Website performance
_hjAbsoluteSessionInProgress	.mediamattersagency.co.uk	Website performance
CookieScriptConsent	.mediamattersagency.co.uk	Website performance
li_gc	.linkedin.com	Targeting
_pk_id.1.6f15	mediamattersagency.co.uk	Website performance
ln_or	info.mediamattersagency.co.uk	Website performance
UserMatchHistory	.linkedin.com	Targeting
bcookie	.linkedin.com	Targeting
ln_or	mediamattersagency.co.uk	Targeting
_gat_UA-7568437-1	.mediamattersagency.co.uk	Targeting
messagesUtk	.mediamattersagency.co.uk	Targeting
_gat	.mediamattersagency.co.uk	Targeting
lidc	.linkedin.com	Targeting
_ga	.mediamattersagency.co.uk	Targeting
_gid	.mediamattersagency.co.uk	Targeting
_ga_64ZR0R09F3	.mediamattersagency.co.uk	Targeting
_ga_321513161	.mediamattersagency.co.uk	Targeting
bscookie	.www.linkedin.com	Targeting
messagesUtk	.info.mediamattersagency.co.uk	Targeting
_gcl_au	.mediamattersagency.co.uk	Targeting
IDE	.doubleclick.net	Targeting
hubspotutk	.mediamattersagency.co.uk	Website functionality
__cf_bm	.info.mediamattersagency.co.uk	Website functionality
lang	.linkedin.com	Website functionality
__cfruid	.info.mediamattersagency.co.uk	Website functionality
__cf_bm	.hubspot.com	Website functionality
_hjSession_1450233	.mediamattersagency.co.uk	Website functionality
_hjSessionUser_1450233	.mediamattersagency.co.uk	Website functionality

What happens when I follow links to other sites?

If you follow a link from our site to another site then you should read the privacy notice on the other site prior to providing your data to them. 

Where do we process data?

We primarily process data in the UK however we use partners to help us deliver our services, some of these services will mean that your personal data are transferred outside of the UK.

Partner	Where do they process data?	What additional protections are in place to safeguard your rights if processing is based overseas
Cloudways (website host)	Malta	Malta is deemed an adequate nation by UK authorities
Webrew (website support)	South Africa	Standard Contractual Clauses in place
Microsoft	USA	Standard Contractual Clauses in place
Xero	New Zealand	NZ are deemed an adequate nation by UK authorities
Hubspot (CRM and process data submitted via our online forms)	USA	Standard Contractual Clauses in place
Evolve Technologies (IT Support)	UK	N/A

We may share your personal data with professional advisors from time to time, such as our accountants or legal advisors.  We will always ensure that appropriate protections to your rights and freedoms are in place.

Making a complaint

Please contact us at the above address.  You can also contact the Information Commissioner’s Office (ICO) on their helpline 0303 123 1113 or online at www.ico.org.uk.  If you should contact the ICO they will normally ask you to contact us first.

Revised June 2025