This notice covers the DN Media website, enquiries, business contact records, client agreements and invoicing. Please do not include passwords, payment details or sensitive personal information in an initial message.
Who is responsible
DN Media Marketing Ltd is the data controller for the uses described in this notice. It is registered in England and Wales under company number 17497599.
Our registered office is Crow Royds Cottage, Crow Royds Farm, Riggs High Road, Stannington, Sheffield, England, S6 6DA.
Robin Gibbons handles privacy and data-rights requests at contact@dnmedia.marketing.
DN Media is the public brand of DN Media Marketing Ltd.
Information you provide
The enquiry form asks for your name, email address and message. Business name, website and phone number are optional. These details allow the enquiry to be understood and a relevant conversation to take place. Leaving out optional fields does not prevent an enquiry.
If you request a call, we also ask for a preferred date, UK time and video or phone call preference. A phone number is required for a phone call. These details are kept with your enquiry so we can arrange the call with you.
Subsequent correspondence may add information about the business, the work being discussed and the outcome of the conversation. The internal record can include responsibility, follow-up dates and notes. Please share only information that is relevant and that you are entitled to provide.
Client agreements and invoices
We record the legal customer and billing details, agreed services and prices, agreement versions, the authorised contact’s name and email address, and the date and evidence of acceptance. We retain issued invoices, credit notes and payment records. Acceptance evidence includes the confirmation of authority and the request information needed to establish how the agreement was accepted.
Agreement links give access to the particular agreement and expire after 90 days. A fresh link is sent only to the authorised contact recorded for it. Revoked links cannot be renewed. Contract and invoice records are retained independently of link expiry, using the retention criteria below. Client agreement pages are excluded from optional website measurement.
If we process personal data for your business as part of its marketing or website work, the data processing terms and the accepted scope govern that processing. We do not put client or lead personal data into AI tools by default; an exception requires written agreement and suitable provider checks.
Why information is used
Enquiry and contact information is used to respond, consider the requested work and manage the resulting business relationship. Operational information is used to keep the service reliable, investigate errors and prevent a retry from creating the same enquiry twice.
Where you ask about work for yourself, we use the information needed to take steps at your request towards a contract, or to carry out that contract. Where you contact us on behalf of an organisation, we rely on our legitimate interests in answering business enquiries and managing client relationships. We also rely on legitimate interests for necessary security, error investigation, preventing duplicate submissions and keeping evidence of business agreements. Where accounting records are required by law, we retain and use them to meet that obligation. Optional website analytics and the separate enquiry-context purpose each rely on the consent you give for that purpose.
Submitting an enquiry does not enrol you in a newsletter. The website does not use enquiry text to build advertising audiences or automatically send customer outcomes to advertising platforms.
Who can receive the information
Enquiry records are available to authorised DN Media staff. Internal notifications point staff to the protected record and are separate from the record itself; an email notification is not the only copy of the enquiry.
Robin and Daniel have access to enquiry and client records. We use Cloudflare for hosting, storage and protected access, Microsoft for internal notifications and client agreement, invoice and payment emails, and Google Analytics for optional measurement after consent. Internal enquiry notifications contain a reference and a protected link rather than the submitted personal details. Client messages contain the relevant agreement or invoice details, scoped links and document attachments. Google Analytics receives measurement events, not your enquiry text or contact details. The public website also uses Meta Pixel for advertising page-view measurement, independently of the Google Analytics and DN enquiry-context choices; see the cookie notice for its boundaries and provider policies. We do not routinely copy enquiry/client records into other business systems or share them with other contractors.
The providers publish their processing terms: Cloudflare Data Processing Addendum, Microsoft Products and Services Data Protection Addendum, and Google Ads Data Processing Terms, and Meta Business Tools Terms with Meta’s privacy policy.
Cloudflare also provides cookie-free page-performance monitoring, including page-load and rendering timings. Its performance beacon does not read or write browser storage, and DN Media does not link these metrics to enquiries or client records. This is separate from the optional Google Analytics and enquiry-context purposes described below. Cloudflare explains its performance data collection and processing.
Information may also need to be disclosed where required by law or necessary to handle a legal claim. There is no public enquiry directory or customer portal.
Processing outside the UK
DN Media is based in the UK, but the cloud services we use may process information outside the UK. We do not promise UK-only processing. The provider terms linked above describe their international-transfer provisions, including contractual safeguards where applicable. Contact Robin at the privacy address above for information about the arrangements relevant to your data.
How long information is kept
We keep information while it is needed for the purpose described below or a documented legal or business requirement. Robin is responsible for a manual review at least every three months and for deliberately deleting or anonymising records that are no longer needed. The application does not automatically delete business records or backups because they reach a particular age.
| Category | Retention and review criteria |
|---|---|
| Enquiries and correspondence | While needed to answer an unresolved enquiry, continue an agreed conversation or maintain a relevant client relationship. Closed enquiries with no continuing need are reviewed for deletion or anonymisation. |
| Client, business and working records | While needed to deliver agreed work, maintain an active relationship or evidence decisions. Working notes and documents without a continuing purpose are reviewed for deliberate deletion. |
| Accounting, contract and legal-claim records | For any applicable legal requirement or documented need to establish, exercise or defend a claim. A specific obligation or reason is recorded before longer retention is relied on. |
| Optional DN enquiry context | While you allow this purpose, and after collection expiry only while it remains relevant to an enquiry and is retained under the original consent. It is reviewed quarterly and erased when you withdraw the purpose. |
| Diagnostics, notification attempts and account activity | While needed for an active investigation, service reliability, security or a documented audit need. Sanitised operational history is reviewed quarterly; provider-managed logs follow the provider's separate settings and terms. |
| Private recovery copies and deletion safeguards | While needed for a documented recovery purpose. Recovery copies are reviewed quarterly and deliberately removed when no longer needed. Minimal deletion and withdrawal evidence remains while an older recoverable copy could otherwise restore erased information. |
Private backups are restricted. A live deletion or optional-history erasure records a safeguard so that restoring an older copy does not return deliberately erased information to ordinary use. Older copies are not all rewritten at the moment of deletion, and they have no automatic age-based expiry. Contact Robin to request deletion or ask about the criteria applied to a particular record.
Optional website measurement
On dnmedia.marketing, you can choose Website analytics, Enquiry context, both or neither. Website analytics uses Google Analytics to understand website use. Enquiry context lets DN Media save pages and links viewed in this browser and associate that history with an enquiry you submit. Both are off until you select them. Refusal does not prevent reading, search or enquiries.
Your optional choices last up to 90 days from agreement without renewal on visits. Expiry stops new collection. You can change or withdraw either choice using Cookie preferences in the footer. A material change of purpose requires a fresh choice; an earlier bundled grant does not authorise the separate purposes.
If a separate-purpose change cannot be confirmed, both collectors pause and the browser remembers your intended choices. Check them in Cookie preferences and save again to retry. A pause does not erase a purpose you kept on. An unconfirmed Reject all request retries on reconnection. An available Google browser identifier may be kept with the pending request solely to support erasure, and is removed from that browser preference after confirmation.
Withdrawal stops the selected collection and is treated as a request to erase personal browsing information collected under that consent. Withdrawing enquiry context erases the saved DN observations, source snapshots and links to enquiries. A restricted erasure record protects against their return from an older backup. Withdrawing analytics records a request for review of identifiable data held by Google; recipient handling is reviewed separately, and we explain any applicable legal exception. Anonymous aggregate reports are separate from identifiable browsing records.
An actual enquiry remains separate, so withdrawing optional measurement does not cancel your request or erase the enquiry automatically. Contact Robin if you also wish to exercise your rights over the enquiry. The cookie notice explains the storage inventory, browser controls and provider retention limits.
Your rights and requests
Depending on the circumstances, you can ask to access or correct your personal information, request its deletion, object to certain uses or ask for processing to be restricted. Some rights depend on the reason the information is used, and lawful exceptions can apply. ICO guidance on individual rights
Contact Robin using the privacy email above to explain your request. Include enough information to identify the relevant interaction, but do not send unnecessary identity documents or sensitive details. Reasonable identity checks may be needed before personal information is disclosed.
Privacy questions and complaints
Contact Robin Gibbons at contact@dnmedia.marketing for a privacy question, rights request or data-protection complaint. Explain the issue and identify the relevant interaction without sending unnecessary sensitive information.
We acknowledge a data-protection complaint within 30 days, investigate it and communicate the outcome without undue delay. A rights request follows its applicable statutory response period, usually one month. These processes are separate from ordinary service enquiries.
You may also complain to the Information Commission’s Office (ICO), which provides independent information about your rights and complaints.
Changes to this notice
This notice should reflect the services and purposes actually in use. Material changes to optional measurement will be explained before the changed purposes take effect. Last updated: 28 October 2026.