Dated: 23/03/25 (v3.0)
We care about your privacy. This policy explains how we collect and use your personal information, what your rights are, and how you can get in touch if you have questions.
Our contact details:
Our Version Media CIC,
MAST Mayflower Studios,
142-144 Above Bar Street,
Southampton SO14 7DU
Email: hello@ourversion.media
What type of information we have:
We currently collect and process the following information:
- Personal identifiers, contact details and characteristics (e.g. name, email address, phone number, social media handles, ethnicity)
- Personal and organisation or business phone numbers
- Personal and organisation or business email addresses
- Business names, business addresses, social media handles
- Community organisation names, addresses, social media handles
We may also collect special category data, such as ethnicity and age group, where it is relevant to our monitoring and inclusion goals. This is processed with your explicit consent and held with additional safeguards.
How we get the information and why we have it Most of the personal information we process is provided directly by you for one of the following reasons:
- To subscribe you to our emailing list
- To send SMS and WhatsApp messages and updates
- To list your business in our Black-owned Business Directory
- To list your community organisation in our Black Community Organisation Directory
- To book you onto a training course or consultancy session
- To register you for one of our events
- To respond to contact form enquiries
- To provide log in details for our website or online learning platform
- To quote or deliver services such as training, partnerships, or consultancy
Lawful basis for processing Under the General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing your data are:
| Purpose | Lawful Basis |
| Subscribe to email list | Consent |
| Send SMS/WhatsApp messages | Consent |
| Promote business or community organisation | Consent / Legitimate Interest |
| Deliver training, consultancy, or events | Contract |
| Process equality monitoring data (e.g. ethnicity) | Explicit Consent (Special Category Data) |
| Respond to contact form messages | Legitimate Interest |
You can remove your consent at any time by contacting us at hello@ourversion.media
What we do with the information we have We use your information to:
- Subscribe you to our email newsletter
- Send you WhatsApp and SMS messages
- Publish your business or community organisation in our directories (with your consent)
- Respond to contact form messages
- Book you onto training, consultancy sessions, or events
- Schedule meetings (in-person or online)
- Complete service requests
Bookings for our events at other venues When booking is managed by a third-party venue, we may receive your booking data (e.g. name and email). Please refer to the privacy policy of the host venue to understand how they use your data.
How we store your information Your information is securely stored using cloud-based services that meet UK GDPR standards. Where data is processed outside the UK, we use legal safeguards to protect it. This includes approved countries (called adequacy decisions) or standard contract terms (called Standard Contractual Clauses).
- For one-off contact, we retain your data for 1 year
- For clients and partners, we retain your data for up to 6 years or until you ask us to delete it
When the retention period ends, we securely delete your information from our systems.
Third-party services we use We use the following third-party platforms to help us deliver our services. These services may process your data on our behalf, in line with UK GDPR requirements:
- Mailchimp for managing our email newsletter subscribers and sending campaign updates. Mailchimp stores data in the United States and uses Standard Contractual Clauses to ensure appropriate safeguards are in place.
- Typeform for collecting course registrations and expressions of interest. Typeform is based in the EU and complies with GDPR through appropriate security and privacy controls.
We have data processing agreements in place with these providers and only share the information necessary to carry out our services.
Your data protection rights Under data protection law, you have rights including:
Right of access to request copies of your personal data
Right to rectification to correct inaccurate or incomplete data
Right to erasure to ask us to delete your data in certain circumstances
Right to restrict processing to limit how we use your data in certain circumstances
Right to object to processing to object to the use of your data in certain situations
These rights may be limited in certain situations (e.g. legal obligations to retain data). You are not required to pay any charge for exercising your rights, and we have one month to respond to your request. To make a request, contact hello@ourversion.media.
Cookies and website data Our website uses cookies to enhance your experience. Where required, we ask for your consent before placing cookies on your device. You can manage your cookie preferences via your browser settings. Please see our Cookie Policy for more details about the types of cookies we use and how they work.
How to complain If you have concerns about our use of your data, please contact us in the first instance at hello@ourversion.media.
You can also complain to the Information Commissioner’s Office:
Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF
ICO Helpline: 0303 123 1113
Website: https://www.ico.org.uk