Privacy & Confidentiality Policy
Effective date: 08.09.2025
Who we are: Gladiator Media (Gladiator Media Limited), registered in the UK at 51 St Mary's Road, Tonbridge TN9 2LE
Contact: gladiatormedia6@gmail.com
1) Scope
This policy explains how we collect, use, disclose and protect personal data and client project materials shared with us when you visit gladiatormedia.uk, contact us, or engage us on a contract/fractional CRO basis.
2) Roles under data protection law
For our website, marketing and sales operations, Gladiator Media is the Data Controller.
When we process personal data on your instructions during an engagement (e.g., working inside your CRM), we act as your Data Processor and will follow your instructions/contract.
3) What we collect
Contact & business details: name, email, phone, job title, company, location.
Communications & meeting data: emails, forms, proposals, call notes.
Project materials (“Client Materials”): documents, datasets, plans, briefings, KPIs, financial or commercial information you share for scoping or delivery.
Website/usage data: IP, device, pages visited, referrer, via cookies/analytics (see Cookies).
4) Why we use it (lawful bases)
To respond to enquiries / pre-contract steps (Art. 6(1)(b)).
To deliver the contract and manage the relationship, including invoicing and support (Art. 6(1)(b)).
Legitimate interests—to operate, secure and improve our services, prevent abuse, manage records (Art. 6(1)(f)).
Consent—for non-essential cookies/marketing where required (Art. 6(1)(a)).
5) Client Confidentiality & Project Materials
We treat all Client Materials as confidential, use them only to evaluate or deliver requested services, and do not disclose them to third parties except approved sub-processors bound by confidentiality and data-processing terms.
We apply least-privilege access, encryption at rest/in transit where supported, and audit trails for shared files.
On request—or at contract end—we will return or securely delete Client Materials (subject to legal/record-keeping obligations).
We will sign your NDA/DPA on request; our standard versions are available.
We do not claim ownership of Client Materials.
6) Sharing & sub-processors
We never sell personal data. We may use vetted providers for hosting, email, scheduling, CRM and analytics, e.g. website host, email (e.g., Google Workspace/Microsoft 365), CRM (e.g., HubSpot/Salesforce), analytics (e.g., Google Analytics/LinkedIn Insight Tag), calendar/scheduling (e.g., Calendly), file storage (e.g., Google Drive/OneDrive). Each acts under a data-processing agreement. Ask us for the current list at gladiatormedia6@gmail.com
.
7) International transfers
If data is transferred outside the UK/EEA, we rely on adequacy decisions or Standard Contractual Clauses (and UK Addendum) plus supplementary safeguards.
8) Data retention
Enquiries/leads: typically 24 months from last interaction.
Client records: contract term + 6 years (accounting/claims).
Client Materials: for the engagement only, then returned or deleted as agreed.
We keep data longer only if required by law or to establish/defend legal claims.
9) Security
We use strong authentication, role-based access, encryption where available, endpoint protection and regular reviews of access logs. If we become aware of a personal-data breach likely to risk your rights, we’ll notify you and (where required) the ICO without undue delay.
10) Your rights (UK-GDPR)
You can access, rectify, erase, restrict or object to processing and port your data; you may withdraw consent at any time (doesn’t affect prior lawful use). To exercise rights, email gladiatormedia6@gmail.com
. You can also complain to the Information Commissioner’s Office (ICO).
11) Cookies
We use essential cookies to run the site and may use analytics/advertising cookies (e.g., GA4, LinkedIn Insight Tag) with consent in the UK/EEA. You can manage preferences via our banner or your browser settings. See our Cookie Notice for details (we can provide a separate page if needed).
12) Children
Our services target professionals. We do not knowingly collect data from children.
13) Third-party links
We are not responsible for the privacy practices of external sites linked from gladiatormedia.uk.
14) Changes
We may update this policy; the “Effective date” will change. Material changes will be signposted on the site.
15) Contact
Questions, DPA/NDA requests, sub-processor list or rights requests: gladiatormedia6@gmail.com
Optional: short Cookie Notice (for a footer page)
Cookie Notice (summary). We use essential cookies to operate this site and, with consent, analytics/advertising cookies to understand performance and improve marketing. Manage your preferences anytime via the cookie banner.
For details, contact gladiatormedia6@gmail.com
