Privacy Policy

1. Introduction and Data Controller

Veuze Media ("we," "our," "us," or the "Company") is committed to protecting your privacy and ensuring your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website veuzemedia.com and use our marketing services for martial arts schools and related businesses.

Data Controller Information

Data Controller: Veuze Media

Website: veuzemedia.com

Email: privacy@veuzemedia.com

Data Protection Inquiries: For any questions regarding data protection or to exercise your rights, please contact us at privacy@veuzemedia.com

We are the data controller responsible for your personal data. This means we determine how your personal data is processed and for what purposes.

2. Personal Data We Collect

We collect and process the following categories of personal data:

2.1 Information You Provide Directly

Category	Types of Data	Purpose
Identity Data	Full name, title, job title	To identify you and personalize our services
Contact Data	Email address, phone number, business address	To communicate with you about our services
Business Data	Business name, martial arts school details, website URL	To provide tailored marketing services
Communication Data	Messages sent via forms, emails, or phone calls	To respond to inquiries and provide support
Employment Data	CV, work history, qualifications (for job applicants)	To process career applications

2.2 Information Collected Automatically

Category	Types of Data	Purpose
Technical Data	IP address, browser type and version, operating system, device type, screen resolution	Website functionality and security
Usage Data	Pages visited, time spent on pages, click patterns, scroll depth, referring URLs	Website analytics and improvement
Location Data	General geographic location (country/region based on IP)	Content personalization and analytics

2.3 Special Category Data

We do not intentionally collect any special category data (such as information about race, ethnicity, religious beliefs, health, or sexual orientation). If such data is inadvertently collected, we will delete it promptly upon discovery.

3. Lawful Basis for Processing

Under the UK GDPR and EU GDPR, we must have a valid legal basis for processing your personal data. We rely on the following lawful bases:

Processing Activity	Lawful Basis	Explanation
Responding to inquiries and booking requests	Contract / Pre-contractual steps	Article 6(1)(b) – Processing necessary for the performance of a contract or to take steps prior to entering into a contract
Providing marketing services to clients	Contract	Article 6(1)(b) – Processing necessary for the performance of a contract
Sending marketing communications	Consent	Article 6(1)(a) – You have given clear consent to receive marketing materials
Website analytics and improvement	Legitimate Interests	Article 6(1)(f) – Our legitimate interest in improving our website and understanding user behavior
Processing job applications	Contract / Legitimate Interests	Article 6(1)(b) and 6(1)(f) – To take pre-contractual steps and assess candidates
Fraud prevention and security	Legitimate Interests	Article 6(1)(f) – Our legitimate interest in protecting our business and users
Legal compliance	Legal Obligation	Article 6(1)(c) – Processing necessary for compliance with a legal obligation

3.1 Legitimate Interests Assessment

Where we rely on legitimate interests, we have conducted a Legitimate Interests Assessment (LIA) to ensure our interests do not override your fundamental rights and freedoms. Our legitimate interests include:

• Understanding how visitors use our website to improve user experience
• Keeping our website secure and preventing fraud
• Developing and improving our marketing services
• Building relationships with potential clients

You have the right to object to processing based on legitimate interests at any time (see Section 9).

4. How We Use Your Personal Data

We use your personal data for the following specific purposes:

4.1 Service Delivery

• To respond to your consultation requests and inquiries
• To provide our 4-week free growth period and ongoing marketing services
• To create and manage your client account
• To communicate about service delivery and performance

4.2 Marketing and Communications (with consent)

• To send newsletters with martial arts marketing tips and insights
• To inform you about new services, case studies, and success stories
• To send promotional offers and event invitations

Note: We will only send you marketing communications if you have explicitly opted in. You can withdraw consent at any time (see Section 9.7).

4.3 Website Operations

• To maintain and secure our website infrastructure
• To analyze website traffic and user behavior patterns
• To improve website functionality and user experience
• To deliver relevant content based on your interests

4.4 Legal and Administrative

• To comply with legal obligations and regulatory requirements
• To establish, exercise, or defend legal claims
• To respond to law enforcement requests when legally required

5. Data Sharing and Recipients

We do not sell, rent, or trade your personal data to third parties for their marketing purposes.

We may share your personal data with the following categories of recipients:

5.1 Service Providers (Data Processors)

We engage trusted third-party service providers who process data on our behalf under written contracts that require them to protect your data:

Provider Category	Purpose	Data Processed
Cloud Hosting Providers	Website hosting and data storage	All website data
Email Service Providers	Email marketing and communications	Email address, name, communication preferences
Analytics Providers	Website analytics and performance monitoring	Anonymized/pseudonymized usage data
CRM Systems	Customer relationship management	Contact and business information
Scheduling Tools	Consultation booking management	Contact details, booking times

5.2 Professional Advisors

We may share data with lawyers, accountants, auditors, and insurers who provide consultancy, legal, insurance, and accounting services, bound by professional confidentiality obligations.

5.3 Legal and Regulatory Authorities

We may disclose your data when required by law, court order, or regulatory authority, or to protect our legal rights.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new owner. We will notify you of any such change and your rights in relation to your data.

6. International Data Transfers

Your personal data may be transferred to, stored, and processed in countries outside the United Kingdom and European Economic Area (EEA) where data protection laws may differ.

6.1 Transfer Safeguards

When we transfer data internationally, we ensure appropriate safeguards are in place:

• Adequacy Decisions: Transfers to countries that the UK Government or European Commission has determined provide an adequate level of data protection
• Standard Contractual Clauses (SCCs): Approved contractual terms that provide appropriate data protection guarantees
• International Data Transfer Agreements (IDTAs): UK-specific transfer mechanisms as required
• Binding Corporate Rules: Where applicable for intra-group transfers

6.2 Third-Party Service Locations

Some of our service providers are based in the United States and other countries. We ensure all international transfers comply with applicable data protection laws and have appropriate safeguards in place.

You may request details of the safeguards we have in place for international transfers by contacting us at privacy@veuzemedia.com.

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies. Cookies are small text files stored on your device that help us provide and improve our services.

7.1 Types of Cookies We Use

Cookie Type	Purpose	Duration	Consent Required
Strictly Necessary	Essential for website functionality, security, and navigation	Session / 1 year	No (essential)
Analytics Cookies	Help us understand how visitors interact with our website by collecting and reporting information anonymously	Up to 2 years	Yes
Functional Cookies	Remember your preferences (e.g., language, region) to enhance your experience	1 year	Yes
Marketing Cookies	Track visitors across websites to display relevant advertisements	Up to 2 years	Yes

7.2 Managing Cookies

You can control cookies through:

• Browser Settings: Most browsers allow you to refuse or delete cookies. Consult your browser's help section for instructions.
• Cookie Consent: When you first visit our website, you will be presented with cookie preferences where you can opt in or out of non-essential cookies.
• Opt-Out Links: For specific analytics services, you can use opt-out tools provided by the service (e.g., Google Analytics Opt-out Browser Add-on).

Please note that disabling certain cookies may affect website functionality.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements.

8.1 Retention Periods

Data Category	Retention Period	Rationale
Inquiry/Contact Form Data	2 years from last contact	To follow up on potential business opportunities
Client Service Data	7 years after contract ends	Legal and tax compliance requirements
Marketing Consent Records	3 years after consent withdrawal	To demonstrate compliance with consent requirements
Job Application Data (unsuccessful)	12 months after decision	For future opportunities and legal claims defense
Employee Data	7 years after employment ends	Legal and regulatory requirements
Website Analytics (aggregated)	26 months	Long-term trend analysis
Server Logs	90 days	Security monitoring and troubleshooting

8.2 Retention Criteria

When determining retention periods, we consider:

• The nature and sensitivity of the personal data
• The potential risk of harm from unauthorized use or disclosure
• The purposes for which we process the data
• Legal, regulatory, and contractual requirements
• Limitation periods for potential legal claims

When data is no longer needed, we securely delete or anonymize it.

9. Your Data Protection Rights

Under the UK GDPR and EU GDPR, you have the following rights regarding your personal data. We will respond to all valid requests within one month (extendable by two months for complex requests).

9.1 Right of Access (Article 15)

You have the right to request a copy of the personal data we hold about you (a "Subject Access Request"). We will provide:

• Confirmation of whether we process your data
• A copy of your personal data
• Information about how we use your data, who we share it with, retention periods, and your rights

The first copy is provided free of charge. We may charge a reasonable fee for additional copies or manifestly unfounded/excessive requests.

9.2 Right to Rectification (Article 16)

You have the right to request correction of inaccurate personal data or completion of incomplete data. We will rectify the data without undue delay.

9.3 Right to Erasure / "Right to be Forgotten" (Article 17)

You have the right to request deletion of your personal data in certain circumstances, including:

• The data is no longer necessary for the original purpose
• You withdraw consent (where consent was the lawful basis)
• You object to processing and there are no overriding legitimate grounds
• The data was unlawfully processed
• Erasure is required for legal compliance

We may refuse erasure where data is needed for legal claims, compliance with legal obligations, or for exercising the right of freedom of expression.

9.4 Right to Restriction of Processing (Article 18)

You have the right to request restriction of processing where:

• You contest the accuracy of the data (while we verify)
• Processing is unlawful, but you prefer restriction over erasure
• We no longer need the data, but you need it for legal claims
• You have objected to processing (pending verification)

9.5 Right to Data Portability (Article 20)

Where processing is based on consent or contract and carried out by automated means, you have the right to:

• Receive your personal data in a structured, commonly used, machine-readable format (e.g., CSV, JSON)
• Request direct transmission to another controller where technically feasible

9.6 Right to Object (Article 21)

You have the right to object to processing based on legitimate interests or public interest. We must stop processing unless we demonstrate compelling legitimate grounds that override your interests, or for the establishment, exercise, or defense of legal claims.

Direct Marketing: You have an absolute right to object to processing for direct marketing purposes at any time. We will stop processing immediately upon receiving your objection.

9.7 Right to Withdraw Consent

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before withdrawal.

To withdraw consent:

• Click the "unsubscribe" link in any marketing email
• Email us at privacy@veuzemedia.com
• Contact us using the details in Section 14

9.8 Rights Related to Automated Decision-Making (Article 22)

You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects. We do not currently use automated decision-making that falls within Article 22.

9.9 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: privacy@veuzemedia.com
• Subject Line: "Data Subject Rights Request - [Your Right]"

We may need to verify your identity before processing your request. We will respond within one month of receiving your request.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.

10.1 Technical Measures

• SSL/TLS encryption for data in transit
• Encryption of sensitive data at rest
• Regular security assessments and vulnerability testing
• Secure password policies and access controls
• Firewalls and intrusion detection systems

10.2 Organizational Measures

• Access to personal data limited to authorized personnel on a need-to-know basis
• Staff training on data protection and security
• Data protection policies and procedures
• Regular reviews of data processing activities
• Secure disposal of data when no longer needed

10.3 Data Breach Procedures

We have procedures in place to detect, report, and investigate personal data breaches. Where a breach is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay, in accordance with Article 34 of the UK GDPR.

11. Third-Party Links and Services

Our website may contain links to third-party websites, plugins, and applications. Clicking on those links or enabling connections may allow third parties to collect or share data about you.

We do not control these third-party websites and are not responsible for their privacy practices. We encourage you to read the privacy policy of every website you visit.

This Privacy Policy applies only to our website (veuzemedia.com) and services.

12. Children's Privacy

Our services are not directed to individuals under the age of 18, and we do not knowingly collect personal data from children under 18. Our marketing services are designed exclusively for business owners and operators of martial arts schools.

If we become aware that we have collected personal data from a child under 18 without appropriate parental consent, we will take steps to delete that information promptly. If you believe we have inadvertently collected data from a child, please contact us immediately at privacy@veuzemedia.com.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.

When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will post the updated policy on this page
• For significant changes, we may notify you via email (if we have your email address) or through a prominent notice on our website

We encourage you to review this Privacy Policy periodically. Your continued use of our website and services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us:

Data Protection Inquiries

• Email: privacy@veuzemedia.com
• Website: veuzemedia.com/book.html

We aim to respond to all inquiries within 5 business days.

15. Right to Lodge a Complaint

If you are unhappy with how we have handled your personal data or believe we have not complied with data protection laws, you have the right to lodge a complaint with a supervisory authority.

15.1 UK Residents

You can contact the Information Commissioner's Office (ICO):

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

15.2 EU Residents

You can contact the supervisory authority in your country of residence. A list of EU data protection authorities is available at: edpb.europa.eu/about-edpb/about-edpb/members_en

We would appreciate the opportunity to address your concerns before you approach a supervisory authority, so please contact us first at privacy@veuzemedia.com.

16. Legal Basis Summary

This Privacy Policy has been prepared in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• EU General Data Protection Regulation (Regulation (EU) 2016/679)
• Data Protection Act 2018 (UK)
• Privacy and Electronic Communications Regulations 2003 (PECR)
• ePrivacy Directive 2002/58/EC