Who we are and how to contact us
X9 Media LLP is responsible for the personal information described in this notice. Our location is London. For privacy questions or requests, email hello@x9media.io. Contact us if you need a postal correspondence address.
This notice covers x9media.io and enquiries made directly to us. Where we handle data on a client’s instructions to deliver a service, the relevant client agreement and the client’s privacy notice also apply.
Information we receive
- Enquiries and bookings: your name, email address, business and website details, any telephone number you choose to supply, booking information and messages you send.
- Client relationships: contact details, correspondence, agreed project requirements and information needed to deliver and administer the services you request.
- Newsletter subscriptions: your name where supplied, email address, subscription status and records of opt-in or withdrawal.
- Website operation: technical connection information such as IP address, browser and device information, requested pages and security or error logs processed by website providers.
We receive information directly from you and through the booking, subscription and website services you use. Please do not include sensitive personal information in a general enquiry unless we have agreed a suitable way to receive it.
Why we use information
- Responding to requests and arranging services: to answer enquiries, arrange calls and take steps you request before entering a contract, or to perform an agreed contract.
- Business contact and service administration: our legitimate interests in managing relevant business enquiries, maintaining client relationships and providing support, taking account of your rights and expectations.
- Website operation and security: our legitimate interests in maintaining a functional, reliable and secure website and investigating misuse.
- Newsletter delivery: your consent to receive the newsletter. You can withdraw it using the unsubscribe link or by emailing us; withdrawal does not affect processing that was lawful before it.
- Legal responsibilities: where retaining or using information is necessary to meet applicable legal obligations.
Sending an enquiry does not by itself subscribe you to the newsletter. Information needed to respond to your request or deliver a service may be necessary for us to do so; newsletter subscription is optional.
Services that help us operate
We use WordPress and hosting services to operate this website, Calendly for the embedded audit scheduler, and Zoho services for enquiry management and newsletter administration. Zoho Campaigns processes subscription information on our behalf. Our newsletter subscription process includes email confirmation and an unsubscribe option.
Service providers may receive the information needed to perform their role. We may also disclose information to professional advisers or authorities where necessary for legal obligations, resolving disputes or protecting legal rights. We do not sell personal information.
Cookies, storage and external websites
See our Cookie Notice for the homepage intro setting, WordPress functionality and embedded services. Some fonts load from Google Fonts. Third-party resources can receive technical connection information when loaded. External websites and social platforms have their own privacy notices.
International processing
Our providers may process information in more than one country. Processing locations and transfer arrangements depend on the service and account configuration. Email hello@x9media.io to request details of the arrangements relevant to your information. This notice does not imply that all information stays in the UK.
How long we keep information
Retention depends on why the information was collected. We assess enquiry records against whether the enquiry remains active and whether a follow-up or dispute is outstanding. For client records, we consider the engagement, relevant accounting or legal duties and the need to establish or defend claims. Records that are no longer needed should be deleted or anonymised.
Newsletter information is used while the subscription remains active. After an unsubscribe request, a limited suppression record may be retained to help prevent further marketing to that address. Contact us to ask about the retention period applicable to your records.
Your rights and choices
Depending on the circumstances, you may have rights to access your personal information, correct inaccuracies, request erasure, restrict processing, object to processing based on legitimate interests, and receive certain information in a portable format. These rights are subject to applicable conditions and exceptions. You can object to direct marketing at any time.
Send requests to hello@x9media.io. We may need proportionate information to verify your identity before disclosing or changing records. We will respond within the applicable statutory timeframe and explain any extension or exception.
Concerns and complaints
Please contact us first so we can try to address your concern. You also have the right to complain to the UK Information Commissioner’s Office, or another competent data protection authority where applicable.
Updates
We will review this notice when the way we handle information changes. The date at the top identifies the current version.