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Privacy Policy

Last updated: September 2026

1. About this policy

 

Coastal Media Ltd respects your privacy and is committed to looking after your personal information responsibly.

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This Privacy Policy explains what information we collect, why we collect it, how we use and store it, who we may share it with and the rights you have over your information.

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It applies when you use our website, contact us, join our mailing list, attend one of our events, book training or consultancy, or otherwise work with Coastal Media.

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Coastal Media Ltd is the data controller responsible for your personal information.

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Coastal Media Ltd
Company number: 14691324
Registered office: 165 The Broadway, London, SW19 1NE
Operating from: Norfolk
Email: matt@coastalmedia.biz
ICO registration number: ZB891956

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2. What information we collect
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The information we collect depends on how you interact with us.

It may include:

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  • your name;

  • email address;

  • telephone number;

  • business name and contact details;

  • information about your business that you choose to provide to us;

  • details of events, training or consultancy you have booked or attended;

  • correspondence and enquiries;

  • newsletter and marketing preferences;

  • transaction and invoice information;

  • information you provide before or during Clarity Days, Focus Sessions or other consultancy;

  • dietary or accessibility information you choose to provide when attending an event;

  • photographs or video taken at our events; and

  • technical information about how you use our website.

 

We only collect and retain information that we reasonably need to run Coastal Media, provide our services, meet our legal obligations and keep in touch with people who have asked to hear from us.

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3. How we collect your information
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Most of the information we hold is provided directly by you.

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For example, you might give us information when you:

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  • contact us;

  • join our mailing list;

  • book or attend an event;

  • book a Clarity Day, Focus Session or other service;

  • complete a form or questionnaire;

  • correspond with us by email or telephone; or

  • work with us on your business.

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We may also receive limited information from another organisation, for example where you have been referred to us through a funded business-support programme, partner organisation or collaborative event.

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We may occasionally obtain business contact information from publicly available sources where there is a legitimate reason for us to do so.

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Our website also automatically collects some technical information through cookies and analytics tools.

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4. Why we use your information
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Under UK data-protection law, we need a lawful basis for using personal information. The basis we rely on depends on what we are using the information for.

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Providing services and administering bookings
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We use your information to respond to enquiries, manage bookings, communicate with you about services you have requested and deliver our training and consultancy.

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Where you have entered into an agreement with us, we generally process this information because it is necessary to perform that contract or to take steps at your request before entering into one.

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Running Coastal Media
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We use information where reasonably necessary to administer our business, maintain appropriate records, respond to correspondence, protect our website and systems, understand our customers and improve our services.

 

For these purposes, we may rely on our legitimate interests in operating and developing Coastal Media effectively, provided those interests do not override your rights and interests.

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Meeting our legal obligations
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We process and retain some information because we are legally required to do so, including accounting, tax and company records.

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Consent
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In some circumstances we will ask for your consent, particularly where the nature of the information or the way we intend to use it makes consent appropriate.

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Where we rely on your consent, you can withdraw it at any time.

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5. Clarity Days, Focus Sessions and consultancy
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Working with us sometimes involves sharing information about your business, its challenges, plans and priorities.

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During Clarity Days, Focus Sessions and other consultancy work, we may make handwritten notes to help us provide the service.

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Where notes, workbooks or completed materials are intended for you, these will normally be provided to you.

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Any working notes we retain are stored securely at our premises and are not routinely transferred to our website or customer database. When they are no longer required, confidential paper records are securely destroyed.

 

We ask you to use your judgement when sharing particularly sensitive personal or commercial information and only provide information that is relevant to the work we are doing together.

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6. Events, dietary and accessibility information
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When you book an event, we may collect information needed to administer your booking and provide an appropriate experience.

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If you choose to tell us about dietary, accessibility or similar requirements, this information will only be used where necessary to accommodate those requirements.

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Some accessibility information may reveal information about your health and therefore receive additional protection under data-protection law.

 

Where appropriate, we will ask for your explicit consent to process this information and will only retain it for as long as reasonably necessary.

 

We may share the minimum information necessary with a venue or catering provider where this is required to meet a requirement you have told us about.

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7. Mailing list and marketing
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Our mailing list is held using Wix.

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If you sign up to receive our newsletter or other marketing communications, we will use your contact information to send you those communications.

 

Depending on the circumstances, we may rely on your consent or, where permitted by law, our legitimate interests in keeping existing customers and business contacts informed about relevant Coastal Media activities.

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You can unsubscribe from marketing communications at any time using the unsubscribe option included in our emails or by contacting us.

You also have the right to object to your personal information being used for direct marketing.

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We may retain a minimal record of an unsubscribe request so that we can make sure we do not inadvertently add you back to a marketing list.

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8. Payments
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Payments to Coastal Media are normally made directly by bank transfer.

We do not collect or store payment card details through our website.

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We retain appropriate information about invoices and payments as part of our accounting and business records and for the period required by applicable tax and accounting rules.

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9. Website analytics and cookies
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We use analytics tools to understand how people use our website, such as which pages are visited, how people find us and how visitors move around the site.

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We currently use analytics tools provided through Wix and may also use services such as Google Analytics.

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These services may collect information such as:

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  • IP address;

  • device and browser type;

  • approximate location;

  • pages visited;

  • how you arrived at our website; and

  • how you interact with the website.

 

Where required, analytics cookies and similar non-essential technologies will only be used with your consent. You can manage your preferences using the cookie controls on our website.

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We use analytics information to understand how our website is performing and to improve our website, content and marketing.

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We do not use website analytics to make automated decisions about individuals.

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10. Photography and video at events
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We sometimes take photographs or video at Coastal Media events for use on our website, social media, newsletters and other communications.

Where photography or filming is planned, we will make reasonable efforts to let attendees know.

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If you would prefer not to appear in photographs or video, please tell us and we will make reasonable efforts to accommodate your preference.

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Where the nature or intended use of photography means specific consent is appropriate, we will ask for it.

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11. Who we share information with
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We do not sell your personal information.

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We may share limited information with organisations that help us operate Coastal Media or deliver our services, where this is necessary and appropriate.

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These may include:

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  • Wix and other website, email, IT or cloud service providers;

  • venues and event suppliers;

  • accountants and other professional advisers;

  • analytics providers, which may include Google;

  • organisations delivering funded programmes through which you are working with us;

  • collaborative partners where we are jointly delivering an event or project; and

  • government bodies, regulators or other authorities where we are legally required to provide information.

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Where another organisation processes information on our behalf, we take reasonable steps to ensure that appropriate data-protection arrangements are in place.

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12. Coastal Media and Norfolk Uncovered
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Coastal Media Ltd works closely with Norfolk Uncovered Ltd, a separate company run by the same directors.

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There may be occasions where we share limited personal information with Norfolk Uncovered Ltd where there is a genuine operational reason to do so.

 

For example, this might be necessary where the two companies are working together on an event, project or piece of content, or where an enquiry or opportunity received by one company is more appropriately handled by the other.

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We will only share information where we have an appropriate lawful basis and will only share the information reasonably necessary for that purpose.

Coastal Media and Norfolk Uncovered maintain separate marketing lists.

 

Providing your details to Coastal Media does not automatically mean that you will receive marketing communications from Norfolk Uncovered, or vice versa.

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13. International data transfers
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Some of the technology providers we use may store or process information outside the UK.

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Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards required by UK data-protection law are in place.

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This may include relying on an adequacy decision or appropriate contractual safeguards.

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14. How long we keep your information
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We do not keep personal information indefinitely simply because we have collected it.

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How long we retain information depends on why we hold it.

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For example:

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  • accounting, transaction and invoice records are retained for the period required by applicable law;

  • information relating to an active client relationship is normally retained while we are working together and for a reasonable period afterwards;

  • mailing-list information is retained while you remain subscribed, subject to maintaining a minimal record where necessary to honour an unsubscribe request;

  • information relating to dietary or accessibility requirements will normally be deleted when it is no longer required for the relevant event or related administration;

  • handwritten working notes are securely destroyed when they are no longer reasonably required; and

  • enquiries and correspondence are periodically reviewed and deleted when there is no longer a reasonable business or legal reason to retain them.

 

We may retain information for longer where this is necessary to establish, exercise or defend legal claims or to comply with a legal obligation.

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15. Keeping your information secure
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We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure.

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Digital customer and mailing-list records held through Wix are protected using the security controls available through that service.

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Physical records we retain are securely stored at our premises and confidential paper records are securely destroyed when they are no longer required.

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Access to personal information is limited to people who reasonably need it for Coastal Media's work.

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16. Your rights
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Depending on the circumstances and the lawful basis we are relying on, data-protection law gives you a number of rights over your personal information.

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These may include the right to:

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  • ask for a copy of the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete information in certain circumstances;

  • ask us to restrict how information is used in certain circumstances;

  • object to certain uses of your information;

  • receive certain information in a portable format; and

  • withdraw consent where we rely on consent.

 

Not all of these rights apply in every circumstance.

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You can contact us at matt@coastalmedia.biz if you would like to exercise a right or ask us anything about how we use your information.

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We may need to ask for information to confirm your identity before responding to some requests.

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17. Complaints

 

If you have a concern about how we have handled your personal information, we would appreciate the opportunity to put things right.

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Please contact us at matt@coastalmedia.biz.

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You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

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Information Commissioner's Office - make a complaint

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18. Changes to this policy

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We may update this Privacy Policy from time to time as our business, website, services or legal obligations change.

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The current version will be published on our website and will show the date it was last updated.

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If we make a significant change to how we use personal information, we will take reasonable steps to bring that change to the attention of people affected where appropriate.

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