Privacy Policy

Please read

1. Who We Are

Mediastation.io Limited (trading as Media Minds and Krill UK) is the data controller responsible for your personal data. We are incorporated and registered in England and Wales with company number 15655893, and our registered office is at 18 Bond Street, Brighton, England, BN1 1RD.

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us at:

Privacy Contact: Jon Lee - Chief Technology Officer
Email: privacy@media-minds.ai
Post: Mediastation.io Limited, 18 Bond Street, Brighton, England, BN1 1RD

Throughout this policy, when we refer to “we”, “us”, “our” or “MediaStation”, we mean Mediastation.io Limited and its trading names

2. What This Policy Covers

This Privacy Policy explains how we collect, use, store, and share your personal data when you:

visit our website at media-minds.ai (or any related domain we operate);
engage us to provide services under our Terms and Conditions (MM-TC-001); or
otherwise interact with us (for example, by email, at events, or through social media).

This policy should be read alongside our Terms and Conditions, which set out the contractual framework for our services, including our obligations around data protection (Clause 15) and the use of AI and automated processing technologies (Clause 16).

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Information you give us

Identity data: your name, job title, and company name
Contact data: your email address, telephone number, and postal address
Project data: information you provide in connection with a Work Order or enquiry about our services
Correspondence: records of communications between you and us

3.2 Information we collect automatically

When you visit our website, we may automatically collect:

Technical data: your IP address, browser type and version, operating system, time zone setting, and device information
Usage data: pages visited, time spent on pages, page interaction data (such as scrolling and clicks), and the website or search term that referred you to us
Cookie data: see Section 8 (Cookies) below for details

3.3 Client Materials

Where we provide services under our Terms and Conditions, the Client may supply us with Client Materials (as defined in Clause 1 of the T&Cs) that contain personal data — for example, video or audio content featuring identifiable individuals. The processing of personal data within Client Materials is governed by Clauses 15 and 16 of our Terms and Conditions, including where we use AI and automated processing technologies. In such cases, the Client is the data controller and we act as a data processor on the Client’s behalf.

4. How and Why We Use Your Personal Data

We will only use your personal data where we have a lawful basis to do so under the UK GDPR. The table below sets out the purposes for which we process personal data and the lawful basis we rely on in each case:

Where we rely on legitimate interest, we have carried out a balancing assessment to ensure our interests do not override your rights and freedoms. You can ask us for details of this assessment at any time.

5. Who We Share Your Personal Data With

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

Subcontractors and freelancers we engage to help deliver the Services, who are bound by obligations of confidentiality under our Terms and Conditions (Clause 3.6)
Third-party AI and technology service providers where we use automated tools to process Client Materials as described in Clause 16 of our T&Cs — see Section 6 below
Professional advisers including accountants, lawyers, and insurers where reasonably necessary
IT service providers who help us operate our systems and website
HM Revenue and Customs, regulators, and other authorities where we are legally required to do so

We do not sell your personal data to any third party.

6. AI and Automated Processing

In the course of delivering our services, we may use artificial intelligence, machine learning, and other automated processing technologies (“Automated Tools”) to process Client Materials. This is governed by Clause 16 of our Terms and Conditions. Key commitments include:

We will not use Client Materials to train, fine-tune, or develop any general-purpose AI model (Clause 16.6)
Where third-party AI services are used, they are bound by confidentiality obligations and we remain responsible for their acts (Clause 16.4)
We will inform the Client of the types of Automated Tools used upon reasonable request (Clause 16.7)
We will not use Automated Tools to make solely automated decisions that produce legal effects on identifiable individuals without the Client’s consent (Clause 16.10)
Client Materials and any temporary processing copies are deleted or returned on completion of the Services (Clause 16.8)

Where AI processing involves personal data, we comply with our obligations under Clause 15 (Data Protection) and will cooperate with Clients on Data Protection Impact Assessments where required (Clause 16.12).

7. International Transfers

Your personal data is primarily stored and processed in the United Kingdom.

Where it is necessary to transfer personal data outside the UK (for example, where a third-party AI service provider processes data in another country), we will ensure that appropriate safeguards are in place in accordance with UK GDPR, including:

transfers to countries covered by a UK adequacy decision;
Standard Contractual Clauses approved by the Information Commissioner’s Office (ICO); or
Binding Corporate Rules where applicable.

This is consistent with our obligations under Clause 15.4 and Clause 16.4 of our Terms and Conditions. You can contact us for details of the safeguards in place for any specific transfer.

8. Cookies

When you visit our website, we may place small text files called “cookies” on your device. Cookies help us understand how you use our website and improve your experience.

8.1 Types of cookies we use

8.2 Managing cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that if you disable cookies, some parts of our website may not function correctly. For more information on managing cookies, visit www.aboutcookies.org.

9. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our general retention periods are:

10. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

Right of access — you can request a copy of the personal data we hold about you
Right to rectification — you can ask us to correct inaccurate or incomplete personal data
Right to erasure — you can ask us to delete your personal data in certain circumstances (sometimes called the “right to be forgotten”)
Right to restriction — you can ask us to restrict the processing of your personal data in certain circumstances
Right to data portability — you can request that we provide your personal data in a structured, commonly used, machine-readable format
Right to object — you can object to processing based on legitimate interests or for direct marketing purposes
Rights related to automated decision-making — you have the right not to be subject to a decision based solely on automated processing that produces legal effects concerning you (see also Clause 16.10 of our T&Cs)
Right to withdraw consent — where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal

To exercise any of these rights, please contact us using the details in Section 1. We will respond within 30 days of receiving your request. There is no fee for making a request, though we may charge a reasonable fee if a request is clearly unfounded or excessive.

Right to complain

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint

We would appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first.

11. Security

We are committed to protecting your personal data. We have implemented appropriate technical and organisational measures to safeguard personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage, in accordance with Article 32 of the UK GDPR. These measures include:

encryption of data in transit and at rest where appropriate;
access controls limiting who can view personal data to those who need it;
regular review of our security measures and practices; and
obligations of confidentiality on our staff, subcontractors, and service providers.

While we take all reasonable precautions, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security, but we will notify you and the ICO of any personal data breach in accordance with our legal obligations.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to read the privacy policy of every website you visit.

13. Children’s Privacy

Our services are not directed at children under the age of 16, and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the “Last updated” date at the top of this page. We encourage you to review this policy periodically.