Privacy Policy
Last Updated: 14th March 2025
1. Introduction
This Privacy Policy explains how MINIMA (“we”, “us”, or “our”) collects, uses, shares, and protects your personal data when you interact with us, including through our website, services, forms, and campaigns.
We are a creative and development agency headquartered in the United Kingdom and are committed to safeguarding your privacy while enabling operational flexibility across client services, digital campaigns, and collaborations.
2. Who We Are
MINIMA
82 Tartar Road
Cobham, Surrey
KT11 2AT
United Kingdom
Data Protection Officer: Jakub
Email: [email protected]
General Contact: [email protected]
We are the Data Controller under applicable data protection laws.
3. When This Policy Applies
This policy applies whenever you:
- Visit or interact with our website
- Fill out any forms or subscribe to our services
- Participate in campaigns or promotions run by MINIMA or its partners
- Contact us via email, phone, or social media
- Provide data in the course of business, recruitment, or contractual arrangements
It does not apply to third-party websites linked from our content.
4. The Data We Collect
We may collect and process:
a. Identity & Contact Data
- Full name, email, phone number, address
- Job title, company name, social handles (if provided)
b. Campaign & Form Data
- Form submissions, responses, preferences, consent choices
- Any personal data you share via surveys, lead forms, sign-ups
c. Technical & Usage Data
- IP address, browser type/version, operating system
- Device identifiers, log files, click paths, traffic sources
- Cookie data and tracking pixels (analytics, retargeting)
d. Transactional & Contractual Data
- Client project records, payment/billing info, signed agreements
- Internal notes, timelines, and records related to service delivery
e. Recruitment Data
- CVs, portfolios, references, interview notes
We may also process anonymised or aggregated data for analytics and strategy purposes.
5. How We Collect Your Data
We collect personal data in the following ways:
- Directly – when you fill out a form, send an email, or provide info through contact or project onboarding
- Automatically – via cookies, analytics tools, CRM tracking
- Third Parties – such as campaign partners, ad platforms, or service providers (e.g., Mailchimp, Meta)
6. Legal Grounds for Processing
We process your personal data under these lawful bases:
| Legal Basis | Purpose |
|---|---|
| Consent | Opt-in to marketing, forms, cookies, campaign participation |
| Contractual Necessity | Deliver services, fulfill orders, respond to enquiries |
| Legal Obligation | Maintain financial records, respond to regulatory authorities |
| Legitimate Interest | Analytics, B2B outreach, service optimisation, security monitoring |
You can withdraw your consent at any time by emailing [email protected].
7. How We Use Your Information
We use your personal data to:
- Deliver creative and development services
- Respond to enquiries or provide technical support
- Send campaign invites, resources, and relevant updates
- Customise content and improve site experience
- Execute partner collaborations and audience segmentation
- Fulfill legal and regulatory requirements
- Monitor security and prevent abuse or fraud
8. Sharing Your Data
Your personal data may be shared with:
- Campaign or business partners (only when relevant and with appropriate safeguards)
- Third-party service providers, including cloud platforms, CRM tools, analytics tools, and email marketing services
- Professional advisors – legal, tax, and compliance consultants
- Regulatory bodies or authorities when legally required
- Buyers, investors, or acquirers in the event of a merger, sale, or restructure
All data processors are required to uphold equivalent privacy and security standards through contracts and data processing agreements.
9. International Transfers
Where we transfer personal data outside the UK (e.g., to US-based services such as Google, Meta, or Mailchimp), we ensure lawful safeguards, including:
- UK Adequacy Regulations
- Standard Contractual Clauses (SCCs)
- UK International Data Transfer Agreement (IDTA)
We regularly assess our vendors’ compliance with data protection and security requirements.
10. Retention Periods
We retain data only as long as necessary. Retention periods include:
- Client, contact, and project data – up to 6 years for legal and accounting reasons
- Marketing data – up to 2 years from your last interaction or opt-out
- Campaign responses – up to 2 years post-campaign
- Job applications – 12 months from receipt unless explicitly extended
We may retain anonymised data indefinitely for analytical or benchmarking purposes.
11. Marketing and Campaign Emails
If you’ve opted in, we may send you marketing or partner campaign messages. These may include:
- News and insights
- Campaign and project opportunities
- Event invitations or resources
- Partner materials related to a specific project
You can unsubscribe at any time using the link in any email or by contacting [email protected].
12. Your Rights
Under the UK GDPR, you have the right to:
- Access your personal data
- Correct inaccurate or incomplete data
- Erase your data (“right to be forgotten”)
- Restrict or object to certain types of processing
- Withdraw consent where previously given
- Data portability (where applicable)
- Complain to the ICO
Contact the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Phone: 0303 123 1113
For all rights requests, contact [email protected] or [email protected]. We aim to respond within one month.
13. Data Security
We implement strong security protocols to protect personal data, including:
- HTTPS encryption
- Role-based access control
- Firewalls and anti-malware solutions
- Cloud-based secure storage
- Two-factor authentication for admin systems
- Regular audits and staff training
If a data breach occurs, we will notify affected individuals and the ICO where required.
14. Cookies & Tracking
We use cookies, pixels, and other tracking tools to:
- Understand site performance and visitor behaviour
- Deliver targeted advertising
- Improve your experience and reduce friction
You can manage cookies in your browser settings or via our on-site cookie control tool. For details, see our Cookie Policy.
15. Third-Party Sites
Our website may contain links to other websites or platforms. We are not responsible for their content or privacy practices. Please read their policies before providing any data.
16. Changes to This Privacy Policy
We reserve the right to update this policy at any time. Significant changes will be communicated clearly via email or notice on our website.
The latest version will always be available at: https://minima.gg/privacy-policy
17. Contact Us
For privacy-related questions, requests, or complaints, please reach out to:
Jakub – Data Protection Officer
📧 [email protected]
📧 [email protected]
🏢 MINIMA
82 Tartar Road, Cobham, Surrey, KT11 2AT, United Kingdom
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