Privacy Policy

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information when you interact with our services:

• Contact Information: Name, email address, phone number, company name, job title
• Business Information: Company details, industry, business needs, marketing goals
• Financial Information: Billing address, payment method details (processed securely through Stripe)
• Account Information: Username, password, account preferences, service settings
• Communications: Emails, messages, support tickets, and other correspondence with us

1.2 Client Customer Data

As part of providing marketing automation and CRM services, we may process personal data about your customers, leads, and contacts on your behalf. This may include:

• Names, email addresses, phone numbers of your customers
• Customer behavior data, engagement metrics, and interaction history
• Any other data you provide or collect through our services

Important: When we process your customer data, we act as a data processor on your behalf. You remain the data controller and are responsible for ensuring you have appropriate legal basis and consent to process and share this data with us.

1.3 Usage and Technical Data

We automatically collect certain information when you use our website and services:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent on pages, click patterns, access times
• Analytics Data: Performance metrics, error reports, feature usage statistics

1.4 Marketing and Communications Data

We collect information about your preferences for receiving marketing communications and your communication preferences.

2. Legal Basis for Processing (GDPR)

Under GDPR, we process your personal data based on the following legal grounds:

• Contractual Necessity: To fulfill our service agreements and provide the services you've requested
• Legitimate Interests: To operate and improve our business, communicate with clients, and ensure service security
• Consent: Where you have given explicit consent for specific processing activities (e.g., marketing communications)
• Legal Obligation: To comply with applicable laws, regulations, and legal processes

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery and Operations

• Provide, operate, maintain, and improve our marketing automation and SaaS services
• Process transactions and manage client accounts
• Create and optimize marketing campaigns on your behalf
• Integrate with third-party platforms (CRM, advertising, email tools)
• Monitor and analyze service performance, usage patterns, and campaign effectiveness

3.2 Communication and Support

• Respond to your inquiries, support requests, and feedback
• Send service updates, technical notices, and security alerts
• Provide customer service and technical support

3.3 Marketing and Business Development

• Send you marketing communications about our services, features, and offers (with your consent)
• Conduct market research and gather feedback
• Analyze trends to improve our services and develop new offerings

3.4 Legal and Security

• Comply with legal obligations and enforce our Terms and Conditions
• Protect against fraud, unauthorized access, and security threats
• Resolve disputes and investigate potential violations

3.5 AI-Powered Services

We use artificial intelligence tools (including Anthropic Claude, OpenAI, and Google Gemini) to:

• Optimize marketing campaigns and improve content quality
• Generate insights and recommendations based on data analysis
• Automate routine tasks and improve operational efficiency
• Assist in content creation and copywriting

AI processing is conducted in accordance with GDPR requirements. We do not use your data to train third-party AI models unless explicitly disclosed and consented to.

4. How We Share Your Information

We do not sell your personal data. However, we may share your information in the following circumstances:

4.1 Service Providers and Business Partners

We share data with trusted third-party service providers who assist us in operating our business:

• GoHighLevel: CRM and marketing automation platform (data stored on their servers)
• Stripe: Payment processing (financial transaction data)
• Google Sheets: Data management and analysis
• Meta Ads & Google Ads: Advertising campaign management
• Instantly.io: Email outreach and communication
• AI Providers (Anthropic, OpenAI, Google): Content optimization and campaign assistance
• Other Tools: Additional platforms as disclosed in your service agreement

These service providers are contractually obligated to protect your data and use it only for the purposes we specify.

4.2 Legal Compliance and Protection

We may disclose your information when required by law or when necessary to:

• Comply with legal obligations, court orders, or regulatory requirements
• Protect our rights, property, safety, or the rights of others
• Investigate fraud, security issues, or violations of our Terms
• Respond to lawful requests from public authorities

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your personal data may be transferred to the acquiring entity. You will be notified of any such change via email or prominent notice on our website.

4.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. International Data Transfers

MediaSphere Solutions is based in Ireland (European Union). However, some of our service providers are located outside the EU, including:

• United States: GoHighLevel, Stripe, some AI providers
• Other Jurisdictions: Depending on client location and service requirements

When we transfer personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy decisions recognizing equivalent data protection standards
• Other legally compliant transfer mechanisms under GDPR

We work with clients globally, including in the EU, UK, US, and other countries. Regardless of where data is processed, we maintain GDPR-compliant safeguards.

6. Data Security

We take data security seriously and implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure access controls and authentication mechanisms
• Regular security assessments and vulnerability testing
• Employee training on data protection and security best practices
• Incident response and breach notification procedures

However, no system is completely secure. While we strive to protect your data using industry-standard practices, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

7. Your Privacy Rights (GDPR)

Under GDPR and applicable data protection laws, you have the following rights regarding your personal data:

7.1 Right of Access

You have the right to request a copy of the personal data we hold about you.

7.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data.

7.3 Right to Erasure ("Right to be Forgotten")

You have the right to request deletion of your personal data in certain circumstances, such as when it's no longer necessary for the purposes for which it was collected.

7.4 Right to Restriction of Processing

You have the right to request that we restrict processing of your personal data in certain situations.

7.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transfer it to another data controller.

7.6 Right to Object

You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes.

7.7 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw your consent at any time.

7.8 Right to Lodge a Complaint

You have the right to lodge a complaint with your local data protection authority (in Ireland: the Data Protection Commission at www.dataprotection.ie).

How to Exercise Your Rights

To exercise any of these rights, please contact us at contact@mediaspheresolutions.com. We will respond to your request within one month, as required by GDPR.

8. Marketing Communications and Opt-Out

We may send you marketing emails about our services, updates, and offers. You can opt out at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us at contact@mediaspheresolutions.com
• Updating your communication preferences in your account settings

Please note that even if you opt out of marketing communications, we will still send you essential service-related communications (e.g., account notifications, billing information, security alerts).

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with our legal obligations.

Retention Periods:

• Client Account Data: Retained for the duration of our business relationship plus 6 months after termination of services
• Marketing Leads (Non-Clients): Retained until you request deletion or opt out of communications
• Financial Records: Retained for 7 years to comply with tax and accounting obligations
• Support and Communication Records: Retained for up to 3 years
• Analytics and Usage Data: Aggregated and anonymized data may be retained indefinitely for statistical purposes

When personal data is no longer needed, we securely delete or anonymize it in accordance with data protection requirements.

10. Cookies and Tracking Technologies

MediaSphere Solutions does not currently use cookies or tracking technologies on our website. We do not track your browsing behavior, use analytics cookies, or deploy marketing pixels.

If this changes in the future, we will update this Privacy Policy and implement appropriate cookie consent mechanisms in compliance with GDPR and ePrivacy Directive requirements.

Please note that third-party platforms we integrate with (such as GoHighLevel, Meta Ads, Google Ads) may use their own cookies when you access their services through our platform. Refer to their respective privacy policies for details.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

If we become aware that we have inadvertently collected personal data from a child under 18, we will take steps to delete such information as quickly as possible.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at contact@mediaspheresolutions.com.

12. Third-Party Links and Services

Our website and services may contain links to third-party websites, platforms, or services that are not operated by us. We are not responsible for the privacy practices, content, or security of these external sites.

We encourage you to review the privacy policies of any third-party services you access. This Privacy Policy applies solely to information collected by MediaSphere Solutions.

13. Automated Decision-Making and Profiling

We may use automated processing and AI tools to analyze data and optimize marketing campaigns. This may include:

• Audience segmentation and targeting recommendations
• Content personalization and optimization
• Performance analysis and predictive insights

You have the right to object to automated decision-making and request human review of decisions that significantly affect you. Contact us at contact@mediaspheresolutions.com to exercise this right.

14. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify affected individuals within 72 hours of becoming aware of the breach (as required by GDPR)
• Report the breach to relevant data protection authorities
• Take immediate steps to contain and remediate the breach
• Provide information about the nature of the breach and recommended protective measures

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or for other operational reasons.

When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Post the revised Privacy Policy on our website
• Notify you via email or prominent notice if changes significantly affect your rights

Your continued use of our services after changes are posted constitutes acceptance of the updated Privacy Policy. We encourage you to review this page periodically.

16. Contact Information and Data Protection

MediaSphere Solutions is the data controller responsible for your personal data.

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

MediaSphere Solutions
Dublin, Ireland
Email: contact@mediaspheresolutions.com
Website: mediaspheresolutions.com

Data Protection Authority (Ireland):
If you have concerns about how we handle your personal data, you may also contact the Irish Data Protection Commission:
Website: www.dataprotection.ie
Email: info@dataprotection.ie