Privacy Policy

1. Introduction and Scope

This Privacy Policy sets out how Social Swan Media processes personal data in the provision of its Lead Generation Consultancy services, primarily focusing on data collected via Meta Lead Forms. We are committed to complying with the UK General Data Protection Regulation (GDPR).

2. Roles and Responsibilities (GDPR)

2.1 Data Controller: For the personal data of event prospects (Leads), the Client (the Venue Owner) is the Data Controller. The Client determines the purposes and means of processing that data.

2.2 Data Processor: Social Swan acts as the Data Processor. We process Lead Data strictly on the Client’s instructions, for the sole purpose of campaign optimisation and immediate handover to the Client.

3. Data We Collect and Process

We collect and process two categories of data:

A. Venue Client Data (Your Data)
Your name, email, phone number, and billing details provided during contracting. Used for billing and contract management.

B. Event Prospect Lead Data
Data collected via Meta Lead Forms, specifically: Full Name, Email Address, Direct Phone Number, Intended Event Date/Year, and Estimated Budget Range. Used solely for lead qualification and immediate handover to the Client's sales team.

4. How We Process and Store Lead Data

4.1 Processing: Lead Data is collected via Meta Lead Forms and is immediately stored in a private, password-protected secure cloud database (or the Client's designated CRM). The data is then immediately forwarded to the Client via an automated integration for follow-up.

4.2 Data Retention: Social Swan retains the Event Prospect Lead Data within our internal systems for a maximum period of 90 days following collection. This short period is necessary exclusively for ongoing campaign optimization, analysis, and reporting. After 90 days, the data is deleted from Social Swan's internal systems.

The Client remains the Data Controller and must manage the data on their own systems according to their own privacy policy.

5. Your Rights (Venue Client)

As a Client, you have the right to access, rectify, erase, restrict, and object to the processing of your personal data. All requests regarding your Client Data should be made directly to hello@socialswan.co.uk.

6. Changes to this Policy

We reserve the right to modify this privacy policy at any time. We encourage Clients to review this page periodically. Continued use of the service constitutes agreement to any changes.