Our contact details
Name: RuralPod Media Limited
E-mail: hello@ruralpodmedia.co.uk
Website: www.ruralpodmedia.co.uk
Date of privacy policy completion: 16/03/2023
Date of update: 07/04/2026
Privacy statement
RuralPod Media Limited (”We”) are committed to protecting and respecting your privacy.
This policy (together any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us (your “Information”).
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998 (the Act) and the EU General Data Protection Regulation (GDPR), the data controller is Benjamin Eagle of NR23NY, UK.
Our nominated representative for the purpose of the Act is Benjamin Eagle.
What information do we use?
We will collect and process the following data about you:
Information you give us. This is information about you that you give us by filling in forms on our site ruralpodmedia.co.uk (our site), our Mailchimp account (mailing list) or by corresponding with us by phone, e-mail or otherwise. It only includes basic personal data required for you to be able to use our site, subscribe to our service, newsletters or e-newsletters, search for a product or service, place an order on our site, participate in discussion boards or other social media functions, enter a competition or promotion or survey, when you report a problem with our site or to enable us to pay you or you to pay us. The information you give us may include your name, address, e-mail address, phone number(s), organisation, website, financial and credit card information and personal imagery. For information on podcast recording and how your data is used in this instance please see further below.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
You want us to respond to your question.
You are interested in becoming a client.
You want us to respond to an enquiry that you have made.
You want us to contact you regarding a new or ongoing project or piece of work.
You want us to send you information that may be of interest.
You want to be added to our mailing list.
You want us to send you information relating to our latest podcasts or news.
You have sent us an invoice.
You want us to send you an invoice.
You want us to update the details we hold of your accounting or invoicing data.
You want us to promote a podcast, project, other piece of work or something else requested by you.
You want us to use an image for our work.
You want to take part in a podcast recording or have been asked to take part in a podcast recording.
Information we collect about you.
With regard to each of your visits to our site we will automatically collect the following information:
technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions and operating system and platform;
information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number.
Information we receive from other sources. This is information we receive about you if you use any of the other websites we operate or the other services we provide. We are working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, personal and administrative assistants). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are any of the following:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us on hello@ruralpodmedia.co.uk
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
How do we use this information?
We will use this information:
to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
to notify you about changes to our service.
To inform you of news or updates assuming you have signed up to our mailing list service.
Information we collect about you.
We may use this information:
to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
to improve our site for the purposes of ensuring that content is presented in the most effective manner for you and for your computer;
to allow you to participate in interactive and social media features of our service, when you choose to do so;
as part of our efforts to keep our site safe and secure;
to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.
to produce podcast episodes.
to inform you if you have taken part in or won a competition.
Information we receive from other sources.
We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
What we would also like to do with this information:
At RuralPod Media Ltd we take your privacy seriously and will only use your information as mentioned above.
However, from time to time we would like to inform you of our future offers and similar products. This information is not shared with a third party and you can unsubscribe at any time via phone, email or our website.
How do we share your information?
You acknowledge and agree that from time to time we have the right to share your personal information with:
Members of staff and others directly contracted to RuralPod Media Ltd.
Selected third parties including:
business partners, suppliers and sub-contractors for the performance of any contract we enter into with you;
analytics and search engine providers that assist us in the improvement and optimisation of our site;
We will disclose your personal information to third parties:
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If RuralPod Media Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Website Terms and Conditions and other agreements; or to protect the rights, property, or safety of RuralPod Media Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Where do we store your information?
All Information we process is processed by us in the UK. However, for the purposes of IT hosting and maintenance, this information may be located on servers outside the UK.
Once we have received your information, we have a Data Protection regime in place to oversee the effective and secure processing of your personal data and we will use strict procedures and security features to try to prevent unauthorised access.
However, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site or the online systems we work with.
Podcast Recording and Use of Personal Data
We may record audio and/or video communications, including podcast interviews, meetings, or related discussions, sometimes conducted via third-party platforms such as Zoom, Riverside, or Microsoft Teams. The data is collected via the third party platforms (Zoom, Riverside, Microsoft Teams) or by us in the case of in person recordings.
These recordings may include personal data, such as your name, voice, image (where video is enabled), opinions, and any other information you choose to disclose during the session.
These recordings/data is collected and processed for the purpose of producing podcast episodes, editing and promotional use (including social media clips), archival and internal record keeping.
We process this personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The lawful basis for processing is typically your consent (Article 6(1)(a) UK GDPR), and/or our legitimate interests (Article 6(1)(f) UK GDPR) in creating, producing, and promoting audio-visual content and analytics, where such interests are not overridden by your rights and freedoms.
Recordings may be used for the purposes of:
Recordings may be edited for clarity, length, and format, including the creation of clips, excerpts, captions, and other derivative media for promotional use.
We collect the video and audio of the recording in order to process it into a podcast episode. Original raw audio and video recordings are stored securely using industry-standard tools and are not kept indefinitely. They may be shared with the third-party platform used to record the data (including Zoom, Riverside, or Microsoft Teams) and with third-party editing and post-production software, such as Auphonic and/or Reaper and with podcast hosting sites such as Simplecast. The final produced episode will be published through streaming sites including Spotify and Apple Podcasts as well as Youtube. We retain the original raw recordings for no more than 90 days, after which they are securely deleted. Edited/produced episodes will be kept indefinitely or until a time when we decide to remove them.
By participating in a recorded session, you acknowledge that recording will take place and, where required, you will be asked to provide your explicit consent prior to recording. You may withdraw your consent at any time; however, this will not affect the lawfulness of processing carried out prior to withdrawal. You have the right to request access to your personal data and to request deletion of the original audio and video recordings within the retention period.
The data/recordings will be stored securely on the third party software used to record the podcast interview/meeting which could be Zoom, Riverside or Microsoft Teams. The edited/produced version may be stored on RuralPod Media’s cloud based storage (Microsoft 365), editing software (Reaper), hosting software (Simplecast) and streaming sites (Spotify, Apple Podcasts, Youtube).
You have the right to request access to your personal data, rectification, erasure, restriction of processing, and, where applicable or possible, to object to processing or request data portability. To exercise these rights, please contact us using the details set out in this privacy policy.
Personal Data Breach Detection, Reporting and Management
RuralPod Media has implemented appropriate technical and organisational measures to detect, investigate, and respond to personal data breaches. In the event of a data breach that is likely to result in a risk to the rights and freedoms of individuals, we will report it to the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of the breach, in line with the UK GDPR.
If the breach is likely to result in a high risk to your rights and freedoms, we will also notify you without undue delay. All data breaches—regardless of severity—are logged and reviewed to prevent recurrence.
Data Subject Access Request (DSAR) Handling
Under UK data protection law, you have the right to access personal information we hold about you. If you submit a Data Subject Access Request, we will:
To submit a DSAR, please contact: hello@ruralpodmedia.co.uk
Record of Processing Activities (ROPA)
RuralPod Media maintains a Record of Processing Activities as required by Article 30 of the UK GDPR. This internal document outlines:
This record is reviewed annually and whenever new processing activities are undertaken.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information that you think is inaccurate. You also have the right to ask us to complete information that you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at hello@ruralpodmedia.co.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at hello@ruralpodmedia.co.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk