Privacy Policy
Privacy Policy for Venlo Group Co. LTD, explaining how the company collects, uses, stores and protects personal data in connection with its website, enquiries, sample report downloads and media intelligence services.
1. Introduction
This Privacy Policy explains how Venlo Group Co. LTD collects, uses, stores and protects personal data when you visit our website, contact us, request information, download materials, submit an enquiry or use our media intelligence services.
Venlo Group Co. LTD is committed to handling personal data lawfully, fairly, transparently and securely.
This Privacy Policy applies to the website operated by Venlo Group Co. LTD and to business communications connected with our media monitoring, media analysis, media intelligence and research services.
2. Company Information
This website is operated by:
Venlo Group Co. LTD
Gallery Building, 71 Dublin Road
Belfast, BT2 7GH
Northern Ireland
Company registration number: NI731561
Registering authority: Companies House
Email: info@venlo-europe.com
For privacy-related enquiries, please contact us at: info@venlo-europe.com
3. What Personal Data We Collect
We may collect and process the following categories of personal data:
Contact and enquiry data
This may include:
• Name
• Job title
• Company or organisation name
• Business email address
• Telephone number, if provided
• Country or region
• Message content
• Subject of enquiry
• Preferred service area or area of interest
Sample report and downloadable material data
If you request a sample media intelligence report or other downloadable material, we may collect:
• First name
• Last name
• Company or organisation
• Business email address
• Country
• Area of interest
• Download request details
• Date and time of request
Client and business relationship data
If we enter into discussions or a business relationship with you or your organisation, we may process:
• Business contact details
• Proposal and negotiation records
• Project requirements
• Communication history
• Contract-related information
• Billing or administrative details where applicable
Website usage and technical data
When you visit our website, certain technical information may be collected automatically, depending on the technologies used on the website. This may include:
• IP address
• Browser type and version
• Device type
• Operating system
• Referring website
• Pages visited
• Time and date of visit
• General usage information
• Cookie or similar technology data, where applicable
Media monitoring and research data
In the course of providing media monitoring, media analysis or research services, we may process information from public or client-authorised sources. This may include:
• Public media references
• Publicly available names, roles or statements
• Public social media posts, where relevant and lawful
• Professional or institutional references
• Publicly available business or organisational information
We do not intentionally collect unnecessary personal data. The type of information processed depends on the project scope, source availability and client instructions.
4. How We Collect Personal Data
We may collect personal data when:
• You submit a contact form
• You request a sample report
• You download or request access to website materials
• You email us
• You request a proposal
• You communicate with us about our services
• You become a client, supplier or business contact
• You visit or interact with our website
• We process publicly available media or research information as part of a client project
Where we collect personal data directly from you, we aim to provide relevant privacy information at the time of collection.
5. Why We Use Personal Data
We may use personal data for the following purposes:
To respond to enquiries
We use contact details and enquiry information to respond to messages, questions, proposal requests and business communications.
To provide requested materials
If you request a sample report, white paper, company document or other downloadable material, we use your contact details to provide access to the requested resource.
To follow up on legitimate business interest
Where you request information about our services, we may follow up with relevant business communication regarding media monitoring, media analysis, media intelligence or research services.
To prepare proposals and provide services
We use business contact and project information to prepare tailored proposals, define project scope, deliver services and manage client relationships.
To operate and improve our website
We may use technical and usage data to maintain website functionality, improve user experience, monitor performance, prevent misuse and enhance security.
To deliver media intelligence services
We may process publicly available information and project-related data in order to monitor media coverage, analyse public communication, assess reputational issues and prepare client reports.
To comply with legal and administrative obligations
We may use personal data where necessary for record keeping, accounting, compliance, legal claims, regulatory obligations or corporate administration.
6. Lawful Bases for Processing
Depending on the context, we may rely on one or more lawful bases for processing personal data.
Consent
We may rely on consent where you actively agree to receive certain communications, request specific materials or agree to optional processing.
Where we rely on consent, you may withdraw your consent at any time.
Contract
We may process personal data where necessary to take steps before entering into a contract or to perform a contract with you or your organisation.
Legitimate interests
We may process personal data where necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms.
Our legitimate interests may include:
• Responding to business enquiries
• Following up on service requests
• Providing B2B communications
• Improving our website
• Protecting website security
• Managing client relationships
• Preparing media intelligence reports
• Analysing publicly available media content
Legal obligation
We may process personal data where necessary to comply with legal, accounting, tax, regulatory or corporate obligations.
7. Media Monitoring and Publicly Available Information
Venlo Group Co. LTD provides media monitoring, media analysis and research services. These services may involve reviewing, collecting, classifying and analysing information from public or authorised sources.
Such sources may include:
• News websites
• Printed publications
• Broadcast references
• Public social media content
• Professional publications
• Public institutional communications
• Public company information
• Other publicly available media or research sources
Where personal data appears in public media or public communication sources, we process such information only where relevant to the agreed project scope and lawful purpose.
We do not use media monitoring to conduct unlawful surveillance, private profiling or unauthorised access to restricted information.
8. Cookies and Similar Technologies
Our website may use cookies or similar technologies to support website functionality, security, analytics or user experience.
Cookies may be used to:
• Enable basic website functions
• Understand website traffic and usage
• Improve website performance
• Support security and reliability
• Remember certain user preferences where applicable
Where required, we will request consent for non-essential cookies. You may also manage cookies through your browser settings.
If the website uses analytics, embedded tools or third-party services, those providers may process certain technical data according to their own terms and privacy notices.
9. Who We Share Personal Data With
We may share personal data with trusted third parties where necessary for the purposes described in this Privacy Policy.
This may include:
• Website hosting providers
• Email and communication service providers
• CRM or lead management tools
• Analytics and security service providers
• Professional advisers
• IT service providers
• Payment, accounting or administrative providers where applicable
• Regulatory or legal authorities where required by law
• Client-authorised project partners or subcontractors where necessary for service delivery
We do not sell personal data to third parties.
Where third-party processors are used, we aim to ensure that appropriate safeguards and contractual protections are in place.
10. International Transfers
Venlo Group Co. LTD may work with clients, service providers or project partners in different countries.
Where personal data is transferred outside the United Kingdom or the European Economic Area, we will take steps designed to ensure that appropriate safeguards are in place, where required by applicable data protection law.
Such safeguards may include adequacy decisions, standard contractual clauses, international data transfer agreements or other legally recognised transfer mechanisms.
11. How Long We Keep Personal Data
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, unless a longer retention period is required by law.
Typical retention periods may include:
• Enquiry data: retained for a reasonable period after the enquiry is resolved
• Sample report request data: retained for business follow-up and service interest records
• Client relationship data: retained for the duration of the relationship and for a reasonable period afterwards
• Contract and accounting records: retained according to legal, tax or accounting requirements
• Website technical data: retained for a limited period depending on the technology used
• Media monitoring project data: retained according to client agreement, project requirements and lawful purpose
We may delete, anonymise or archive personal data when it is no longer needed.
12. How We Protect Personal Data
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
Such measures may include access controls, secure systems, limited access to project data, appropriate service provider selection, data minimisation and internal handling procedures.
No website, email system or digital communication method can be guaranteed to be completely secure. You should avoid sending highly confidential or sensitive information through general website forms unless appropriate arrangements are in place.
13. Your Data Protection Rights
Depending on applicable law and the circumstances of processing, you may have the following rights:
• The right to be informed about how your personal data is used
• The right of access to your personal data
• The right to rectification of inaccurate data
• The right to erasure in certain circumstances
• The right to restriction of processing
• The right to object to processing
• The right to data portability in certain circumstances
• The right to withdraw consent where processing is based on consent
• The right to complain to a supervisory authority
To exercise your rights, please contact us at: info@venlo-europe.com
We may need to verify your identity before responding to a request.
14. Marketing Communications
We may contact business users who have requested information, downloaded a sample report, submitted an enquiry or shown interest in our services.
Marketing or business development communications may relate to media monitoring, media analysis, research services, sample reports, company updates or relevant service information.
You may ask us to stop sending marketing communications at any time by contacting: info@venlo-europe.com
Where legally required, we will only send marketing communications with your consent.
15. Children's Data
Our services and website are intended for business and professional users. We do not knowingly collect personal data from children.
If we become aware that we have collected personal data from a child without appropriate lawful basis, we will take steps to delete it.
16. Third-Party Websites
Our website may contain links to third-party websites or resources.
Venlo Group Co. LTD is not responsible for the privacy practices, content, security or policies of third-party websites. You should review the privacy policies of any third-party websites you visit.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, website, legal obligations or data handling practices.
The updated version will be published on this website. We recommend reviewing this Privacy Policy periodically.
18. Contact
If you have any questions about this Privacy Policy or how we handle personal data, please contact:
Venlo Group Co. LTD
Gallery Building, 71 Dublin Road
Belfast, BT2 7GH
Northern Ireland
Email: info@venlo-europe.com
19. Supervisory Authority
If you are concerned about how we handle your personal data, you may contact us first so that we can try to resolve the issue.
You also have the right to lodge a complaint with the UK Information Commissioner's Office, which is the UK supervisory authority for data protection matters.
Website: ico.org.uk