POWER PR PRIVACY POLICY
1. Introduction
Last Updated: January 13, 2025
At POWER PR (”we,” ”us,” or ”our”), we place the highest priority on protecting your privacy and safeguarding your personal information. This Privacy Policy outlines our comprehensive approach to collecting, using, disclosing, and protecting your information when you engage with our services, visit our website at powerpr.agency, or interact with our HubSpot CRM system.
This Policy encompasses all aspects of our information handling practices across our entire service spectrum, including our website, client portal, email communications, mobile applications, and all other services we provide. By choosing to use our services, you acknowledge and agree to the collection and use of your information as described in this Privacy Policy.
The scope of this Policy extends to everyone who interacts with our services, including website visitors, current and prospective clients, business partners, service providers, job applicants, employees, media representatives, and subscribers to our various communications channels. We believe in complete transparency about our data practices and aim to provide you with clear, detailed information about how we handle your personal information.
Throughout this Policy, we use certain terms consistently to ensure clarity. When we refer to ”Personal Information,” we mean any information that can identify you directly or indirectly. ”Non-Personal Information” refers to data that cannot be used to identify you specifically. Our ”Services” encompass the full range of POWER PR offerings, including digital PR, media relations, content creation, and strategic communications. The term ”Platform” includes our website, client portal, and other digital tools we employ in service delivery. References to ”HubSpot CRM” relate to our customer relationship management system, which we use to maintain and enhance our client relationships and communications.
2. Information We Collect
The information we collect is essential to providing high-quality PR and communication services to our clients. We gather various types of information to ensure we can deliver personalized, effective solutions while maintaining the highest standards of professional service.
Personal information forms the cornerstone of our client relationships. When you engage with POWER PR, we collect essential contact details including your name, email addresses (both business and personal when provided), telephone numbers, and business address. This information enables us to maintain clear communication channels and provide responsive service. We also maintain detailed account information, including securely encrypted login credentials, account preferences, and comprehensive service histories, allowing us to provide a seamless experience across all our service touchpoints.
For client billing and financial management, we collect and securely store relevant financial information. This includes banking details, payment history, and invoice records. When credit card information is required, we process it through trusted third-party payment processors who maintain the highest levels of security compliance. We never store complete credit card information on our servers.
Professional information helps us understand your business context and requirements better. This encompasses your company details, industry sector, specific business requirements, and project history. We maintain records of all communications and meeting notes to ensure continuity and quality in our service delivery.
Our business information collection focuses on understanding your organization’s operations and goals. This includes comprehensive company data such as business structure, industry classification, market presence, and operational scale. We gather detailed marketing and PR information to inform our strategic planning, including historical media coverage, campaign data, content preferences, and brand guidelines. This information is crucial for developing effective PR strategies aligned with your marketing objectives and target audience.
3. How We Collect Information
Our information collection methods are designed to be transparent, ethical, and compliant with all applicable privacy regulations. We employ three primary collection approaches to gather the information necessary for providing our services effectively.
Direct collection occurs through your active interaction with our services. When you engage with our website, you provide information through various contact forms, newsletter subscriptions, content downloads, event registrations, and proposal requests. During client engagement, we gather information through comprehensive consultations, project planning sessions, ongoing email communications, and regular meetings. This direct collection ensures we have accurate, first-hand information to serve your needs effectively.
Automated collection utilizes modern digital technologies to gather technical information that helps us improve our services. Our website employs essential cookies and analytics tools that collect data about how visitors interact with our content. This information helps us understand user behavior, optimize our website performance, and enhance the user experience. We use sophisticated analytics platforms to track campaign performance and measure the effectiveness of our PR strategies.
Third-party collection supplements our direct and automated collection methods with information from trusted external sources. We work with reputable business partners, media organizations, and industry databases to gather relevant information that enhances our understanding of market contexts and client needs. Our integration with HubSpot CRM and other professional platforms allows us to maintain comprehensive client records and deliver more effective services.
All information collection processes are regularly reviewed and updated to ensure compliance with current privacy regulations and best practices in data protection. We maintain detailed records of our collection activities and conduct regular audits to verify alignment with our privacy commitments and legal obligations.
4. How We Use Your Information
At POWER PR, we utilize your information thoughtfully and purposefully to deliver exceptional PR services and maintain strong client relationships. Our use of collected information serves multiple essential functions in our service delivery and business operations, all designed to enhance your experience and deliver measurable results.
For our core business operations, we harness your information to develop and execute targeted PR strategies that align with your specific goals. This involves analyzing your company’s market position, understanding your target audience, and crafting customized PR campaigns that resonate with your brand voice. Your information enables us to maintain ongoing client relationships, schedule and conduct meetings, manage projects effectively, and ensure timely delivery of our services.
Marketing and communication activities form another crucial aspect of how we use your information. We create personalized content and communications that keep you informed about relevant industry developments, PR opportunities, and service updates. This includes developing targeted email campaigns, newsletters, and other communications that provide value to your business. However, we always respect your communication preferences and provide clear options for controlling the type and frequency of marketing communications you receive.
Service improvement represents a vital use of collected information. We analyze user interactions, campaign performance, and client feedback to continuously enhance our service offerings. This involves identifying trends in PR effectiveness, understanding changing client needs, and adapting our strategies to deliver better results. By studying aggregate data patterns, we can refine our approaches and develop new services that better serve our clients’ evolving needs.
5. Information Sharing and Disclosure
POWER PR maintains strict controls over how we share and disclose your information, ensuring that any data sharing serves a legitimate business purpose and complies with all applicable privacy regulations. We understand the sensitive nature of PR and communications work, and we treat your information with appropriate confidentiality.
Our relationships with service providers necessitate certain information sharing to deliver our services effectively. We work with carefully selected technology providers, media platforms, analytics services, and other professional services firms. These partnerships enable us to provide comprehensive PR solutions, but we share only the information necessary for specific service delivery. All our service providers are bound by strict confidentiality agreements and must adhere to our privacy and security standards.
In our role as a PR agency, we occasionally share relevant information with media contacts and industry partners to secure coverage and opportunities for our clients. This sharing is always strategic and controlled, limited to information that has been approved for public relations purposes. We maintain detailed protocols for media relations to ensure information is shared appropriately and professionally.
Legal requirements sometimes necessitate information disclosure. We may need to share information to comply with court orders, legal proceedings, or legitimate requests from government authorities. Additionally, we may disclose information to protect our rights, safety, or property, as well as those of our clients and others. In such cases, we carefully review each request and disclose only the information legally required.
6. International Data Transfers
As a global PR agency serving clients worldwide, POWER PR occasionally transfers data across international borders. We maintain robust protocols to ensure these transfers comply with all relevant data protection regulations and maintain the security of your information throughout its journey.
Our international data transfer framework incorporates multiple protective measures. When transferring data between countries, we employ standardized data protection clauses and contractual safeguards that ensure consistent privacy protection regardless of geographic location. This includes implementing appropriate technical safeguards such as encryption and secure transfer protocols.
For transfers to countries outside traditional data protection frameworks, we implement additional safeguards. This includes conducting thorough assessments of recipient countries’ privacy regulations and implementing supplementary measures where necessary. We regularly review and update these measures to reflect changes in international privacy laws and standards.
European Union data transfers receive special attention due to GDPR requirements. For transfers from the EU to other jurisdictions, we maintain specific compliance mechanisms including Standard Contractual Clauses (SCCs) and ensure that recipient entities maintain appropriate data protection standards. We conduct regular assessments of these transfers to verify ongoing compliance and adequacy of protection measures.
The Asia-Pacific region, particularly our operations in Australia, adheres to strict data transfer protocols aligned with the Australian Privacy Principles and regional privacy frameworks. We maintain specific procedures for data transfers within the Asia-Pacific region, ensuring compliance with local regulations while facilitating efficient service delivery.
Our approach to international data transfers emphasizes transparency and control. We maintain clear records of all international transfers and provide our clients with information about where and how their data is processed. This includes maintaining detailed documentation of transfer mechanisms, conducting regular privacy impact assessments, and updating our practices as regulatory requirements evolve.
Through these comprehensive measures, we ensure that international data transfers support our global operations while maintaining the highest standards of data protection and privacy compliance. Our commitment to secure and compliant data transfers reflects our broader dedication to protecting client information while delivering effective global PR services.
7. Data Security
The security of your information stands at the forefront of our operational priorities at POWER PR. We implement comprehensive security measures across all aspects of our business to protect your data from unauthorized access, disclosure, alteration, and destruction. Our multi-layered security approach combines technical, organizational, and physical safeguards designed to ensure the confidentiality and integrity of your information.
Our technical infrastructure incorporates industry-leading security practices, including advanced encryption protocols for data both in transit and at rest. We utilize secure socket layer (SSL) technology to protect data transmission across networks and maintain multiple layers of firewalls to prevent unauthorized system access. Our security systems undergo regular updates and patches to address emerging threats and vulnerabilities.
Access to client information within POWER PR operates on a strict need-to-know basis. We implement role-based access controls and maintain detailed logs of system access and data modifications. Each employee undergoes comprehensive security training and must adhere to our internal data handling policies. Regular security audits and assessments help us identify and address potential vulnerabilities before they can be exploited.
Data retention forms a crucial component of our security framework. We maintain detailed retention schedules that specify how long different types of information should be kept based on business needs and legal requirements. When data reaches the end of its retention period, we ensure its secure deletion using industry-standard methods. This approach helps minimize risk by ensuring we don’t retain sensitive information longer than necessary.
In the unlikely event of a security breach, we maintain comprehensive incident response procedures. Our team is trained to quickly identify, contain, and resolve security incidents while minimizing potential impact. We will notify affected parties promptly if we believe their data has been compromised, providing clear information about the incident and steps being taken to address it.
8. Your Privacy Rights
At POWER PR, we recognize and respect your fundamental rights regarding your personal information. We are committed to facilitating the exercise of these rights and ensuring you maintain control over your data. Understanding these rights empowers you to make informed decisions about how your information is used in our business relationship.
Your right to access stands as a cornerstone of data privacy. You may request comprehensive information about what personal data we hold about you, how we use it, and with whom we share it. We strive to respond to such requests promptly, typically within 30 days, providing the information in a clear, understandable format. This transparency helps you understand exactly how your data supports our services.
The accuracy of your information matters greatly to us. You have the right to request corrections to any inaccurate or incomplete personal information we hold. Upon receiving a correction request, we carefully verify the updated information and make necessary changes across our systems. We also proactively encourage clients to keep their information current by providing easy update mechanisms through our client portal.
Your right to data deletion, often called the ”right to be forgotten,” receives our full support. Upon request, we will delete your personal information from our systems, subject to any legal obligations that require us to retain certain data. We ensure this deletion extends across our primary systems and backup storage, while maintaining appropriate records to prevent future inadvertent collection.
9. Children’s Privacy
POWER PR takes the privacy of young people extremely seriously, maintaining strict policies regarding the collection and handling of information relating to children. Our services are designed for and directed at adult professionals and businesses, and we do not knowingly collect or maintain information about individuals under the age of 18.
Our commitment to protecting children’s privacy extends beyond mere legal compliance. We actively implement measures to prevent the inadvertent collection of children’s data through our website and services. This includes avoiding design elements that might appeal to children and maintaining clear professional positioning in all our communications and content.
In cases where we discover we have inadvertently collected information from a person under 18, we take immediate steps to delete this information from our systems. Our processes include verifying age-related information when collecting personal data and maintaining clear procedures for handling any discovered instances of underage data collection.
We understand that our clients’ PR campaigns might occasionally relate to products, services, or events that involve children. In such cases, we implement additional safeguards and guidelines to ensure all content and communications comply with relevant children’s privacy regulations and best practices. This includes careful review of campaign materials, strict controls on data collection, and enhanced protection measures for any child-related content.
When working with clients whose services or products may appeal to children, we provide specific guidance on privacy-compliant marketing and PR strategies. This involves developing approaches that respect children’s privacy while effectively reaching appropriate adult decision-makers, whether parents, educators, or other relevant stakeholders.
Our employees receive specialized training on children’s privacy requirements and proper handling of any child-related information they might encounter in their work. This training emphasizes the importance of identifying and protecting children’s privacy rights and includes clear procedures for escalating any concerns about potential collection of children’s data.
Through these comprehensive measures, we maintain strong protections for children’s privacy while delivering effective PR services to our adult professional clients. Our approach reflects both our legal obligations and our ethical commitment to protecting vulnerable individuals in all aspects of our operations.
10. Changes to This Policy
In the rapidly evolving landscape of digital PR and data privacy, POWER PR recognizes the importance of maintaining an up-to-date and comprehensive privacy policy. We regularly review and update this policy to reflect changes in our business practices, technological advancements, and evolving legal requirements. Our commitment to transparency means we approach any policy changes with careful consideration and clear communication.
We conduct regular assessments of our privacy policy to ensure it accurately reflects our current data handling practices. These reviews consider multiple factors, including changes in our service offerings, updates to our technology infrastructure, emerging privacy risks, and new regulatory requirements. When we identify necessary updates, we carefully evaluate their impact on our clients and operations to ensure any changes maintain or enhance existing privacy protections.
When we make substantive changes to this privacy policy, we follow a structured notification process to ensure all affected parties are properly informed. Significant changes are communicated directly to our clients through multiple channels, including email notifications, client portal announcements, and updates to our website. We provide clear summaries of material changes, helping you understand what’s new and how it might affect you.
The effective date at the top of this policy indicates when it was last updated. We maintain an archive of previous versions to ensure transparency and accountability in how our privacy practices have evolved. This historical record helps demonstrate our ongoing commitment to privacy protection and allows clients to understand how our approach has developed over time.
We encourage active engagement from our clients regarding privacy policy updates. Before implementing significant changes, we may seek feedback from key stakeholders to ensure our policy continues to meet their needs and expectations. This collaborative approach helps us maintain a policy that serves both our operational requirements and our clients’ privacy interests.
11. Contact Us
Maintaining open channels of communication about privacy matters is fundamental to our relationship with clients and other stakeholders. POWER PR provides multiple ways to reach out with questions, concerns, or requests regarding your privacy rights and our data handling practices. Our dedicated privacy team is committed to providing timely, helpful responses to all privacy-related inquiries.
Our Privacy Officer serves as the primary point of contact for all privacy-related matters. You can reach our privacy team at:
POWER PR Privacy Office 457 Elizabeth Street Surry Hills NSW 2010 Australia
Email: hello@powerpr.agency Phone: 61 403 883 735
When you contact us with privacy concerns, you can expect a professional and thorough response. We aim to acknowledge all privacy-related communications within one business day and provide comprehensive responses within five business days. Complex inquiries may require additional time for thorough investigation and resolution, but we’ll keep you informed of progress throughout the process.
Our complaint handling process follows a structured approach designed to address concerns effectively and fairly. When we receive a privacy complaint, we conduct a thorough investigation, documenting all findings and actions taken. We maintain detailed records of all privacy-related communications and complaints to help us identify and address any systemic issues that might arise.
For technical support related to privacy features in our client portal or other digital services, our technical support team works closely with the privacy office to ensure comprehensive problem resolution. We maintain secure channels for sharing sensitive information when necessary to address privacy concerns or technical issues.
We also welcome general feedback about our privacy practices and policies. Your input helps us continuously improve our privacy protection measures and ensure our practices align with client expectations. We regularly review feedback to identify opportunities for enhancement in our privacy programs and communications.
For urgent privacy matters requiring immediate attention, we maintain an escalation protocol to ensure rapid response when needed. Critical privacy issues receive priority handling and may involve senior management review to ensure appropriate resolution.
Through these comprehensive contact and support mechanisms, we strive to maintain the highest standards of privacy protection while remaining accessible and responsive to all privacy-related concerns. Your trust in how we handle your information is paramount to our business relationship, and we remain committed to earning and maintaining that trust through transparent, effective privacy practices and communications.