Privacy Policy

1. Who we are

This website and our media productions are operated by PROPOLOGI LTD ("we", "us", "our"), registered in England and Wales under company number 15016124, with its registered office at 167–169 Great Portland Street, 5th Floor, London, W1W 5PF.

For the purposes of UK data protection law, PROPOLOGI LTD is generally the data controller of personal information we collect and determine how to use.

For privacy questions contact hello@propologi.com.

2. Information we collect

We may collect:

• Information you provide: name, email, telephone number, company, role, social-media links, biography, professional information and other information you provide when you apply or are invited to be on a show, subscribe to updates, contact us or work with us.
• Guest and production information: where you participate in a podcast, interview or other production, we may collect video and audio recordings, photographs, your image, likeness and voice, interview responses, transcripts, captions, briefing and production notes, correspondence and information you choose to provide during recording.
• Information provided by others: where you are nominated, invited or introduced to us by a client, sponsor, employer or other organisation, we may receive information such as your name, role, company and business contact details from them.
• Account information: if you sign in to the admin area, your email address and authentication identifiers.
• Usage data: pages viewed, referring URL, device type, browser, approximate location (from IP) and timestamps. Where you have consented, this is collected through website analytics and advertising measurement technologies (see section 10).
• Cookies and similar technologies: see our Cookies Policy.

We do not generally ask podcast guests or contributors to provide special-category personal data. However, guests may voluntarily disclose personal or sensitive information during an interview or recording. Participants should avoid disclosing information they do not wish to be recorded or potentially published.

3. How we use your information

We use personal information:

• To respond to applications, enquiries and bookings.
• To invite, communicate with and coordinate podcast guests and contributors.
• To plan interviews, briefing calls, recording schedules and production logistics.
• To record, edit, produce, transcribe, caption and format podcast, video and other media content.
• To create full-length episodes, short-form clips, excerpts, promotional materials and other agreed content.
• To publish, distribute and promote our productions through relevant podcast, video, social-media and digital channels.
• To administer sponsored productions and work with relevant clients, sponsors and production partners.
• To send transactional emails (e.g. confirmations, account or unsubscribe notices).
• To send marketing emails about new episodes or content, where you have consented or where otherwise permitted by law. You can unsubscribe at any time.
• To operate, secure and improve the website.
• To measure how visitors use our website and the effectiveness of our advertising, where you have consented (see section 10).
• To maintain appropriate production, contractual and rights records.
• To comply with our legal and regulatory obligations.

4. Legal bases (UK/EU)

Depending on the circumstances, we rely on:

• Consent – for activities such as marketing emails and non-essential cookies where consent is required.
• Contract – where processing is necessary to enter into or perform an agreement with you, including arrangements relating to participation in a production.
• Legitimate interests – including operating and securing our website and business, administering productions, communicating with professional contacts, producing and distributing media content and protecting our legal and commercial interests, where those interests are not overridden by your rights.
• Legal obligation – where processing is necessary to comply with applicable law.

Podcast and filmed participants may also be asked to enter into a Guest Release Form setting out the permissions and rights applicable to the recording, editing, publication, distribution and promotion of their participation. These contractual permissions operate alongside our data-protection obligations.

5. Podcast, video and media productions

PROPOLOGI® produces video-first podcasts and audiovisual content, including Golden Nuggets and its associated series.

If you participate in one of our productions, your contribution may be professionally recorded on video and audio.

Subject to the applicable Guest Release Form and production arrangements, recordings may be edited, transcribed, captioned and adapted into full episodes, short-form clips, excerpts and promotional materials. Content may be published and promoted across podcast, video, website and social-media platforms and through organic or paid media.

Published content may remain available after its initial publication and may be reposted, shared, embedded or distributed through PROPOLOGI, participating sponsors or clients, authorised partners and third-party platforms, subject to the rights applicable to the particular production.

During recording, guests may be given an opportunity to re-record an answer or request that specific material is excluded from the final programme, subject to the arrangements for that production.

6. Sponsored productions

Some PROPOLOGI® productions are commercially sponsored or produced in association with a client or commercial partner.

Where relevant to a production, we may share guest information and production materials with that sponsor or client for purposes such as:

• guest and production coordination;
• factual, brand or compliance review;
• content approval;
• distribution and promotion; and
• permitted reuse of published or recorded content.

The relevant sponsor or client will normally be identified to participants before recording and may process personal information as an independent data controller for its own authorised purposes.

The specific rights applicable to recordings and sponsor use will be set out in the relevant Guest Release Form or production arrangements.

7. Sharing your information

We may share personal information where reasonably necessary with service providers and partners that help us operate our website, business and productions, including:

• Hosting and database providers (including Lovable Cloud / Supabase).
• Website analytics and advertising measurement providers (including Google, LinkedIn and Meta), which only process your information where you have consented (see section 10).
• Email and communications providers.
• Production studios, camera crews, editors and post-production providers.
• Transcription, captioning, storage and file-transfer providers.
• Clients and sponsors connected with a production.
• Professional advisers where necessary.
• Podcast, video and social-media platforms through which content is distributed.
• Technology and AI-assisted production tools used in our production workflow.

We do not sell your personal information.

Third-party platforms may also process information independently when content is uploaded to or accessed through their services.

8. Production technology and AI-assisted tools

We use digital and AI-assisted tools as part of our production and business workflows. These may assist with activities such as recording, editing, transcription, captioning, research, content organisation, audio enhancement, graphics and preparation of production materials.

Depending on the production, these services may include platforms such as Riverside, OpenAI (ChatGPT), Anthropic (Claude), Microsoft, Canva and Adobe, as well as other approved production technologies.

We do not intentionally provide guest recordings, transcripts or personal information to AI services for the purpose of training publicly available AI models. Where appropriate and available, we use settings, contractual protections or safeguards intended to prevent production materials from being used for public-model training.

We do not use AI to clone a guest's voice or create a synthetic representation of a guest without appropriate permission.

9. Distribution platforms

Our audiovisual content may be distributed through platforms including YouTube, Spotify, Apple Podcasts, LinkedIn, Meta and TikTok, as well as PROPOLOGI®'s own websites and channels.

Once content is published through a third-party platform, that platform may process personal information independently in accordance with its own privacy policy and terms.

10. Website analytics and advertising measurement

With your consent, we use the following technologies on our website:

• Google Analytics (Google) – to understand how visitors find and use our website, such as pages viewed and approximate location.
• Google Ads conversion tracking (Google) – to measure whether visitors who arrive from our advertising go on to submit an enquiry or view key pages.
• LinkedIn Insight Tag (LinkedIn) – to measure visits to our website and the effectiveness of our LinkedIn campaigns.
• Meta Pixel (Meta, parent company of Facebook and Instagram) – to measure visits to our website and the effectiveness of our Meta advertising campaigns, including whether visitors who arrive from our ads go on to submit an enquiry.

These providers may process information such as your IP address, device and browser identifiers and pages visited, in accordance with their own privacy policies. This may involve processing outside the UK and EEA, for which recognised international-transfer safeguards apply (see section 11).

With analytics consent, we also measure referrals from recognised AI search services and whether those visits lead to successful contact enquiries, commercial enquiries or show applications. A short service label is stored for the current browser session and removed when analytics consent is withdrawn. Names, email addresses, telephone numbers and enquiry messages are not included in these analytics events. Visits without an identifiable referrer cannot be reliably attributed to an AI service.

These technologies do not load unless you have consented to the relevant cookie category, and visitors who refuse consent are not measured by them. You can change or withdraw your consent at any time using the "Cookie settings" link in the website footer. See our Cookies Policy for details.

Our pages may also embed content from third parties, such as YouTube videos (using YouTube's privacy-enhanced mode) and our Instagram feed. Where these embeds use non-essential cookies or similar technologies, they are only loaded after the relevant consent has been given.

11. International transfers

Some of our technology, production and distribution providers operate internationally or process information outside the UK or EEA.

Where personal data is subject to a restricted international transfer, we use or rely on appropriate safeguards as required by applicable data protection law, which may include adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses or other recognised safeguards.

Because publicly distributed media may be accessible worldwide, published podcast and video content may be viewed from countries outside the UK and EEA.

12. Retention

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected and for applicable legal, contractual and business requirements.

Show applications are typically retained for up to 24 months; email subscriber information is retained until you unsubscribe; and admin account information is retained for the lifetime of access.

Production working files may be retained during production and for a reasonable period afterwards for editing, delivery, backup and administration.

Final published programmes, episodes, clips and associated production assets may be retained for longer periods as part of PROPOLOGI's media archive and continued distribution.

Guest Release Forms and related records may be retained for as long as reasonably necessary to evidence the permissions and rights applicable to the relevant content.

13. Your rights

Subject to applicable law and any relevant exemptions, you may have the right to access, correct or delete your personal data, restrict or object to certain processing, request data portability and withdraw consent where processing is based on consent.

To exercise these rights, email hello@propologi.com.

Data-protection rights do not necessarily require PROPOLOGI or another authorised party to remove previously published media where continued processing is otherwise permitted by applicable law or another lawful basis applies.

You can also lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

14. Security

We use appropriate technical and organisational measures designed to protect personal information, including access controls and encryption in transit where applicable.

Production materials are accessible only to personnel, suppliers and authorised partners who reasonably require access for the relevant production or business purpose.

No electronic system can be guaranteed to be completely secure.

15. Cookies

We use cookies and similar technologies in connection with our website. Please see our Cookies Policy for information about the technologies we use and the choices available to you.

16. Children

Our website and professional media productions are not directed at children under 16 and we do not knowingly collect their personal data through our normal activities.

Where a production specifically involves a child or young person, appropriate consent, privacy and safeguarding arrangements will be put in place separately.

17. Changes to this policy

We may update this policy from time to time to reflect changes to our business, productions, technology, suppliers or legal requirements. The "Last updated" date above shows when it was last changed.

18. Contact

For questions about this Privacy Policy or how PROPOLOGI® uses personal information, contact:

PROPOLOGI LTD
167–169 Great Portland Street
5th Floor
London
W1W 5PF
United Kingdom

Email: hello@propologi.com