Privacy Policy

1. Who We Are

PressReacher operates an AI-powered journalist database and PR outreach platform, helping PR professionals discover, connect with, and manage relationships with media contacts and industry journalists.

We are committed to responsible, transparent data practices. This privacy notice explains what data we collect, how we collect it, why we hold it, and what rights individuals have over that data.

ICO RegisteredData Protection Act & UK GDPR CompliantReg: ZC112021

2. What Information We Collect

Professional Contact Information (Journalist and Media Professionals)

We collect and organise publicly available professional information about journalists, editors, and media professionals, including:

• Work email addresses and professional phone numbers
• Job titles and current employer or publication
• Public professional social media profiles and handles
• Company press contact pages and staff directories
• Beat coverage areas and industry specialisms
• Recent published articles and bylines
• Speaking engagements and professional events

Platform Usage Data (Subscribers)

We collect data from individuals who register and use the PressReacher platform, including:

• Account registration details (name, email address, company)
• Authentication data and login records
• Search queries and platform interactions
• Access logs and usage analytics
• Communication and notification preferences
• Billing and payment information (processed by our payment provider)

3. How We Collect Information

Automated Collection

We gather publicly available professional information through the following methods:

• Crawling publicly accessible news websites and publications to verify active journalist bylines and coverage areas
• Third-party data enrichment APIs that aggregate publicly available professional information
• Press release databases and industry publications
• Publicly accessible company websites and staff directories

We do not scrape data from platforms that restrict automated access, bypass login walls, or circumvent technical access controls. Where platforms offer official API access to public data, we use those APIs in accordance with their terms of service.

User-Submitted Information

We also collect information that users provide directly when:

• Registering for an account
• Configuring preferences and settings
• Submitting feedback or contacting support
• Connecting third-party email accounts via OAuth

4. Legal Basis for Processing

Legitimate Interests (Article 6(1)(f) UK GDPR)

We rely on legitimate interests for:

• Organising publicly available professional information to facilitate legitimate business-to-journalist communications
• Verifying that professional contact information is accurate and up to date
• Providing email deliverability intelligence to platform subscribers
• Operating and improving the PressReacher platform

We have assessed that these activities represent a proportionate use of professional data, given that the information relates to individuals in their professional capacity, is sourced from public channels, and supports a clear and legitimate business communication purpose. Individuals retain the right to object to this processing at any time.

Contract (Article 6(1)(b) UK GDPR)

We process subscriber account data as necessary to deliver the service under our Terms of Service, including account management, platform access, and billing.

Consent (Article 6(1)(a) UK GDPR)

Where we send marketing communications, we do so on the basis of consent. You may withdraw consent at any time by contacting us or using the unsubscribe link in any marketing email.

5. How We Use Your Information

For Journalists and Media Professionals

• Organising professional contact information into a searchable database for use by PR professionals
• Categorising expertise, coverage areas, and publication affiliations
• Enabling targeted and relevant professional outreach
• Maintaining the accuracy of professional directory information

For Platform Subscribers

• Account creation, authentication, and management
• Delivering platform features including search, campaign management, and coverage tracking
• Usage analytics and service improvement
• Customer support and service communications

Email Deliverability Scoring

Microsoft OAuth — Email Account Connection

6. Who We Share Information With

Authorised Platform Subscribers

Professional contact information held in our database is accessible to verified subscribers with active accounts, bound by our Terms of Service and acceptable use policies. Aggregated email deliverability scores are shared across the platform as described in Section 5. No individual subscriber's activity or personal campaign data is shared with other users.

Service Providers

We share data with trusted third-party service providers who support our operations, including:

• Cloud hosting and infrastructure providers
• Analytics and platform monitoring services
• Payment processing services
• Customer support platforms

All service providers are contractually required to process data only on our instructions and in accordance with applicable data protection law.

Legal Requirements

We may disclose personal data to regulatory authorities, law enforcement agencies, or courts where we are legally required to do so, or where necessary to protect the rights, property, or safety of PressReacher, our users, or others.

7. Data Retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected:

• Subscriber account information: For the duration of your account plus 7 years (to meet legal and tax obligations)
• Platform usage data: Up to 2 years for analytics and service improvement purposes
• Professional contact data: Until it is no longer accurate, an opt-out request is received, or we determine it is no longer necessary to hold
• Marketing preferences: Until consent is withdrawn
• Communications and support records: As required by law or legitimate business needs

8. Your Rights Under UK GDPR

Depending on the nature of your data and how it is processed, you have the following rights:

• Right of Access (Article 15) — Request a copy of the personal data we hold about you
• Right to Rectification (Article 16) — Request correction of inaccurate or incomplete data
• Right to Erasure (Article 17) — Request deletion of your personal data in certain circumstances
• Right to Object (Article 21) — Object to processing carried out on the basis of legitimate interests
• Right to Restriction (Article 18) — Request that we limit how we process your data
• Right to Data Portability (Article 20) — Receive your data in a structured, machine-readable format

9. How to Exercise Your Rights

Journalists and Media Professionals — Data Removal

10. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, or destruction. These include:

• Encryption of data at rest and in transit
• Multi-factor authentication and role-based access controls
• Regular security assessments and vulnerability monitoring
• Staff awareness and data protection training
• Incident response and breach notification procedures in line with ICO requirements

11. Automated Processing

Our AI systems perform automated categorisation and organisation of professional information, including:

• Industry and beat classification for journalists
• Relevance scoring for PR outreach matching
• Contact information validation and deduplication
• Email deliverability scoring based on aggregated send data

These automated processes do not make decisions that produce legal or similarly significant effects on individuals. They are used solely to organise publicly available professional information and assess the technical quality of email addresses as delivery channels.

12. Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance at [email protected]. We take all complaints seriously and will respond promptly.

If you remain dissatisfied, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint

If you are located in the EU, you may also contact your local supervisory authority.

13. Changes to This Policy

We may update this privacy notice from time to time. Where changes are material, we will notify subscribers by email or via an in-platform notification. The version number and last updated date at the top of this document will always reflect the current version.

14. Contact Information