YOptima Privacy Policy

YOptima Media Solutions (“YOptima”, “we”, “us” or “our”) provides media and marketing technology services. This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit our website, contact us, subscribe to our updates, apply for a role or interact with us in a business capacity, wherever you are located. It also explains our role when handling information for client campaigns.

Personal information, also called personal data, means information that identifies you or can reasonably be linked to you. Depending on the context and applicable law, this includes online identifiers and information associated with your device or household, as well as details such as your name and email address.

1. Scope and responsibility

This policy applies to the YOptima website at yoptima.com and other YOptima services that link to it. It covers the activities described here involving visitors and business contacts worldwide. The rights and legal requirements that apply depend on your location, your interaction with us and the relevant law.

YOptima Media Solutions is established in India. For information collected through our own website and business interactions, YOptima determines how and why that information is used and acts as the controller, or equivalent responsible organisation under applicable law. Our contact details appear in Section 13.

Where we process information on a client's behalf, we act under that client's instructions and the applicable agreement. Section 4 explains this distinction.

If a product, application or activity involves additional uses of personal information, we will explain those uses in a separate or supplementary notice at the relevant point of collection. This policy does not replace any employment privacy notice provided to our employees. Nothing in this policy limits rights or protections you have under applicable law.

2. Information we collect and how we use it

Information may come directly from you or from someone communicating with us on your behalf, such as your employer or a recruiter authorised to share your application.

Please provide only information relevant to your request. Do not include passwords, payment-card details, government identification numbers, medical records or other sensitive personal information in general enquiry forms.

We also use relevant information to meet legal obligations, maintain necessary records, handle complaints and protect our legal rights.

Legal grounds for using personal information

Where the EU General Data Protection Regulation (GDPR), UK GDPR or another applicable law requires a legal basis, we identify that basis for the particular purpose:

• Enquiries and business relationships: our legitimate interests in responding to requests and managing business relationships; or taking steps you request before entering a contract with you and performing that contract, where relevant.
• Newsletter subscriptions: your consent to receive the updates you requested.
• Recruitment: taking steps at your request before entering an employment contract, our legitimate interests in assessing candidates and managing recruitment, and applicable legal obligations. We ask for your agreement before retaining an unsuccessful application for future roles.
• Website operation and security: our legitimate interests in maintaining a functioning, secure website and preventing spam or misuse, and applicable legal obligations.
• Optional analytics and marketing technologies: consent where required, as described in Section 5.
• Legal compliance and claims: compliance with applicable legal obligations and our legitimate interests in establishing, exercising or defending legal claims, as appropriate.

Where we rely on legitimate interests, we consider the effect on you and balance those interests against your rights and freedoms. Where a law requires consent or another specific condition, we follow that requirement. You can contact us for more information about the basis relevant to your information.

3. Your choices when providing information

You can browse the public website without completing our forms. If you choose not to provide information needed to respond to an enquiry or assess an application, we may be unable to fulfil that request. Optional fields are identified in the relevant form.

Submitting an enquiry allows us to respond and follow up about that enquiry. It does not, by itself, subscribe you to our newsletter. Visiting the website or reading this policy does not, by itself, constitute consent to optional processing.

Where we ask for consent, we explain what it covers. You can withdraw that consent by contacting us using the details below. Withdrawal does not affect processing already lawfully carried out, and we may retain information where required or permitted by applicable law.

You can ask us to stop sending marketing updates at any time by emailing info@yoptima.com, or by using an unsubscribe option included in a message. We may still send communications necessary to respond to an active request or manage an existing business relationship.

4. Information used for client campaigns and services

Our media and marketing technology services support audience discovery, media planning, campaign delivery, measurement and optimisation.

These services may use statistical models, automation and AI-assisted analysis to assess audiences, content relevance and campaign results, and to support media decisions. The personal information involved remains subject to the purposes and responsibilities described in this section.

Depending on the engagement, we may process or analyse information made available by clients and authorised technology partners. This may include first-party audience segments based on client website, app or customer interactions; advertising and device identifiers; campaign interactions such as impressions, clicks and conversions; and aggregated audience, geographic and campaign reports. The information available to us depends on the client's instructions, platform permissions and the service being delivered.

Some analysis takes place within advertising platforms or controlled measurement environments. Access to analytical results does not necessarily mean that YOptima receives the underlying records about individual users. Identifiers that have been hashed or otherwise replaced can still be personal information where they remain linkable to an individual.

Where we act as a processor for a client, we handle personal information for the agreed purposes, subject to the client's documented instructions, applicable law and relevant platform requirements. The client is responsible for providing the notices and obtaining the permissions required for its collection and use of that information; YOptima remains responsible for its own applicable obligations.

If your request relates to information you supplied to one of our clients, please contact that organisation first. You may also contact us, and we will assist or coordinate with the client as appropriate.

Advertising preferences can also be managed through the relevant website, app, device or advertising platform. Those controls have their own scope and may need to be set separately across devices and services. Opting out of personalised advertising does not necessarily stop all advertising or processing needed for security and measurement.

5. Cookies and similar technologies

Our website uses cookies, pixels, tags and browser storage for website functions, security, analytics and marketing. Browser storage also remembers the choice you make in our cookie notice.

We use Google Analytics 4 to understand website use and measure activity, Google Tag Manager to manage website tags, and the LinkedIn Insight Tag to measure campaign and conversion activity, build or analyse audiences and improve our marketing. Google Tag Manager manages other tags; it is not itself an analytics service.

Depending on the tool and its configuration, these technologies may collect IP addresses, cookie or device identifiers, browser information, pages visited, interactions, referring URLs, approximate location and conversion events. Information sent to a provider may be associated with information it already holds about you, subject to your choices, the configuration and the provider's policies.

Managing your choices

Where consent is required, optional analytics and marketing technologies are activated only after you consent. You can accept or decline optional technologies through the website's cookie controls and change or withdraw your choice at any time. We honour your choices for subsequent optional collection. Technologies strictly necessary to provide a requested service or essential website security may remain active where permitted by law.

Browser settings also allow you to block or delete cookies and clear local storage. Clearing storage may remove your saved choice, and blocking some technologies may affect website features. Browser controls supplement the website's privacy controls; they may not prevent every form of tracking.

Third party features

Some pages include third-party features, such as Google Maps. Where enabled, our enquiry form uses Google reCAPTCHA to help prevent automated submissions. Loading or using these features may send technical information, including your IP address and browser information, to the provider and may involve cookies or similar technologies. Where a feature requires consent under applicable law, that consent is required before the feature's optional tracking is activated.

Google and LinkedIn may process information under their own privacy policies. You can read Google's Privacy Policy and LinkedIn's Privacy Policy. Links to other websites, application forms and social platforms take you to services whose own privacy notices also apply. We remain responsible for how we handle information we receive through those services.

Certain disclosures through advertising technologies can be considered a "sale", "sharing" or processing for targeted advertising under US state privacy laws, even without a monetary payment. The classification depends on the actual data use and arrangements with the provider. Section 10 explains the relevant rights where those laws apply.

6. Who we share information with

We may share relevant information with:

• Service providers supporting website hosting, databases, business communications, recruitment, security, analytics and marketing measurement, including Google and LinkedIn, and other services needed for the purposes described above.
• Clients and authorised campaign partners, where necessary for the agreed delivery, analysis or measurement of a client campaign.
• Professional advisers, such as legal advisers, accountants and auditors, where needed for their work.
• Authorities or other parties, where disclosure is required by law or necessary and legally permitted to address fraud, security incidents or legal claims.
• Parties involved in a business transaction, such as a proposed merger or acquisition, subject to appropriate confidentiality and data-protection requirements.

Where a provider processes personal information on our behalf, we require it to handle that information under appropriate contractual restrictions and safeguards. Some platforms also process information independently under their own privacy notices.

7. International processing and transfers

YOptima operates from India. Your personal information may be accessed, stored or processed in India and in other countries where our service providers, clients or authorised campaign partners operate. Those countries may have different data-protection laws from the country where you live.

International transfers remain subject to the safeguards and restrictions required by applicable law and our contractual obligations. For transfers covered by the GDPR or UK GDPR, a permitted transfer mechanism is required where the transfer rules apply. Depending on the transfer, this may involve a recognised adequacy decision, approved contractual safeguards, such as the European Commission's Standard Contractual Clauses or applicable UK transfer arrangements, or another legally available mechanism. Additional protective measures may be required depending on the destination and circumstances.

You can contact info@yoptima.com to ask where your information is processed, which transfer mechanism applies and how to obtain information about, or a copy of, relevant safeguards, subject to lawful restrictions and necessary redactions. Using our website does not, by itself, constitute consent to an international transfer that requires your specific consent.

8. How long we retain information

We retain personal information for the period needed for the purpose for which it was collected, taking account of our relationship with you, the nature of the information, and applicable legal, accounting, security and dispute-resolution requirements.

Unless a longer period is required or permitted by law, our usual retention periods are:

• enquiry and business-contact records: up to 24 months after our last meaningful interaction;
• newsletter records: while you remain subscribed. After you unsubscribe, we retain only the limited information needed to respect your preference and demonstrate compliance, for as long as it remains necessary for those purposes;
• job-application records: up to 12 months after the relevant recruitment process closes; if you agree to be considered for future roles, we may retain them for up to 24 months; and
• client campaign information: for the period set out in the applicable client agreement or instructions, after which it is returned, deleted or anonymised as required.

Website analytics, cookie, consent and security records are retained according to the purpose of the record, the relevant tool settings and applicable requirements. A browser cookie may expire at a different time from information already collected through it. You can contact us for details relevant to your information.

We may retain limited information for longer where it is needed for an ongoing business relationship, tax or accounting records, security, dispute resolution, legal claims or compliance with a legal obligation.

When personal information is no longer needed, we delete it or make it no longer identifiable. Copies in backups may remain until the applicable backup cycle expires, subject to access restrictions and any legal retention requirements.

9. How we protect information

We use reasonable technical and organisational safeguards appropriate to the information and the risks involved, including controls intended to limit access to authorised people and service providers.

No system or method of transmission is completely secure. If a personal information breach occurs, we will take steps to contain and address it and make notifications required by applicable law and our contractual obligations.

10. Your privacy rights and complaints

You can contact info@yoptima.com from any country to ask about your information, exercise a privacy right or raise a concern. The rights available depend on the law that applies, the information involved and the circumstances of the processing.

Subject to applicable conditions and exceptions, these may include the right to:

• find out whether we hold personal information about you and obtain access to it or a copy;
• understand how information is collected, used and disclosed;
• correct inaccurate information or complete information that is incomplete;
• request deletion of information;
• restrict or object to certain processing;
• receive information in a portable format and, where applicable, have it transferred to another organisation;
• withdraw consent where processing relies on consent; and
• challenge certain automated decisions or request human review where applicable law provides that right.

You can ask us to stop direct marketing at any time. Withdrawing consent does not affect processing lawfully carried out before withdrawal.

Rights in different jurisdictions

European Economic Area and United Kingdom: where the GDPR or UK GDPR applies, the rights above include objection to processing based on legitimate interests, subject to applicable exceptions, and objection to direct marketing, including associated profiling. You may complain to a competent supervisory authority. In the EEA, this may be the authority in the country where you live or work, or where an alleged infringement occurred. In the UK, you can contact the Information Commissioner's Office.

United States: where applicable state privacy laws, including the California Consumer Privacy Act as amended, cover our processing, residents may have additional rights to opt out of a sale or sharing of personal information, targeted advertising or certain profiling; limit specified uses of sensitive personal information; use an authorised agent; and appeal certain request decisions. You can submit a request or appeal to info@yoptima.com. For optional website tracking, use the cookie controls described in Section 5. Legally recognised opt-out preference signals, including Global Privacy Control, must be given effect where the relevant law requires them. We will not unlawfully discriminate against you for exercising your rights.

India and other jurisdictions: additional local rights and procedures may apply. For example, where the relevant Indian provisions are applicable and in force, these may include grievance redressal and nomination of another person to exercise rights in the event of death or incapacity. Our grievance contact details appear in Section 13. You can use the same privacy contact from any other jurisdiction, including Switzerland, Canada, Brazil, Australia or Singapore, and we will handle your request under the applicable law.

How we handle requests

We may need proportionate information to verify your identity or an agent's authority where appropriate. Verification requirements depend on the request; an opt-out request may not require the same checks as a request for access to personal records.

We respond within the period required by applicable law. Where an extension is permitted and necessary, we will explain the reason and revised response period as required. We address grievances promptly and within one month of receipt, or any shorter period required by law. If we cannot fulfil a request in whole or in part, we explain the reason and any available appeal or complaint route, subject to legal restrictions.

We welcome the opportunity to resolve a concern directly. This does not limit any right to complain to a competent privacy regulator or seek another legal remedy. You need to approach us first only where the applicable complaint procedure requires it.

11. Privacy of children

Our corporate website and business enquiry and subscription services are intended for adults and are not directed at children under 18. Please do not submit children's personal information through these channels.

If you believe a child has provided us with personal information, contact us so that we can review and take appropriate action. Any processing of children's information in a client engagement must be assessed separately against applicable legal requirements and restrictions; this website policy does not authorise that processing.

12. Changes to this policy

We may update this policy to reflect changes in our practices, services or legal requirements. The latest version will appear on this page with its updated date. Where required, we will provide further notice or seek fresh consent before making a change to how we use personal information.

13. Contact us