How personal data is processed on behalf of customer agencies — roles, safeguards, sub-processors and international transfers.
For consent-record data, the customer organisation is the data controller: it decides what is collected, for which purposes, and for how long it is retained. Imedia8 Ltd is the data processor and processes that data only on the organisation's documented instructions — operating the platform, storing records, generating documents and exports, and sending communications the organisation initiates.
Data subjects are the people whose consent is recorded — including minors, for whom a guardian's consent is required and captured — together with the organisation's field workers and administrative users. Data categories include names, dates of birth, signatures and alternative consent media (photo, video or audio), the agreed consent scope and statement, the language of capture, and, where the organisation enables them, nationality, email address, identity reference and capture location.
We use a small number of service providers in operating the platform: transactional email delivery (SendGrid), error monitoring (Sentry), and secure cloud hosting infrastructure. Analytics on our own website are self-hosted; the contact form is protected by Cloudflare Turnstile; the marketing site loads fonts from Google Fonts. Consent-record content is not shared with advertising or analytics providers. An up-to-date sub-processor list is available on request via the contact page.
Where a sub-processor processes personal data outside the United Kingdom or the European Economic Area, the transfer takes place under appropriate safeguards, such as adequacy decisions or standard contractual clauses, as set out in the service agreement.
On an organisation's instruction, or on termination of the service agreement, we return a complete export of the organisation's data and then delete it from the platform within an agreed period, except where law requires longer retention. Deletion within the platform is itself audited.