Privacy Policy

Effective date: 1 January 2024
Last updated: 15 August 2026

At Shanix Marketing & Media Agency (“Shanix”, “we”, “us”, or “our”), we respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with us online and offline, including through our websites, services, events, and any other channels where this policy is referenced.

As a full-service creative marketing and media agency operating globally, we handle complex communications and event programs for clients. That responsibility comes with a duty to manage data carefully, transparently, and securely. This policy is designed to give you clear, practical insight into what we do with your information and the choices you have.

1. Who We Are

Shanix Marketing & Media Agency is a full-service creative marketing and media agency offering integrated solutions across PR, media buying, marketing monitoring, event management, planning, coordination, protocol, ushering, and crisis management. Our differentiator is the breadth of integrated services under one roof — you don’t need multiple vendors to manage your brand’s communications and event needs.

For the purposes of applicable data protection laws, Shanix Marketing & Media Agency generally acts as a “data controller” for the personal information we collect about you, meaning we determine how and why your information is processed.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal information we collect:

Through our websites and online properties that link to this Privacy Policy;
When you contact us, request information, or engage our services;
When you attend our events or we support your events and activations;
When you participate in campaigns, research, or marketing initiatives we manage;
Through our social media channels and other digital platforms we control.

This policy does not cover data we process strictly on behalf of our clients as their service provider (for example, where we act as an agent following their instructions in a campaign). In those cases, the client’s own privacy policy and legal terms will apply, and we encourage you to review them.

3. Information We Collect

We collect information that helps us operate as a global, integrated marketing and media agency, deliver our services effectively, and communicate with you confidently and clearly. The information we collect falls into the categories below.

3.1 Personal Data You Provide to Us

We may collect personal information that you voluntarily provide when you interact with us, such as when you fill out a contact form, request a proposal, sign a contract, register for an event, or communicate with our team. This may include:

Identity and contact details — such as your name, job title, company name, email address, phone number, postal address, country, and preferred language.
Business and project information — details about your company, brand, campaigns, events, objectives, budgets, and any other information you choose to share so we can assess and deliver services.
Account and communication information — such as your communication preferences, records of emails and messages exchanged with us, and feedback you provide.
Event participation information — such as RSVPs, attendance records, access requirements, travel details provided for coordination, and dietary or other preferences you voluntarily disclose.
Job and talent applications — if you apply to work with us, we may collect your CV, cover letter, portfolio, professional background, and other relevant information.

3.2 Usage Data and Technical Information

When you visit our websites or interact with our digital content, we may automatically collect certain information about your device and how you use our services. This may include:

Device information — such as IP address, browser type and version, operating system, and device identifiers.
Usage information — including the pages you visit, the time and date of your visit, referring/exit pages, the time spent on each page, and how you interact with content.
Approximate location information — derived from your IP address, to understand where our audience is engaging from and to tailor services and communications appropriately.

3.3 Cookies and Similar Technologies

We use cookies and similar tracking technologies to help our site run smoothly, understand how visitors use our content, and support marketing and analytics. For more detail, see the Cookies Policy section below.

4. How We Use Your Information

We use the information we collect to operate as a confident, capable strategic partner for your brand. Common purposes include:

Providing and managing our services — to plan, coordinate, and deliver integrated marketing, media, PR, event, and crisis management services, including monitoring and reporting.
Responding to enquiries — to answer questions, provide proposals, schedule meetings, and otherwise engage when you reach out to us.
Client relationship management — to manage accounts, maintain business records, handle billing and payments, and support ongoing partnerships.
Improving our offerings — to analyse how people use our sites and services, refine our strategies, and enhance the experience for clients and partners.
Marketing and communications — to send you information about our services, case studies, events, or insights that we believe may be relevant to you, in line with your communication preferences and applicable law.
Event and campaign execution — to manage registrations, access, logistics, on-site operations, and post-event follow-up.
Security and legal compliance — to detect and prevent fraud or abuse, secure our systems, enforce our terms, and comply with legal and regulatory obligations.

We will only use your personal information when we have a lawful basis to do so, which may include your consent, the need to perform a contract with you, compliance with a legal obligation, or our legitimate interests in running and growing our business in a responsible way.

5. How We Share Information

We do not sell your personal information. We may, however, share your information with trusted third parties where necessary to deliver our services or as otherwise described below.

5.1 Service Providers and Partners

We may share your information with carefully selected third parties who support our operations, such as:

Technology and hosting providers who help us operate our websites, platforms, and tools;
Analytics and marketing partners who help us understand performance and improve campaigns;
Event venues, logistics providers, and on-site teams who assist with event planning and execution;
Professional advisers such as lawyers, accountants, and auditors.

These third parties are only permitted to use your information to perform services on our behalf and are required to protect it appropriately.

5.2 Client and Campaign-Related Sharing

When we manage campaigns or events for our clients, we may collect and process information on their behalf. In these situations, we may share relevant information with the client or other parties involved in the campaign or event, strictly for agreed purposes such as reporting, access management, or follow-up communications.

5.3 Legal Requirements and Business Transfers

We may disclose your information if required to do so by law or in response to valid requests by public authorities. We may also share information in connection with a merger, acquisition, restructuring, or other business transaction involving Shanix Marketing & Media Agency, in which case we will take steps to ensure your privacy rights remain protected.

6. Data Security

We take the security of your information seriously. We use a combination of technical, administrative, and organisational measures designed to protect personal data from unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, encryption, secure hosting environments, staff training, and internal policies governing how data is handled.

No method of transmission over the internet or method of electronic storage is completely secure. While we work hard to protect your information, we cannot guarantee absolute security. If you believe your interaction with us is no longer secure, please contact us immediately using the details in the Contact Us section below.

7. Legal Basis and International Data Protection Compliance

Because Shanix Marketing & Media Agency operates globally from our base in Africa, we work to align our data practices with leading international standards, including the EU/UK General Data Protection Regulation (GDPR) and comparable laws in other regions. Where these laws apply, we rely on specific legal bases to process your personal information.

Consent — where you have clearly agreed to our use of your personal data for a specific purpose (for example, opting in to receive marketing communications).
Contract — where processing is necessary to enter into or perform a contract with you or your organisation (for example, delivering agreed marketing, media, or event services).
Legitimate interests — where we have a legitimate business reason to use your data and this is not overridden by your rights and interests (for example, improving our services, administering events, or preventing fraud).
Legal obligations — where we must process your data to comply with laws, regulations, or court orders.

If you are located in the European Economic Area (EEA), the United Kingdom, or another region with data protection laws that grant you specific rights, you also have the right to lodge a complaint with your local supervisory authority. We encourage you to contact us first so we can address your concerns quickly and directly.

8. Your Rights and Choices

Depending on your location and applicable law, you may have certain rights in relation to the personal information we hold about you. These may include the right to:

Access — request confirmation that we process your personal data and obtain a copy of that information.
Correction — ask us to correct or update inaccurate or incomplete information.
Deletion — request that we delete your personal data in certain circumstances.
Restriction — ask us to restrict the processing of your data in specific situations.
Objection — object to certain types of processing, including direct marketing.
Portability — request a copy of your data in a structured, commonly used, and machine-readable format where technically feasible.
Withdraw consent — where we rely on your consent, withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us using the details in the Contact Us section. We may need to verify your identity before processing your request and may not always be able to comply fully, for example where we are required to retain certain information for legal or contractual reasons. We will always explain our response to you.

9. Cookies Policy

Cookies are small text files stored on your device when you visit a website. They help the site recognise your device and remember information about your visit. As a marketing and media agency, we use cookies to keep our digital experience smooth and to understand what content resonates.

9.1 Types of Cookies We Use

Strictly necessary cookies — required for the basic operation of our websites, such as enabling page navigation and access to secure areas.
Performance and analytics cookies — help us understand how visitors use our site so we can improve structure, content, and user experience.
Functionality cookies — allow the site to remember choices you make, such as language or region.
Marketing and advertising cookies — may be used to deliver more relevant content and measure the effectiveness of our campaigns.

9.2 Managing Cookies

You can manage or disable cookies through your browser settings and, where available, through our cookie banner or preference tools. Please note that disabling certain cookies may affect the functionality and performance of our websites and your ability to access some features.

For more information about cookies, including how to see what cookies have been set and how to manage or delete them, you can visit independent resources such as allaboutcookies.org.

10. International Data Transfers

As a global agency, we may process and store your information in countries other than your own. Our teams, partners, or service providers may be located in different jurisdictions, some of which may have different data protection laws than those in your country.

When we transfer personal data internationally, we take steps to ensure that an adequate level of protection is in place, consistent with applicable legal requirements. This may include using standard contractual clauses or relying on other lawful transfer mechanisms. Where local law requires it, we will provide additional information about these safeguards upon request.

11. Data Retention

We keep personal information only for as long as necessary to fulfil the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. The exact retention period will vary depending on the type of data and the context in which it was collected, but typically includes:

For client and project-related data, retention for the duration of the engagement and a reasonable period thereafter for record-keeping, legal, and regulatory purposes.
For marketing and communications data, retention until you opt out or we determine it is no longer up to date or relevant.
For event and campaign data, retention for the life of the event or campaign and a subsequent period for analysis, reporting, and legal requirements.

When we no longer need personal data, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

12. Children’s Privacy

Our services and websites are not directed to children, and we do not knowingly collect personal information from individuals under the age of 16 (or the equivalent minimum age in the relevant jurisdiction) without appropriate parental or guardian consent. If we learn that we have collected personal data from a child without such consent, we will take steps to delete it as soon as reasonably practicable.

If you believe a child has provided us with personal information without appropriate consent, please contact us using the details below.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make changes, we will revise the “Last updated” date at the top of this page and, where appropriate, provide additional notice (such as a banner on our website or direct communication).

We encourage you to review this Privacy Policy periodically so you remain informed about how we protect your information.

14. Contact Us

If you have any questions about this Privacy Policy, how we handle your personal information, or if you would like to exercise your privacy rights, you can contact us using the details below:

Shanix Marketing & Media Agency
Privacy Enquiries
Email: privacy@shanixagency.com

We aim to respond to all legitimate requests within a reasonable timeframe and will keep you informed throughout the process.