Privacy policy

(Last updated 3 November 2025)

Welcome to CommsBuddy, a service operated by The Halo Media Group Ltd (“Halo Media”, “we”, “our”, “us”).
We respect your privacy and are committed to protecting your personal information. This policy explains how we collect, use, store, and share information when you visit our website, use our chatbot, or subscribe to our newsletters.

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1. Who we are

The Halo Media Group Ltd
Registered in England and Wales: Company No. 12451014
Registered office: Boxbury Cottage, Witherington Road, Salisbury, SP53DN
Email: commsbuddy@commskit.io

Halo Media provides creative communication and technology services. Our CommsBuddy platform offers AI-driven insights and tools for communication professionals worldwide.

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2. Information we collect

We collect information in three main ways:

a) Information you provide

  • When you interact with our chatbot (CommsBuddy), complete a form, or contact us by email.
  • When you subscribe to our newsletter through our partner Brevo.

This may include:

  • Name, job title, company, and email address
  • Any content you enter in messages or queries
  • Your communication preferences

b) Information collected automatically

When you visit our website, we may collect limited technical information through cookies and analytics tools (such as Google Analytics).
This may include:
• IP address and approximate location
• Browser type and version
• Pages viewed and time spent on the site
• Device type and operating system

c) Chatbot interaction data

When you use CommsBuddy, we collect:
• The text you enter in the chat
• The chatbot’s responses
• Timestamp and session identifiers

This information helps us improve accuracy, performance, and user experience.

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3. How we use your information

We use your information to:

  • Provide and improve our services
  • Respond to your queries or support requests]
  • Send newsletters or updates (if you’ve subscribed)
  • Analyse usage to enhance performance and reliability
  • Train and improve our AI models and knowledge base
  • Comply with legal and regulatory obligations

Our lawful bases for processing data include consent (for newsletters) and legitimate interests (for service improvement and analytics). We will never sell or rent your personal data to third parties.

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4. Use of data for AI training

To improve CommsBuddy, we analyse anonymised chat interactions.

  • Human + AI review: A small, authorised team may review anonymised conversations to improve quality.
  • Anonymisation: Any personal identifiers are removed or masked before use.
  • Retention: Raw data is kept for up to 12 months; anonymised data may be retained indefinitely for statistical, research, and training purposes.

Once anonymised, data is no longer considered personal under the UK GDPR.

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5. Cookies and analytics

We use essential and performance cookies to ensure the website functions properly and to understand usage trends.

You can manage or disable cookies through your browser settings.
In future, we may use additional analytics or marketing tools (e.g. Meta Pixel, Hotjar, or similar). Any new tools will be added to this policy and used only with your consent.

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6. Email subscriptions (Brevo)

When you subscribe to our newsletter, your details are securely stored in Brevo, our email platform provider, which complies with GDPR and international data protection standards.

You can unsubscribe at any time using the link in the footer of each email or by contacting us at commsbuddy@commskit.io.

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  1. Data sharing and transfers

7. We may share limited information with:

  • Trusted service providers who help us operate the website, chatbot, and analytics
  • Legal or regulatory authorities if required by law

Some of these providers may be located outside the UK or EU (e.g. US or Canada). In such cases, we ensure appropriate safeguards, such as Standard Contractual Clauses (SCCs) or equivalent data protection measures.

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8. How we protect your data

We use technical and organisational safeguards, including:

  • Secure servers and encrypted connections (HTTPS)
  • Access controls and staff confidentiality agreements
  • Regular audits and system monitoring

While we take all reasonable precautions, no online service is completely risk-free. By using our website, you accept this inherent limitation.

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9. Your rights

  • Under data protection laws, you have the right to:
    Request access to the data we hold about you
  • Correct inaccuracies in your data
  • Request deletion (“the right to be forgotten”)
  • Withdraw consent for marketing or data processing
  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, contact commsbuddy@commskit.io.

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10. Data retention

  • Personal data linked to identifiable users: retained for up to 12 months.
  • Newsletter subscription data: retained until you unsubscribe.
  • Anonymised or aggregated data: retained indefinitely for research and system improvement

We review our retention policies annually to ensure compliance.

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11. Children’s data

CommsBuddy is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from minors.

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12. Changes to this policy

We may update this Privacy Policy periodically to reflect changes in law or practice. The latest version will always appear on this page, with the date updated at the top.

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13. Contact us

If you have any questions or concerns about this policy or how we handle data, please contact:
Email: commsbuddy@commskit.io
Post: The Halo Media Group Ltd, Boxbury Cottage, Witherington Road, Salisbury, SP53DN, United Kingdom