Legal

Privacy Policy

Last updated: March 2026

This Privacy Policy explains how Koya Media ("we", "us", or "our") collects, uses, and protects your personal data when you visit our website or contact us. We are committed to handling your data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Koya Media is a performance marketing agency specialising in Google Search advertising for travel businesses. For the purposes of data protection law, Koya Media is the data controller responsible for your personal data.

If you have any questions about this policy or how we handle your data, please contact us via the enquiry form on our website.

2. What Personal Data We Collect

We may collect the following categories of personal data:

• Contact information — your name, email address, and any other details you provide when you get in touch with us or complete a contact or booking form.
• Enquiry and correspondence data — the content of messages you send to us, including information about your business.
• Scheduling data — if you book a call via our Calendly booking link, Calendly will collect your name and email address. Please refer to Calendly's Privacy Policy for details of how they handle your data.

3. How We Use Your Personal Data

We use the personal data we collect for the following purposes, and the lawful basis for each:

• To respond to your enquiries and provide our services — lawful basis: legitimate interests / performance of a contract.
• To schedule and conduct discovery calls — lawful basis: legitimate interests / performance of a contract.
• To send you information about our services where you have requested it — lawful basis: consent or legitimate interests, depending on the context.
• To comply with our legal obligations — lawful basis: legal obligation.

We will not use your personal data for automated decision-making or profiling that has a legal or similarly significant effect on you.

4. Cookies

Our website does not currently use cookies. If this changes, we will update this policy and request your consent where required.

5. How We Share Your Data

We do not sell, rent, or trade your personal data. We may share your data only in the following limited circumstances:

• Service providers — third-party tools we use to operate our business, including Calendly for scheduling and Gmail for email correspondence. These providers have their own privacy policies and data handling practices.
• Legal requirements — where we are required to disclose your data by law, regulation, or court order.

Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

6. Data Retention

We retain your personal data only for as long as necessary for the purpose it was collected, or as required by law. Enquiry and correspondence data is typically retained for up to 2 years from the date of last contact. If we enter into a working relationship, we may retain relevant data for up to 6 years for legal and accounting purposes.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to request that we correct any inaccurate or incomplete data.
• Right to erasure — to request that we delete your personal data, subject to certain conditions.
• Right to restrict processing — to request that we limit how we use your data in certain circumstances.
• Right to data portability — to receive your data in a structured, commonly used format where processing is based on consent or contract.
• Right to object — to object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time.

To exercise any of these rights, please contact us via the enquiry form on our website. We will respond to your request within one month.

8. How to Complain

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO. Please reach out to us first.

9. Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

10. Links to Other Websites

Our website may contain links to third-party websites (including Calendly). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing any personal data.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically.