Privacy Policy

1. Introduction

Welcome to Epiclens Media ("we," "our," or "us"). We are committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, share, and protect your personal information when you:

• Visit our website at www.epiclensmedia.com
• Use our hotel marketing services
• Communicate with us through various channels
• Engage with our content and marketing materials

This Privacy Policy applies to all personal information we collect and process in connection with our business operations. By using our services or website, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

2.1 Personal Information You Provide Directly

We collect personal information that you voluntarily provide to us, including:

2.2 Information Collected Automatically

When you visit our website or use our services, we automatically collect certain information:

• Technical Data: IP address, browser type, operating system, device information
• Usage Data: Pages visited, time spent, click patterns, referral sources
• Location Data: Approximate geographic location based on IP address
• Cookie Data: Preferences, session information, tracking data

2.3 Information from Third Parties

We may receive information about you from:

• Social media platforms (LinkedIn, Facebook, Instagram)
• Business partners and referrals
• Public databases and industry publications
• Marketing and analytics service providers

3. How We Use Your Information

We use your personal information for the following purposes, based on legitimate business interests, legal obligations, or your consent:

3.1 Service Delivery and Customer Management

• Providing hotel marketing services (video production, photography, SEO, social media)
• Managing client accounts and service agreements
• Processing payments and billing
• Providing customer support and responding to inquiries
• Conducting market research and service improvements

3.2 Marketing and Communications

• Sending marketing emails and newsletters (with your consent)
• Sharing industry insights and hospitality marketing tips
• Promoting our services and special offers
• Conducting promotional campaigns and contests
• Creating personalized marketing experiences

3.3 Business Operations and Legal Compliance

• Maintaining business records and analytics
• Ensuring network and information security
• Complying with legal and regulatory requirements
• Protecting against fraud and security threats
• Defending legal claims and enforcing agreements

4. Information Sharing and Disclosure

We may share your personal information in the following circumstances:

4.1 Service Providers and Business Partners

• Technology Providers: Web hosting, email services, CRM systems, analytics platforms
• Payment Processors: Secure payment processing and billing services
• Marketing Services: Email marketing platforms, social media management tools
• Professional Services: Legal, accounting, and consulting professionals

4.2 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the business transaction, subject to confidentiality agreements.

4.3 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Protect our rights, property, or safety, or that of our clients
• Investigate potential violations of our terms of service
• Prevent fraud, security threats, or illegal activities

4.4 With Your Consent

We may share your information for other purposes with your explicit consent or at your direction.

5. Data Security

We implement comprehensive security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

5.1 Technical Safeguards

• Encryption: SSL/TLS encryption for data transmission and storage encryption for sensitive data
• Access Controls: Multi-factor authentication and role-based access permissions
• Network Security: Firewalls, intrusion detection, and regular security monitoring
• Secure Hosting: Reputable cloud service providers with enterprise-grade security

5.2 Organizational Safeguards

• Employee training on data protection and confidentiality requirements
• Regular security audits and vulnerability assessments
• Incident response procedures for potential data breaches
• Confidentiality agreements with employees and contractors

5.3 Data Breach Notification

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify relevant supervisory authorities within 72 hours (where required by law)
• Inform affected individuals without undue delay
• Provide clear information about the breach and steps taken to address it
• Implement additional measures to prevent future incidents

6. Your Privacy Rights

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

6.1 Marketing Communications

You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in our emails
• Contacting us directly to update your preferences
• Adjusting your account settings (if applicable)

6.2 California Privacy Rights (CCPA)

If you are a California resident, you have additional rights including:

• Right to know what personal information is collected and how it's used
• Right to delete personal information (subject to exceptions)
• Right to opt-out of sale of personal information (we do not sell data)
• Right to non-discrimination for exercising privacy rights

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website and understand how our services are used.

7.1 Types of Cookies We Use

7.2 Third-Party Services

We use the following third-party services that may collect information:

• Google Analytics: Website traffic analysis and user behavior insights
• Google Ads: Advertising campaign management and conversion tracking
• Facebook Pixel: Social media advertising and audience building
• LinkedIn Insights: Professional network advertising and analytics

7.3 Managing Cookies

You can control cookies through:

• Browser settings to block or delete cookies
• Opt-out tools provided by advertising networks
• Our cookie consent banner on first visit
• Privacy preference center (where available)

8. International Data Transfers

As a global marketing company serving hospitality businesses worldwide, we may transfer your personal information across international borders. We ensure adequate protection through:

8.1 Safeguards for International Transfers

• Adequacy Decisions: Transfers to countries recognized as providing adequate protection
• Standard Contractual Clauses: EU-approved contracts ensuring data protection standards
• Binding Corporate Rules: Internal policies for multinational organizations
• Certification Schemes: Industry-recognized privacy certifications

8.2 Primary Data Locations

• India: Primary business operations and client services
• United States: Cloud hosting and technology services
• European Union: EU client data and GDPR compliance

9. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy and as required by applicable laws:

9.1 Secure Deletion

When retention periods expire, we securely delete or anonymize your personal information using industry-standard methods to ensure it cannot be recovered or reconstructed.

10. Children's Privacy

Our services are designed for businesses and are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

10.1 Age Verification

If we discover that we have collected personal information from someone under 18, we will:

• Delete the information immediately
• Not use the information for any purpose
• Not share the information with third parties
• Implement additional safeguards to prevent future collection

10.2 Parental Concerns

If you believe we have collected information from a child, please contact us immediately at privacy@epiclensmedia.com, and we will investigate and take appropriate action.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or applicable laws. When we make changes:

11.1 Notification Process

• Website Notice: Updated policy posted with revision date
• Email Notification: For significant changes affecting your rights
• In-Service Notification: Alerts within our services when applicable
• Grace Period: 30 days before material changes take effect

11.2 Your Choices

If you disagree with changes to this policy, you may:

• Contact us to discuss your concerns
• Exercise your rights to restrict or delete your data
• Discontinue use of our services (with appropriate notice)

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: