Media Contacts Privacy Notice

Effective Date: 27 August 2026

Landing Platform, a product of PVTL Digital Ltd, trading as Pivotal ("we", "us", "Pivotal"), includes a media contacts directory: a curated database of journalists, editors, broadcasters, podcasters and other media professionals, which our customers use to share relevant stories with the right people. If you work in the media, this notice explains what information about you may appear in that directory, where it comes from, why we hold it, and the rights and choices you have — including how to correct your record or be removed entirely.

This notice covers only the media contacts directory. For how we handle personal data of users of our platform and website visitors, see our Privacy Policy.

1. Who we are

PVTL Digital Ltd, trading as Pivotal (company no. 12857920), is the data controller for the personal data held in the media contacts directory. We decide what information the directory contains, where it is obtained from, and how it is maintained. Our contact details are at the end of this notice.

Our customers — the agencies and businesses who use Landing Platform — become independent data controllers of any directory information they access or use for their own media outreach. They are contractually required to use it only for legitimate media-relations purposes, to honour opt-outs, and to comply with data protection law in their own communications.

2. What information we hold

The directory holds professional-capacity information only:

  • Identity: your name, salutation, job title and role
  • Gender, where known: held so our customers can source diverse and representative commentary — for example, finding women experts for a feature. It is never used to exclude anyone from outreach, and you can ask us to remove it at any time
  • Outlet and career: the publication(s) or outlet(s) you work with, and professional biographical information
  • Contact details: your work email address and work phone number, and — only where you have published them in a professional context or provided them to us — other contact details
  • Coverage: the beats, sectors and topics you write about or cover, and links to examples of your published work
  • Public profiles: links to your public professional profiles on social networks, your website, and a profile image where one is publicly available
  • Contact preferences: notes on how you prefer to be contacted, including any request not to be contacted, and out-of-office information you have shared

We do not seek to collect, and do not knowingly hold, special category data (such as information about health, religion, political opinions or sexual orientation), and we do not use the directory to profile anyone beyond their professional activity as a journalist or media professional.

3. Where your information comes from

  • Publicly available sources: bylines and published articles, outlet websites and mastheads, your own professional website, and your public professional social media profiles
  • Licensed datasets: media contact data licensed from reputable third-party suppliers who compile it from publicly available sources
  • Directly from you or your outlet: information you or your publication share with us or our research team, including correspondence and update requests

Our team researches and maintains the directory on an ongoing basis. If you would like to know the specific source of the information we hold about you, contact us using the details below.

4. Why we hold it — our lawful basis

We process this information on the basis of legitimate interests (Article 6(1)(f) UK GDPR):

  • Ours: operating a media contacts directory as part of our platform
  • Our customers': reaching the journalists who genuinely cover their sector with relevant, targeted stories — rather than untargeted mass outreach
  • Yours: receiving pitches and press material relevant to what you actually cover. The relationship between media professionals and communicators is long-established and mutually beneficial, and the information we hold is limited to your professional life

We have carried out and documented a balancing assessment of these interests against your rights and freedoms, and we keep it under review. The safeguards in section 5 form part of that balance. You have the right to object at any time — see section 7.

5. How we keep it fair

  • Limited access: the directory is only available to authenticated customers inside the platform — it is not published on the open web
  • Access limits and audit logging: each customer's access to contact details is limited and rate-limited, and every access to a contact record is logged
  • Data minimisation: we hold professional-capacity information only, and remove information that is no longer relevant
  • Accuracy: we review and update records on a rolling basis, and correct any record promptly when you tell us it is wrong
  • No selling: we do not sell the directory or license it on to third parties
  • Opt-outs are honoured platform-wide: a request not to be contacted is applied across all customers, not per customer

6. How long we keep it

We keep directory records while you remain professionally active in the media. When we learn that someone has left the profession, or we can no longer verify a record, we remove it. If you ask to be removed, we will do so within one month.

When we remove someone at their request, we retain a minimal suppression record — name, outlet and email address, visible to no one and used for no other purpose — solely so that our research processes and data sources cannot re-add them in future. If you would prefer that we do not retain even this, tell us and we will delete it entirely; in that case we cannot guarantee your details will not re-enter the directory from public sources later.

7. Your rights and choices

Under the UK GDPR you have the right to:

  • Access a copy of the information we hold about you
  • Correct anything inaccurate or out of date — including your outlet, beats and contact preferences
  • Be removed from the directory ("right to erasure")
  • Object to our processing of your information, or to being contacted through the platform
  • Restrict processing while a request is being resolved
  • Change your mind. None of this is one-way. If you asked us to stop contacting you and later want to hear from journalists' enquiries again, or you asked to be removed and would now like to be listed, just tell us and we will action it. If you were removed entirely we will not have kept your details — that is the point of removing them — so we will need you to send us what you would like listed, or your record may return by itself the next time we refresh from public sources

To exercise any of these, email privacy@pivotal.digital with your name and outlet. We respond to all requests within one month, and removal requests are actioned across the whole platform. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

8. Changes to this notice

We may update this notice from time to time. The effective date above indicates when it was last revised, and material changes will be reflected on this page.

9. Contact us

PVTL Digital Ltd, trading as Pivotal
Company no. 12857920 · Registered office: Studio 4 Pivotal House, Orford Yard, Norwich NR1 3TB, United Kingdom
Data Protection Enquiries — Media Contacts Directory
Email: privacy@pivotal.digital
Website: https://landing.pivotal.digital