Data Privacy Policy

We determine the purposes and means of processing, and we are directly accountable to you, in respect of:

• account registration, user profile and authentication data;
• our billing relationship with our customers, including subscription and invoicing records;
• platform telemetry, security logs, audit trails and device metadata;
• our own marketing and business communications;
• data we process to meet our own legal, tax and regulatory obligations; and
• moderation, takedown, and abuse-prevention records relating to Marketplace Listings, which we generate and hold for our own security and platform-integrity purposes.

We process the following on documented instructions from our customer, who is the controller:

• campaign records, artwork, line items, flighting schedules and approval workflows;
• customer profiles and end-client contact details uploaded by our customers;
• proposal recipients' names and business email addresses;
• media inventory records and associated landlord, regulator and asset data;
• geolocation and delivery-verification data captured in the course of executing a customer's campaign; and
• Assets and other User Content that you choose to publish as a Marketplace Listing, which we display strictly in accordance with the publishing configuration you select.

Where you choose to publish a Marketplace Listing, we process and display the information you include in that Listing strictly in accordance with the publishing configuration (public, restricted, or time-limited) you select. As between you and ADWrap, you remain the controller of the content of your Marketplace Listing; we do not independently verify it and do not act as its controller.

When your register on OOH OwnerHub, we collect key account and profile information from authorized users. This includes their full name, company email address, work phone number, and designated role within the organization. We also store your company's legal name, business address, and contact details for invoicing and communications. Optional profile data, such as a profile photo, may also be uploaded. We track which roles are assigned to which users, including any role changes over time, and maintain logs of user invitations and permission updates to ensure accountability and secure access management. Authentication, including verification of your login credentials, is carried out on ADWrap's behalf by a third-party authentication provider. The Authentication Provider processes the relevant information on ADWrap's behalf as a sub-processor.

When you create, manage, or update advertising campaigns on the platform, we collect all associated campaign data. This includes campaign names, unique campaign IDs, types (such as static billboards or street poles), selected customer profiles, start and end dates, and uploaded artwork files with their metadata (filename, size, timestamp). We record line items such as selected media units, quantities, pricing, and applicable tax rates. Campaign approval statuses whether pending, approved, or declined are tracked over time, and user actions (such as launching, pausing, or ending a campaign) are logged for audit and operational transparency. Payment information is also collected, including chosen payment methods (e.g., credit card, invoice), transaction amounts, tax configurations, and historical billing records.

To support campaign execution and verification particularly for mobile or street-level campaigns we may collect geolocation data tied to specific media assets, such as the GPS coordinates of rented street poles or mobile units. Flighting metadata (time intervals when a campaign is active) is tracked during the campaign lifecycle. For campaigns involving vehicles or dynamic media, real-time or timestamped location data may be captured with consent to confirm delivery, optimize scheduling, and produce performance insights. End-of-campaign workflows also capture delivery logs, de-flight timestamps, and final media spend summaries.

ADWrap collects and manages media asset data uploaded by media owners and partners. This includes media images, file format specifications, dimensions, and orientation settings. Each media unit's status such as new, available, rented, or archived is tracked over time, along with metadata changes. For static and street pole placements, we collect exact geographic coordinates (latitude and longitude) to support location mapping. We also maintain billing and regulatory records for landlords and government bodies, including contact details, regulator fee entries, billing history, payment reminders, and editable metadata like address and ownership changes.

When generating or editing advertising proposals, we collect template selections, branding elements (logos, colors), media tables, and proposed campaign rates. We track recipients' names and business emails, along with proposal expiry settings and email delivery status. Logs are maintained for every handoff action, including timestamps and templates used. PDF download activities are also recorded, along with device identifiers where applicable. For draft proposals, we store edit histories, including timestamps, the editing user, and field changes. Proposal deletions whether single or in bulk are also logged for auditing purposes.

ADWrap stores your company's notification settings, including whether specific types of system or campaign updates are enabled. We maintain a history of notifications sent, including the type of notification and the timestamp of delivery. These notifications may include campaign launch reminders, approval status changes, account activity alerts, and proposal handoffs. Custom scheduling for launch reminders or billing notices is also supported and stored.

To support analytics and improve the user experience, we collect aggregated dashboard metrics and platform usage data. This includes user actions such as opening or filtering the campaign list, updating KPIs, launching campaigns, or generating reports. We also record system-generated insights like total revenue, media counts by category, and proposal statuses. Technical information such as filter settings, session activity, page interactions, and limited device metadata (IP address, browser type, operating system) may also be collected to support performance monitoring and platform reliability.

Where you or your organisation publish a Marketplace Listing, the Asset information, images, pricing, and other details included in that Listing become visible to prospective advertisers, agencies, and other Marketplace visitors, according to the visibility you select for that Listing (public, restricted to specified recipients, or time-limited).

We use your information to provide access to the OOH OwnerHub platform, deliver core campaign management features, and enable day-to-day interaction with media inventory, users, and campaigns. This includes facilitating the creation of campaigns, uploading of artwork, assigning team roles, and generating proposals. We also use the data to troubleshoot issues, monitor performance, conduct user support, and introduce new features based on aggregated usage patterns.

Campaign data is used to create, schedule, monitor, and adjust advertising campaigns in real time. This includes associating campaigns with clients, tracking approval workflows, setting flighting intervals, and calculating spend. Media inventory data is used to match available units with campaign needs, manage asset statuses, and verify delivery. Assignee and role-based access controls allow companies to manage internal users and their contributions securely and efficiently.

We use your payment and tax-related information to process transactions securely and generate accurate invoices. This includes calculating applicable taxes, issuing receipts, storing transaction records, and reporting payment history. For landlords, regulators, and government-related campaigns, we use your data to generate bills, track due dates, apply reminders, and support compliance with local regulations or licensing frameworks (such as advertising permissions or billboard taxes).

Your user profile, role, and interaction data are used to tailor dashboard content, system alerts, and interface layout to your team's needs. For example, users in finance roles may see billing widgets by default, while campaign managers see active campaigns and delivery metrics. Notification preferences help us deliver timely alerts on pending approvals, launch reminders, or expiring proposals, ensuring teams stay aligned.

To maintain a safe and trustworthy platform, we use access logs, role histories, device metadata, and action tracking to prevent unauthorized use, detect fraud, and enforce role-based permissions. We also store audit trails for key user activities such as proposal edits, role changes, or campaign closures to support compliance audits, dispute resolution, and accountability frameworks. Where required, we retain this data in accordance with applicable laws.

We use your company and user contact information to send essential operational messages related to campaign delivery, system changes, proposals, and account updates. These communications may be delivered via email or in-app messages and can include system notifications, handoffs between users, launch confirmations, and billing alerts. In some cases, we may also send informational content such as platform improvements or policy updates, in line with your communication preferences.

Where you choose to publish Marketplace Listings, we use the Asset and inventory information you include to display those Listings to prospective advertisers, agencies, and other Marketplace visitors, according to the visibility you select, and to enable moderation and takedown where a Listing breaches our Terms and Conditions.

We may share your information with third parties when you give us explicit permission to do so. For example, if you request to integrate with a third-party tool, reporting service, or business partner, we will share the necessary information to fulfill that request.

We use trusted third-party vendors to support various aspects of our operations. These partners may access your data only as needed to perform specific functions on our behalf, under strict contractual obligations and data protection controls. These services include; secure cloud hosting and infrastructure, payment processing and invoicing, email and notification delivery, data analytics and usage monitoring, customer support and ticketing systems

We may disclose your information to regulatory bodies, government agencies, courts, or law enforcement authorities where required to comply with legal obligations, enforce our rights or Terms of Use, respond to lawful requests or court orders, or cooperate with official investigations. All such requests are carefully reviewed to ensure they are valid, necessary, and lawful.

Where legally permitted, we may share your information within ADWrap's affiliated entities or business partners, particularly in cases where you are using shared services, cross-regional tools, or integrated account management. This enables us to provide consistent service across countries and business units.

If ADWrap is involved in a merger, acquisition, restructuring, asset sale, investment, or similar transaction, your information may be disclosed or transferred as part of that process — including during due diligence stages. We will take appropriate steps to ensure that any successor entity continues to safeguard your data in accordance with this Privacy Notice.

We may disclose information when necessary to prevent fraud or misuse, ensure the security of our platform and media inventory, protect the rights and safety of ADWrap, our clients, or the public, and to enforce our policies, contracts, or terms of service.

Where you publish a Marketplace Listing, the information you include in it is shared with prospective advertisers, agencies, and other visitors in accordance with the visibility you select for that Listing (public, restricted to specified recipients, or time-limited). You control what is published and to whom it is visible.