Last updated: 13 October 2026
R4 Advertising respects your privacy. This policy explains how we collect and use personal information when you visit r4advertising.agency, contact our team, submit a brief, request a breakdown through our Volume-Based Discount (VBD) calculator or work with us as a client or supplier.
1. Who we are
The organisation responsible for your personal information is R4 ADVERTISING LIMITED (Company Number 13895764), trading as R4 Advertising, a UK-based media trading, planning and activation agency.
Registered address: 389 Newport Road, Cardiff, CF24 1TP.
Privacy contact: info@r4advertising.agency.
Telephone: +44 29 2233 7225.
References to “R4”, “we”, “us” and “our” mean this organisation. We act as the data controller for the website, business development and business administration activities described in this policy. Where we process personal information on behalf of a client under their instructions, our role and obligations are governed by the relevant client agreement and data processing terms.
2. The information we collect
The information we collect depends on how you use our website and interact with us. It may include:
- Contact information: your name, business email address, telephone number, job title and organisation.
- Enquiry information: your message, brief, campaign requirements, budget and other details you choose to provide.
- Calculator information: your contact details, the media investment figures and selections you submit, and the breakdown generated from those inputs.
- Communications: correspondence with our team and records of our response to your request.
- Client and supplier records: business contact details, contractual information, billing and payment details, and campaign information containing personal data where relevant to our services.
- Technical information: your IP address, browser and device information, pages visited, referral information, timestamps and security logs.
- Consent and measurement information: your cookie preferences and, where you agree to the relevant tracking, cookie or device identifiers, advertising referral information and website activity such as a completed enquiry or calculator submission.
Please avoid including sensitive personal information in website forms unless it is necessary and we have agreed how it should be handled.
3. How and why we use your information
We use your information for the following purposes and lawful bases:
Purpose
Lawful basis
Responding to enquiries, reviewing briefs and discussing potential work with business contacts
Legitimate interests in communicating with prospective clients and developing business relationships.
Providing a requested calculator breakdown and following up about that request
Legitimate interests in providing the information requested and responding to related questions.
Taking steps towards, or delivering, a contract with you personally
Performance of a contract or steps taken at your request before entering a contract.
Managing services and communications where our contract is with your organisation
Legitimate interests in administering the client relationship and delivering our services.
Operating, securing and maintaining our website and systems
Legitimate interests in providing a reliable website, preventing misuse and protecting information.
Managing supplier relationships, billing and payments
Legitimate interests in administering our business, contractual necessity where the contract is with you personally, and legal obligations where applicable.
Using optional website analytics and advertising tracking
Consent for the relevant technologies and associated personal data processing.
Sending marketing communications
Consent where required; otherwise legitimate interests in promoting relevant business services, subject to applicable electronic marketing rules and your right to object.
Meeting legal obligations
Compliance with a legal obligation.
Where we rely on legitimate interests, we consider the effect on your privacy and your reasonable expectations.
Providing information is generally voluntary. If you do not supply the details needed for a particular request, we may be unable to respond, send your breakdown or provide the service requested.
4. Enquiry forms and the VBD calculator
When you submit an enquiry or request a calculator breakdown, we use the information you provide to fulfil that request and discuss any related media requirements. Our team may contact you about your submission.
Requesting information does not, by itself, mean that you have subscribed to a marketing newsletter or agreed to advertising cookies.
You can submit an enquiry or request a breakdown without accepting optional advertising tracking. Where you have accepted marketing tracking, we may also record that a successful submission occurred to measure the effectiveness of our advertising.
Our current OpenAI conversion tags send a submission event rather than the contents of your enquiry or your calculator inputs. The advertising service may also receive technical information and identifiers associated with the event.
5. Cookies, tags and advertising measurement
We use Cookiebot to manage cookie choices. Our website uses Google Tag Manager to manage certain website tags. The way a tag is installed does not change your consent choices: the same rules apply to optional tracking installed through a tag manager or directly on the website.
Strictly necessary technologies support functions such as security and remembering your consent preferences. Optional analytics and advertising technologies are subject to your choices in the consent panel.
With your marketing consent, we use the OpenAI advertising pixel to measure activity following our ChatGPT advertising. This can include recording a completed contact enquiry or a successful request for a calculator breakdown, connecting that activity with advertising interactions, reporting campaign effectiveness and supporting conversion optimisation.
Details of other optional analytics or advertising technologies used on the website, including their providers and purposes, are set out in our cookie declaration and consent panel.
Advertising measurement can involve sharing event information, online identifiers, IP addresses, browser or device information and referral details with the relevant provider. These identifiers may be personal information even where your name is not included.
You can accept or reject optional categories through the Cookiebot consent panel and change your choices later by reopening that panel. Withdrawing consent stops future tracking dependent on that consent; it does not make earlier processing unlawful or automatically delete information already collected.
Our Cookies Policy and cookie declaration provide further details, including cookie names, providers, purposes and expiry periods.
6. Who receives your information
Information may be accessed by authorised R4 team members and providers supporting our website, communications and enquiry handling. These include:
- HubSpot, for website forms and customer relationship management.
- Supabase, for the calculator submission service and associated data handling.
- Sanity, for website content management where personal information is processed through that service.
- Cookiebot, for consent management and consent records.
- Google, in connection with Google Tag Manager and any separately disclosed Google measurement services enabled on the website.
- OpenAI, for consent-based ChatGPT advertising measurement and conversion optimisation.
- Our website hosting, technical support, business communications and professional advisory providers, where needed for their services.
- Media owners and media partners, where sharing is necessary for campaign delivery, and payment providers where needed to process business payments.
We do not sell personal information.
We may also disclose information where required by law, to protect legal rights or in connection with a business transfer, subject to appropriate protections.
Providers may act as processors on our behalf or as separate controllers for some activities, depending on the service and its terms. Relevant provider privacy information is available on their websites.
7. International transfers
Some providers may process personal information outside the United Kingdom. The destination and protections depend on the provider and the service used.
Where personal information is transferred outside the United Kingdom, we ensure that an appropriate transfer mechanism applies. This may include UK adequacy regulations or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission's Standard Contractual Clauses, as applicable to the transfer.
You can contact us to request information about the safeguards applicable to your personal information, including how to obtain a copy.
8. How long we keep information
We keep personal information for as long as necessary for its purpose. We determine this by considering:
- Whether an enquiry remains active and whether there is an ongoing business relationship.
- What is needed to provide the requested breakdown, advice or service.
- Applicable accounting, legal and contractual record-keeping requirements.
- The need to resolve disputes, maintain security and establish or defend legal claims.
- The purpose and expiry of the relevant cookie or measurement record.
When information is no longer needed, it is deleted or anonymised as appropriate. If you object to marketing, we may retain a limited suppression record so that we can respect your preference.
Cookie expiry periods are shown in our cookie declaration. Provider-held advertising and analytics records may have separate retention periods; you can request further information from us.
9. Marketing choices
You can ask us to stop sending direct marketing at any time, using the unsubscribe option provided or contacting our privacy email address.
Where permitted by law, we may contact people at corporate business addresses about services relevant to their professional role, relying on legitimate interests. Different rules apply to individuals, sole traders and some partnerships; we obtain consent or rely on a valid applicable exception where required. Cookie consent is separate from permission to send marketing emails.
You have the right to object to the use of your personal information for direct marketing, including related profiling, at any time.
An objection to marketing does not prevent us from responding to a request you make or sending necessary communications about an existing service.
10. Your rights
Depending on the circumstances and lawful basis, you may have the right to:
- Access your personal information and receive a copy.
- Correct inaccurate or incomplete information.
- Request deletion or restriction of processing.
- Object to processing based on legitimate interests.
- Receive certain information in a portable format.
- Withdraw consent where processing relies on consent.
These rights are subject to applicable conditions and exemptions. Contact our privacy email address to make a request. We may need to verify your identity before responding.
The VBD calculator automatically generates an indicative breakdown from your inputs. It does not, by itself, make a decision about you with legal or similarly significant effects.
11. Security and external links
We use appropriate technical and organisational measures to protect personal information. No website or method of transmitting information can guarantee complete security.
Links to external websites are governed by those organisations' privacy notices. Please review their notices before submitting information to them.
12. Complaints and updates
If you have a concern about how we use your information, please contact us using the privacy details above.
You can also complain directly to the Information Commissioner's Office, the UK data protection regulator: ico.org.uk.
We may update this policy when our website, services or data practices change. The date at the top shows when it was last updated.