Last updated: (16 September 2025)
Who we are (data controller)
MachineToolNews.ai is owned and operated by Q-Media (“we”, “us”, “our”). For the purposes of the UK GDPR and the Data Protection Act 2018, Q-Media is the data controller for personal data collected via this website and our forms.
Registered address: Flat 8, 175 Balls Pond Road, London, .
Editorial/contact email: team@machinetoolnews.ai
1) Scope
This notice covers our website(s), contact channels, and forms (including Submit News). It explains what we collect, why, how long we keep it, who we share it with, the legal bases we rely on, and your rights under UK data protection law.
2) What we collect
a) When you submit news (PR agencies & manufacturers)
- Submitter details: first/last name, company, role, phone number, email, company website.
- For PR agencies: client contact and company details you provide.
- Story materials: headline, summary, full text; files you upload (required image 1600×900 JPG/PNG, optional PDF/ZIP); timestamps; IP address (used for rate limiting/abuse prevention).
If you share a client’s details, you confirm you’re authorised to do so and have informed them you’re sending us their data for press/editorial purposes.
b) When you contact us or buy services
- Name, email, company details, your enquiry and preferences; limited billing information if you purchase paid services (e.g., sponsored links/backlinks).
c) When you visit our site
- Technical data from your browser/device (IP address, user-agent, pages viewed, referrers) via logs, cookies and similar technologies for security, performance and analytics (where enabled).
3) Why we use your data (lawful bases)
- Editorial operations & journalistic purposes — receiving, verifying and editing submissions; maintaining an editorial archive; corresponding with you.
Lawful basis: Legitimate interests (journalistic/editorial operations). - Security & abuse prevention — rate-limiting, fraud/bot detection, protecting our services.
Lawful basis: Legitimate interests. - Analytics & site performance (if enabled, e.g., Google Analytics) — understanding what content is useful and improving the site.
Lawful basis: Legitimate interests (you can opt out via cookie controls). - Contracts & paid services — e.g., processing sponsored content/backlink orders and billing.
Lawful basis: Contract (and pre-contract steps). - Compliance — meeting legal, tax and accounting obligations; responding to lawful requests.
Lawful basis: Legal obligation.
Where we rely on legitimate interests, we balance our interests against your rights and expectations. You can object at any time (see Your rights, below).
4) How we use submissions
- Create a draft post for internal review; we may edit or rewrite to meet house style.
- Decide whether to publish (submission does not guarantee publication).
- Contact you (or your client) for clarifications.
- Log submission metadata to our Google Workspace (e.g., a Google Sheet via secure webhook) for workflow and audit.
5) Cookies & similar technologies
We use essential cookies for security and forms. We may use analytics/performance cookies (where enabled) to improve the site. You can control cookies in your browser and/or via our Cookie Notice.
6) How long we keep data
- Editorial records (stories, related correspondence): retained as part of our journalistic archive.
- PR/manufacturer contact details: typically kept up to 24 months from your last interaction, then reviewed for deletion or continued legitimate interest.
- Billing/contract records: retained according to legal/financial retention rules.
We keep data only as long as needed for the purposes above.
7) Who we share data with (processors/recipients)
We do not sell your data. We share limited data with trusted service providers under contracts that protect your information, for example:
- Website hosting, security and content delivery.
- Google services (e.g., Google Apps Script/Sheets for submission logging; optional Google Analytics).
- Email delivery providers (transactional mail).
- Payment and accounting providers (only if you purchase paid services).
Where data is transferred outside the UK, we use appropriate safeguards (such as the UK International Data Transfer Agreement/Clauses or adequacy decisions) and assess risks where required.
8) reCAPTCHA
This site may be protected by reCAPTCHA to prevent abuse. reCAPTCHA collects device and interaction data solely for security purposes. If the badge is hidden, we display the required notice:
This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.
9) Marketing
We send B2B editorial updates or commercial messages only where you’ve opted in or where legitimate interests apply with a clear opt-out. You can unsubscribe at any time via the link in our emails or by contacting us.
10) Your rights
You have rights to be informed, access, rectify, erase, restrict, object (including to processing based on legitimate interests), data portability, and rights related to automated decision-making (where applicable).
To exercise your rights, email team@machinetoolnews.ai. We may ask for proof of identity before acting on a request.
If we rely on consent, you may withdraw it at any time (this won’t affect past processing).
11) Complaints
If you’re unhappy with how we handle your data, please contact us first. You also have the right to complain to the UK Information Commissioner’s Office (ICO): 0303 123 1113 or ico.org.uk.
12) Children
Our services are aimed at business professionals. We do not knowingly collect data from children.
13) Security
We use appropriate technical and organisational measures (encryption in transit, access controls, least-privilege administration, logging and monitoring). No system is 100% secure; please use strong, unique passwords and be cautious with links/attachments.
14) Links & third-party sites
Our articles and submissions may include external links (including paid/sponsored links where clearly labelled). Third-party sites have their own privacy policies.
15) Changes to this notice
We will update this notice when necessary and post the “Last updated” date at the top. Material changes will be highlighted for a reasonable period.
Contact (data protection): Q-Media, Flat 8, 175 Balls Pond Road, London, N1 4BH, United Kingdom — team@machinetoolnews.ai.