Privacy notice for this portal

Version 0.9.1. Last updated: 19 October 2026.

This notice explains how your personal information is used in this portal, which Fast Media provides to work with you. Fast Media decides what information the portal holds and how it is used, so Fast Media is responsible for it (the "controller"). The portal runs on a service provided to Fast Media by another company, "the provider of this portal service", which handles your information only on Fast Media's behalf.

This notice covers the portal only. To ask how Fast Media uses your information outside the portal, contact Fast Media at hello@fastmedia.co.uk.

What the portal holds about you

  • Your account: your name and email address, and anything you add to your profile (a photo, phone number, company, a short bio, social links), and your settings.
  • Signing in: a scrambled form of your password, never the password itself; the time, IP address and browser of each sign-in, to keep your account secure; and, if you turn on two-step sign-in, its secret and backup codes, stored encrypted. When you set a password it is checked against passwords exposed in known data breaches, using a service that receives only the first five characters of a scrambled form of it.
  • Your work with Fast Media: your projects, the answers you give to briefs, the tasks Fast Media shares with you, your support tickets and messages, the files you and Fast Media share, and your invoices and payments.
  • Payments: invoices are paid on Stripe's pages, through Fast Media's own Stripe account. Your name, your email address and the invoice's details are sent to that account. Card details go to Stripe, never into the portal.
  • Notifications and emails: the portal shows notifications about activity, and emails you about it. Reports of whether each email was delivered or blocked are kept, so Fast Media can see if email is not reaching you. Whether emails are opened, or their links clicked, is not recorded.

Online presence

The portal shows whether people are online, unless Fast Media has switched this off.

  • What is recorded: when you last had a portal page open and in view, when you last used it (moved the mouse, typed, scrolled or touched the screen), and when you last left. Only the latest times are kept, with no history of your visits.
  • Who can see it: people on Fast Media's team can see whether you are online or away. Those on the team who can open your details can also see when you were last in the portal. So can the people who run the portal service, for everyone who uses it. No client of Fast Media sees anyone's online status, yours included. If you are on Fast Media's team yourself, the rest of the team sees only whether you are online or away, never when you were last in the portal.
  • Appear offline: you can turn on "Appear offline" in your profile settings or in your account menu. From that moment you show as offline, as if you had just left, and nothing more is recorded while it is on. Your "last seen" time can still move in one way: it is never earlier than your most recent sign-in, so signing in again moves it.
  • Fast Media can switch it off for everyone, which deletes what was recorded.
  • It is kept for as long as your account exists, with no time limit, and is deleted with your account or when Fast Media switches it off. It stores nothing in your browser.

Cookies and storage

The portal uses only what it needs to work, so it does not ask for consent with a cookie banner.

  • Signing in: a cookie that keeps you signed in (until you close your browser, or for 30 days if you tick "Remember me"), a cookie that keeps your sign-in to this browser session when "Remember me" is off, and, during a two-step sign-in, a cookie for the second step (10 minutes).
  • Customising your home page: a cookie that links the live preview to you while you edit it (2 hours, or until you finish).
  • Light or dark mode: remembered in your browser, only after you choose one.
  • Measuring speed: the portal uses Vercel Speed Insights to measure how fast pages load. Your browser sends Vercel the address of the page and timing measurements, and Vercel works out your country and your type of device, operating system and browser from the request. Vercel states that these measurements are not tied to any individual or IP address, and nothing is stored on your device. It is used only to improve the service. You can turn it off in this browser with the control below. Your choice is kept in your browser under insights-opt-out; if your browser blocks storage, nothing is sent.

Checking this browser's setting...

These cookies are set only for this portal's address and cannot be read by scripts on the page.

Who sees your information

  • People at Fast Media, each according to what Fast Media lets them open in the portal.
  • The people who run the portal service, to provide support and keep it secure. They can see the information in the portal. To help Fast Media, they can open the portal as Fast Media would, for 5 minutes at a time; this is recorded, cannot be used to move money or change sign-in details, and anything they write that way is shown as "Platform Admin".
  • The companies that run parts of the service: Vercel (hosting and the speed measurement), Supabase (the database and file storage), Resend (email), Stripe (payments, through Fast Media's own Stripe account) and Have I Been Pwned (the breached-password check, which receives no information that identifies you).

Your information is processed in London, except that the first step of each request is handled near you, and email is sent through Ireland and stored by the email service, Resend, in the United States. Vercel, Supabase, Stripe and Resend are based in the United States, or may handle information there; where information leaves the UK, each is bound by the safeguard UK law requires (the EU Standard Contractual Clauses with the UK's International Data Transfer Addendum, and for Stripe and Resend also the UK Extension to the EU-US Data Privacy Framework).

How long it is kept

Most of what is in the portal is kept until Fast Media deletes it, or deletes your account. Some records are deleted automatically:

  • notifications after 12 months;
  • the IP address and browser of a sign-in 90 days after it expires, and the sign-in record itself 12 months after it expires (the most recent one is kept);
  • password reset and invitation links 30 days after they are used or expire (the latest invitation is kept);
  • email delivery reports after 30 days (delivered) or 12 months (others), except the latest of each kind for your address and the reports for your latest invitation.

The portal's database is backed up every day, and each backup is kept for 7 days, so deleted information can remain in a backup for up to 7 days.

If your account is deleted, your name can still appear for a time in other people's records, such as notifications and messages that mention you.

There is no self-service way to delete your account or download your information today; ask Fast Media.

Your rights

You can ask for a copy of your information, ask for it to be corrected or deleted, ask for its use to be restricted, object to its use, and ask for it in a portable form where that applies.

Contact Fast Media at hello@fastmedia.co.uk. Fast Media will answer within one month (or up to two months more for a complex request). If you contact the provider of this portal service instead, it will pass your request to Fast Media and tell you it has done so.

You can change most of your own details in your profile settings; a change of email address goes through Fast Media.

Complaints

If you are unhappy with how your information is used, tell Fast Media at hello@fastmedia.co.uk. You can also complain to the Information Commissioner's Office (ICO), the UK regulator: ico.org.uk/make-a-complaint, 0303 123 1113, or Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

If you are part of Fast Media's team

This notice also covers what the portal records about your work in it, such as online presence and your activity on projects, tasks and tickets. Your sign-in account itself is covered by the privacy policy of the provider of this portal service, linked from your profile settings.

Changes

Fast Media may update this notice; the version and the date at the top show when it last changed.

Version 0.9.1, last updated 19 October 2026.

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