This Policy explains what personal information Pioneer Media Labs collects, why we use it, when we share it and the choices available to you. It covers our website, enquiry forms, newsletter, email, phone and WhatsApp Business communications.
Who we are and what this Policy covers
Pioneer Media Labs (“PML”, “we”, “us” or “our”) is a technology, software development and digital services business based in Ahmedabad, India. This Policy applies when you visit pioneermedialabs.com, submit an enquiry or job application, subscribe to updates, become a client, or communicate with us through email, phone, SMS or WhatsApp.
Personal information we collect
- Contact and business details: name, company, job title, email address, phone or WhatsApp number, country, website and service interests.
- Enquiry and project information: messages, requirements, files, meeting notes, proposals, support requests, feedback and information needed to prepare or deliver services.
- Communication information: email or WhatsApp message content, call or meeting details, date and time, delivery or response status, and your consent or opt-out preferences.
- Website and device information: IP address, browser, device type, operating system, referring page, approximate location, pages viewed, clicks, session information and cookie or advertising identifiers.
- Newsletter and marketing preferences: subscription status, topics of interest and interactions with messages or campaigns.
- Recruitment information: resume, portfolio, employment history, skills and any other information you choose to provide when applying for a role.
We do not ask you to submit payment-card numbers, bank account details, government identification numbers, passwords, health information or other highly sensitive data through a general website form or ordinary WhatsApp message. Please do not send such information unless we specifically request it through an appropriate secure process.
How we collect information
- Directly from you when you complete a form, subscribe, email, call, message us on WhatsApp, attend a meeting or enter into a project;
- Automatically through cookies, tags, pixels, logs and similar technologies when you use the website;
- From clients, referrals, event contacts, business partners or team members who introduce you; and
- From lawful public or professional sources, such as a company website, business directory or professional network, for relevant business-to-business outreach.
Why we use personal information
- To respond to enquiries, arrange meetings and recommend suitable services;
- To prepare quotations, proposals, scopes of work and contracts;
- To deliver projects, provide support, manage client relationships, process invoices and maintain business records;
- To send service, appointment, proposal, project, support or account updates through the channel you selected;
- To send newsletters, service news or relevant offers where you have opted in or where otherwise permitted by applicable law;
- To measure website and campaign performance, improve content, understand demand and prevent duplicate or irrelevant outreach;
- To protect our website, systems, users and business against spam, fraud, abuse, security incidents or unlawful activity; and
- To comply with legal, tax, accounting, audit, dispute-resolution and regulatory obligations.
Consent and other permitted uses
Depending on the situation and applicable law, we process information with your consent, to take steps at your request, to perform an agreement, to comply with law, or for reasonable business purposes that do not override your rights. Where consent is required, it should be freely given, specific and clear. You may withdraw consent at any time; withdrawal does not affect lawful use that occurred before the withdrawal.
WhatsApp Business communications
We may use the WhatsApp Business Platform and an authorised technology or solution provider to communicate with you. We will send business-initiated WhatsApp messages only when you have given us your number and a clear opt-in, or where another lawful basis expressly permits the message. The consent request should tell you the type of messages you can expect.
- Enquiry and service messages may include consultation follow-up, appointment reminders, proposals, project updates, support and important account information.
- Marketing messages may include occasional service announcements, resources or offers and will be sent only where permitted and based on the choices you make.
- You may opt out of promotional WhatsApp messages at any time by replying STOP or UNSUBSCRIBE, or by contacting us through email or phone. We will record and respect that choice.
- If an automated response is used, you may ask to speak with a person or contact us through the email and phone details provided in this Policy
WhatsApp, Meta and our WhatsApp Business solution or technology provider may process your phone number, profile information, message information and technical data to operate the service. Their handling of information is also governed by their own terms and privacy policies. We do not use WhatsApp-provided data for an unrelated purpose or sell it.
Cookies, analytics and advertising tools
Our website uses cookies and similar technologies. Some are necessary for security, forms and site operation. Others help us understand traffic, improve pages and measure marketing. The website currently uses tools that include Google Analytics, Google Tag Manager and Meta Pixel. These providers may receive device, browser, IP, cookie, page-view and event information according to their own policies.
Where required, non-essential cookies should be used only after your choice through a cookie banner or preference tool. You can also block or delete cookies through your browser, but some website features may not work correctly.
When we share information
We share personal information only when reasonably necessary, including with:
- Our employees, contractors and project team members who need it for the relevant enquiry or service;
- Hosting, cloud storage, email, CRM, analytics, advertising, security, scheduling and collaboration providers;
- Meta, WhatsApp and an authorised WhatsApp Business solution or technology provider when WhatsApp is used;
- Professional advisers such as accountants, auditors, insurers or lawyers;
- Authorities, courts or other parties when required by law or reasonably necessary to protect rights, safety, security or prevent fraud; and
- A successor or potential buyer in connection with a lawful merger, restructuring or transfer of the business, subject to suitable confidentiality safeguards.
Service providers are expected to use information only for the assigned service and to protect it appropriately. We do not sell or rent personal information to third parties for their independent marketing.
International processing
PML serves clients in multiple countries and uses global technology providers. Your information may therefore be processed or stored outside your state or country. Where required, we use contracts and other reasonable safeguards and comply with applicable restrictions on cross-border processing.
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose described in this Policy. Retention depends on the nature of the enquiry, whether you become a client, the duration of the project, your marketing choices, security needs, and legal, tax, accounting or dispute requirements. When information is no longer required, we take reasonable steps to delete, securely destroy or anonymise it. We may keep a minimal suppression record so that we continue to respect an opt-out.
How we protect information
We use reasonable administrative, technical and organisational safeguards designed to protect personal information against unauthorised access, misuse, alteration, loss or disclosure. Access is limited to people who need it for their work. No internet, email, cloud or messaging system is completely secure, so we cannot guarantee absolute security.
Your rights and choices
Subject to applicable law and reasonable identity verification, you may ask us to:
- Confirm whether we hold personal information about you and provide access to it;
- Correct, complete or update inaccurate information;
- Delete information that is no longer required or that we are not legally required to keep;
- withdraw consent or object to certain processing where applicable;
- Stop newsletter, email, SMS or WhatsApp marketing; or
- Raise a privacy concern or complaint and receive a response through our grievance contact.
To stop newsletter emails, use the unsubscribe link where provided. To stop promotional WhatsApp messages, reply STOP or UNSUBSCRIBE. Essential communications relating to an active enquiry, contract, invoice, support request or legal obligation may continue when necessary.
Children’s privacy
Our website and services are intended for businesses and adults. We do not knowingly collect personal information from anyone under 18 through the website or WhatsApp. If you believe a minor has provided information to us, please contact us so that we can review and delete it where appropriate.
External websites and services
Our website may link to third-party websites, social networks or tools. Their privacy practices are controlled by them, not PML. Please review their policies before providing information.
Changes to this Policy
We may update this Policy when our website, services, tools or legal obligations change. The latest version will be posted on this website with a revised effective date. Material changes may also be communicated through an appropriate channel where required.
Privacy and grievance contact
For access, correction, deletion, consent withdrawal, marketing opt-out or a privacy complaint, contact our Privacy & Grievance Contact using the details below. Please use the subject line “Privacy Request” so that we can route it promptly.
Pioneer Media Labs
Sun Avenue One, Offices 602 & 603, Manek Baugh Road, near Shreyas Foundation, Shyamal, Ambawadi, Ahmedabad, Gujarat 380015, India
Email: info@pioneermedialabs.com
Phone / WhatsApp: +91 99255 53400
Website: Pioneer Media Labs website
