Monday 1 Jul 2019

Journalist Resources

This page will tell you a bit about PRgloo, how we use journalist data, how you can speak to us about your data and hopefully some other things of interest. 

What is PRgloo? 

PRgloo is a cloud based software system used by communication professionals across the UK, Republic of Ireland and the US to help them manage their day-to-day and strategic tasks. We are used by the likes of Network Rail, HM Treasury, The Department for Transport, The Department of Health and Social Care, Siemens, EasyJet, HS2, The Scottish Government, Nationwide and many others. 

What does PRgloo do?

PRgloo allows communication professionals to keep track of media statements (lines to take), requests from journalists and stakeholders, and all the background information they need to deal with any issues and communication campaigns they have ongoing. We give them the tools they need to get you the information you ask for quickly and efficiently. 

We also provide comms professionals with tools to get messages out to the media community. They can craft media rich emails (with downloadable images, shareable video - sent without the need for attachments, passwords or annoying third party logins) and send them to journalists who they think may be interested in the subject matter. They can also use our Newsroom tools to simultaneously publish this information to their own corporate site along with any other resources they think you would find useful. 

What are the benefits of being on the PRgloo database? 

Our customers are some of the largest organisations in the UK and Ireland producing news and content which is highly sought after.

Our customers perform a search for journalists based on region, subject matter, their past published articles, the type of publication they work for and keyword. They can then build these into living lists which update each time new people are added to the database which match this criteria and which automatically remove people who no longer meet this criteria. 

Each customer who identifies a journalist as being a key audience for their news will then send out media rich releases to these contacts or get in touch over the phone. Each emailed communication will have full contact details (name, phone, email) so that you can quickly respond to ask for more information, clarification etc. There is also a one click unsubscribe which allows you to immediately opt out of further communications from this organisation. 

If you'd like to give us a more accurate description of the things you're interested in - please email researchers@prgloo.com and we'll update your profile immediately. 

How do we collect journalist data? 

The journey starts in one of 4 ways: 

  1. We do our own desk research. We employ a team of researchers to look for publications and journalists who work in particular sectors
  2. Our customers suggest journalists to be added to our database. If any of our customers have had contact with a member of the media who is not already in our contact database, they can suggest that we add them.
  3. Customer coverage: if one of our customers is covered by a journalist in the media, then we will make sure to research this contact to see if they should be added to our database 
  4. A journalist requests that they are added to our database by emailing researchers@prgloo.com 

Legitimate Interests

Just because a journalist has been suggested / found / written something about one of our customers, does not mean that they will be added automatically to our database. Before being added, we use the Legitimate Interest test which essentially sees us asking "Would this person reasonably expect and want to have news & information communicated to them about subjects on which they write?"

So for example, private production companies, managing directors of publications, contributing economists or business people - all those not directly engaged in setting the news agenda for their publication or blog - are not added to our database. They would not want this type of communication and we believe we have no legitimate reason for collecting this data. We also believe that this would lead to us giving our customers a bad service and annoying a lot of people on the way. 

We also make sure that the data we collect and store (name, professional email, job title, phone number, social media links and author profile page) is available publicly or is provided to us after communication with the journalist. In this way, we aim to respect the privacy of the individual by only using data which the journalist has made available for organisations and people to use to communicate pertinent news to them.  

According to the GDPR there are three elements to the legitimate interests basis.

  • Identify a legitimate interest; We believe that journalists want to receive news and that if they make contact information publicly available, they expect organisations with pertinent information to communicate with them via email or phone. Because of this PRgloo collects only publicly available information and makes it available to communication professionals only. We therefore believe we have a legitimate interest for processing this data and making it available to communication professionals. 
  • Show that the processing is necessary to achieve it; In order for communication professionals to communicate with journalists, they need to know professional contact details (name, job title, professional email address, work phone number) and where possible some information regarding the sort of news which would be of professional interest to the journalist. This is the only information which we store. 
  • Balance it against the individual’s interests, rights and freedoms. The journalists within the PRgloo platform have all made it clear that they wish to be contacted about tailored news and information by publicly stating this via publication contact pages, via their professional websites, via social media or via direct contact with PRgloo. We therefore believe that this is strongly in the interest of the data subject in their professional endeavours and one which would accord with the expectations of this category of data subject.

How do we keep your data up to date? 

Data is only as good as the systems in place to keep it up to date. We rely heavily on 3 methods: 

  • Twitter: if a Twitter bio changes, then we will automatically review the journalist's profile. This often lets us know that the journalist has moved publications or out of journalism all together. 
  • Email Issues: If a release sent by any of our customers fails to reach the journalist then we review this profile immediately.
  • Customer alerts: if a customer alerts us to the fact that a journalist has moved then we will review this profile immediately. 

Who do PRgloo make this data available to? 

PRgloo is sold exclusively to communication professionals who take out an annual subscription. 

Where is personal data stored and is it safe? 

PRgloo have invested in building a state-of-the-art infrastructure to host and operate client services. It is hosted within Microsoft’s Azure cloud to ensure we are highly secure, scalable and enterprise ready. In terms of your data, all customers are based in Azure’s UK region with backups residing in Azure’s North region in Dublin. 

What are my rights?

Right of Access - you have the right to find out if PRgloo is using or storing your personal information. This is called the right of access. You exercise this right by asking for a copy of the information, which is commonly known as making a ‘subject access request’ from.

Right to Rectification - you can challenge the accuracy of personal information held about you by PRgloo, and ask for it to be corrected or deleted. This is known as the ‘right to rectification’. If your information is incomplete, you can ask for PRgloo to complete it by adding more details.

Right to Erasure - you can ask PRgloo to delete that information and, in some circumstances, it must then do so. This is known as the right to erasure. You may sometimes hear it called the ‘right to be forgotten’.

Right to Restriction - you can limit the way PRgloo uses your personal information if you are concerned about the accuracy of the information or how it is being used. If necessary, you can also stop us deleting your information. Together, these opportunities are known as your ‘right to restriction’.

Right to Object to Processing - you have the right to object to the processing (use) of your personal information in some circumstances. If we agree to your objection, we must stop using your information for that purpose unless we can give strong and legitimate reasons to continue using your information despite your objections.

You have an absolute right to object to an organisation using your information for direct marketing – in other words, trying to sell things to you. This means it must stop using your information if you object.

Right to Data Portability - you have the right to get your personal data from PRgloo in a way that is accessible and machine-readable, for example as a CSV file.

How do I make a complaint or remove myself from the database?

If you would like to stop receiving emails from any of our customers, then there is a simple one click unsubscribe link at the bottom of each email. If you would like to be removed from the database so that no PRgloo customer pesters you with releases again, then you have two options: 

  1. We can remove you from the database completely - but you may be suggested by one of our customers and therefore be added back to the platform purely by accident. Oh to be so popular! 
  2. We can remove all of your contact information except your name and publication and list that you do not wish to be contacted. In this way, you make it clear that PR's are not to send you press releases or call you up. 

If you have any questions, complaints, concerns, want to know what data we hold on you (subject access request) or wish to be removed from the database, please email researchers@prgloo.com. We'll aim to respond to you within the day (within UK working hours).