How we handle the personal data you trust us with when you distribute a press release, work with our newsroom team, or simply browse the site.
Newswire Distribution puts your announcements in front of working journalists and onto the wires, and that work depends on data: your account details, the content of your release, who you want to reach, and how your campaign performed. This policy explains what we collect, why we hold it, who we share it with, and the choices you have. We've kept the legalese to a minimum so you can actually read it.
Newswire Distribution is a press release distribution service. We're the data controller for the personal information described in this policy, which means we decide how and why it gets processed. When you submit a release for review, place it on regional or national newswires, or receive a placement report, we're handling data on your behalf and on behalf of the people named in your announcement.
This policy applies to our website, your client account, and the services delivered through them. It sits alongside our Terms of Service, which set out the contract for using the platform, and our Cookie Policy, which goes into detail on the small files we set in your browser. If you're about to send something out, it's also worth reading our editorial guidelines so you know what our review team looks for before a release goes live.
We collect different categories of data depending on how you use the service. Some you give us directly, some is generated as you work, and a small amount comes from third parties such as payment processors. Here's the breakdown.
| Category | What it includes | Typical retention |
|---|---|---|
| Account information | Name, work email, company, job title, phone number, password (stored hashed), and your communication preferences. | Life of the account, then 12 months |
| Release content | The text, headlines, quotes, contact details, embargo dates, images and attachments you submit for distribution, plus targeting choices by beat and region. | 7 years (publishing record) |
| Billing information | Billing name and address, plan, invoices, and the last four digits and card type. Full card numbers are handled by our payment processor, not us. | 7 years (tax and accounting) |
| Usage and analytics | Pages viewed, features used, device and browser type, IP address, and how recipients interacted with your placement report. | 26 months |
| Support communications | Emails, chat transcripts, and call notes when you contact our team, including anything you choose to share to resolve an issue. | 3 years |
Swipe sideways to see the whole table.
A point worth flagging: a press release usually contains personal data about other people, such as your media contact or a spokesperson named in a quote. When you submit that content, you're confirming you have the right to share it for distribution. We process it to deliver the service you asked for.
We use your data to run the service and to do it well, not to build a profile we can resell. Specifically, we use it to:
If we ever want to use your data for a genuinely new purpose, we'll tell you first and, where the law requires it, ask for your consent.
If you're in the UK or the European Economic Area, the GDPR requires us to have a lawful basis for each thing we do with your data. We rely on four:
We use cookies and similar technologies to keep you logged in, remember your preferences, and understand how the site is used. Strictly necessary cookies run by default because the platform won't work without them. Analytics and marketing cookies only run if you agree. You can change your choices any time through the cookie settings link in our footer. For the full list, including each cookie's name, purpose and lifespan, read our Cookie Policy.
We share data only where it's needed to run the service, never to sell it on. Recipients fall into three groups:
If we're ever involved in a merger, acquisition or sale of assets, your data may transfer to the new owner. We'll notify you before that happens and before any change to how your data is handled.
We're based in the United States and work with partners in several countries, so your data may be processed outside the region where you live. When we move personal data out of the UK or EEA, we put appropriate safeguards in place, such as the European Commission's Standard Contractual Clauses, so your information keeps the same level of protection wherever it travels.
We keep data only as long as we need it, then delete or anonymise it. The table in section two gives the typical periods. As a general rule, account data lasts for the life of your account plus a short grace window, billing records stay for seven years to meet tax rules, and a record of published releases is kept as part of the permanent publishing record. When a retention period ends, we remove the data securely.
Depending on where you live, you have rights over the data we hold about you. Under the GDPR and similar laws, you can ask us to:
If you're a California resident, the CCPA gives you the right to know what we collect, to request deletion, and to not be discriminated against for exercising those rights. We don't sell personal information for money, and we honour "do not sell or share" requests, including the Global Privacy Control signal where your browser sends one. To make any request, email us using the details in section thirteen. We'll verify your identity first, then respond within the timeframe the law allows. If you're unhappy with how we've handled things, you can complain to your local data protection authority.
We protect your data with encryption in transit and at rest, access controls that limit who on our team can see what, and regular reviews of our systems. Passwords are stored hashed, payment card details are handled by a PCI-compliant processor, and we monitor for unusual activity. No system is perfectly secure, so we can't promise absolute protection, but we treat your data with the care a serious business expects. If a breach ever affects your data, we'll notify you and the relevant authorities as the law requires.
Keep your login details private and use a strong, unique password. If you think your account has been accessed without your permission, contact us straight away so we can help secure it.
Our service is built for communications professionals and the businesses they work for, not for children. We don't knowingly collect personal data from anyone under 16. If you believe a child has given us their information, contact us and we'll delete it.
We update this policy from time to time as our service grows or the law changes. When we make a meaningful change, we'll update the date at the top and, for significant changes, let you know by email or a notice in your account before it takes effect. Checking back now and then is a good habit. Continuing to use the service after an update means you accept the revised policy.
Questions about your data, or want to make a request? Our Data Protection Officer is the right person to ask. Reach them at privacy@newswire-distribution.com, or write to us at Fresh Pond Road, Maspeth, NY 11378, United States. If your question is about something else, the team on our contact page is happy to help.
