MEDIAHQ U.K. LIMITED

Media HQ

MediaHQ is a media intelligence and PR management platform designed to help teams plan, execute, and measure outreach. With up-to-date journalist and outlet data, teams can build targeted media lists, distribute press releases, manage campaigns, and monitor coverage. Integrated reporting enables analysis of engagement and performance to refine messaging effectively.

Features

• Media Contacts Database
• Search
• Press Release Distribution
• Integrated Online Monitoring
• Analytics & Reporting
• Media List Building
• Own Contact Uploader
• Media Queries Management
• News Diary
• GDPR features

Benefits

• Daily updated contact packages: UK, Ireland, EU, US, podcasters, influencers.
• Advanced filters by keyword, geography, topic, outlet, role, recent activity.
• Distribute press releases and pitches with delivery tracking and logs.
• Real-time monitoring captures online mentions and coverage across selected keywords.
• Dashboards provide real-time reporting, exportable metrics, and scheduled reports automatically.
• Build media lists using topics covered, recent activity, and relevance.
• Upload contacts securely; deduplicate, tag, segment, and control user access.
• Manage media queries: assign tasks, respond, track status, audit actions.
• News diary highlights upcoming events to plan timely outreach early.
• GDPR controls: lawful basis, suppression, retention, access requests, permissions management.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at sales@mediahq.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

388947938556091

Contact

Gaye Gleeson
0871341770
sales@mediahq.com

About the service

• Service categories:

  Applications

  Content workflow and management

  • Media Services
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Planned maintenance: Scheduled to minimise disruption (typically outside business hours). Advance notice is provided where availability may be affected.; ; Recovery limits: Full account backups every 24 hours. Disaster recovery targets are RPO < 24 hours and RTO < 5 hours.; ; Access requirements: Browser-based service requiring a supported modern browser and internet connection.; ; Security requirements: Access controlled by username and password, with two-factor authentication available. Data is protected through encryption and access controls.; ; Data constraints: Customers can export uploaded contacts (CSV), media queries, and press release reports. Third-party media contact database records are not downloadable due to GDPR and licensing terms.
• System requirements:
  • Access to a modern web browser
  • Internet connection

User support

• Email or online ticketing support: Yes
• Support response times: Channels & hours: In-app messenger, email, or phone. Support is available 24/7, including weekends.; Response times: Queries are routed to the support team immediately. We aim to respond within 10–15 minutes.; Service overview: A dedicated Account Manager is the primary point of contact and provides clear updates through to resolution. Support includes unlimited tickets and refresher support as required.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: No
• Support levels: MediaHQ provides one comprehensive support level for all customers, included in the contract price. There are no additional charges for different support tiers, response times, ticket volumes, or access to named contacts.; Support is available 24/7 via in-app messenger, email, and phone, including urgent out-of-hours cover. Support is delivered by an experienced customer service and technical team with deep knowledge of the MediaHQ platform. A named Account Manager is assigned as the primary point of contact to coordinate onboarding and training, manage ongoing service delivery, and own queries through to resolution. Technical issues are handled by support and escalated to engineering where required; customers do not need a separately named “cloud support engineer” to access specialist technical support.; All queries are acknowledged and responded to in line with the SLA. MediaHQ records queries and complaints (date/time, channel, actions taken, and SLA performance). Complaints can be raised via email and escalated by phone for urgent issues; MediaHQ responds within 24 hours. MediaHQ supports modern browsers and prioritises compatibility issues in line with the SLA.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: MediaHQ helps users start using the service through structured onboarding and training included in the contract price. After contract award, users receive live online training delivered by screen-sharing from the Customer Success team (one-to-one or group sessions). A named Account Manager coordinates onboarding, answers queries and supports adoption from day one.; ; Before sending press releases, MediaHQ supports users to complete email delivery setup using European-based delivery services (SendGrid EU and Brevo) to help ensure press releases are delivered reliably.; ; After initial training, users receive a follow-up email with support materials, including tutorials, help documentation and support contact details. MediaHQ checks in after three weeks and again after six weeks, reviewing usage and activity to provide targeted guidance and ensure teams are using key workflows (search, list building, templates, scheduling, reporting). Refresher training is available throughout the subscription at no extra charge, including for new starters.; ; MediaHQ also provides annual tender performance reports aligned to the RFQ criteria to support measurement and continuous improvement.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: We allow users to export contacts they uploaded themselves in CSV format. Media queries and press release reports can also be exported at any time, including at contract end.; ; MediaHQ media contact database records are not downloadable for GDPR compliance. These records include third-party personal data that MediaHQ manages under its lawful basis and licensing terms; customers do not have permission to export and reuse this data outside the platform. Keeping the records in MediaHQ allows us to apply GDPR protections such as opt-outs/suppression, corrections, access controls, and daily updates to maintain accuracy. If records were exported, MediaHQ could not maintain these protections or keep the data compliant and up to date.
• End-of-contract process: Once the contract ends, access to the database is switched off
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: MediaHQ makes onboarding and offboarding documentation accessible to authorised users in the following ways.; ; Onboarding documentation:; After initial training, users receive onboarding materials including step-by-step guides for core features and workflows. Help documentation is available in-app for day-to-day reference and can also be provided again on request through the support team. This supports onboarding and ongoing use, including for new starters.; ; Analytics and reporting documentation:; Guidance for analytics and reporting is available to users and reports can be downloaded directly from the platform as PDFs for internal sharing and record keeping.; ; Offboarding documentation:; MediaHQ supports offboarding by notifying customers in writing eight weeks before the end of their subscription. During this notice period, authorised users can access documentation and download any required exports from the platform.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: Users can customise workflows, media lists, notifications, dashboards, and templates to suit their organisation’s needs.; ; What can be customised:; Saved private media and stakeholder lists (including list selection and refinement),; Targeting criteria used for list-building (organisation, geography, job type, media type, topic, contact type, role),; Press release templates (reusable templates for consistent formatting and branding),; Sending workflow (send immediately, schedule for later, or save drafts),; Dashboards and reporting views (filter by release title, date, distribution list),; Exported reports (including the user’s own branding),; Stored assets (logos/images for inclusion in releases).; ; How users can customise:; Build, save and manage lists in-platform using search and filters,; Create and reuse templates in the editor,; Choose sending options (real time, scheduled, draft),; Filter and download reports (single or bulk) by selected criteria,; Upload and reuse logos/images; ; Who can customise:; Authorised account users, with access controlled by usernames/passwords and access controls.

Scaling

• Independence of resources: MediaHQ operates a multi-tenant SaaS platform with logical separation between customer accounts. Server loads are distributed across servers and hosting environments to balance demand and ensure performance. Usage is continuously monitored, and capacity is scaled automatically as needed, preventing any one customer from affecting service availability or performance for others.

Analytics

• Service usage metrics: Yes
• Metrics types: MediaHQ provides service usage metrics through built-in analytics and reporting features. Users can view and monitor campaign activity, media engagement, press release performance, and usage levels directly within the platform. Reports can be exported as PDFs for internal review and record keeping.
• Reporting types:
  • Real-time dashboards
  • Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: Less than once a year
• Penetration testing approach: In-house
• Protecting data at rest: Physical access control, complying with CSA CCM v4.0
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Data Erasure

Data importing and exporting

• Data export approach: We allow users to export contacts they uploaded themselves in CSV format. Media queries and press release reports can also be exported at any time in PDF format directly from the platform.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: MediaHQ guarantees availability through its Google Cloud–hosted, data centre infrastructure, designed to achieve >99% annual uptime. Critical systems are backed by backups, off-site replication, and a Disaster Recovery Plan with RPO <24 hours and RTO <5 hours, ensuring rapid restoration in the event of disruption. If availability falls below guaranteed levels, users may be eligible for service credits or refunds according to our SLAs. All incidents are managed through structured incident response and support channels, providing prompt resolution and accountability to maintain reliable, continuous access to MediaHQ services.
• Approach to resilience: MediaHQ is designed for resilience through Google Cloud–hosted, data centre architecture, ensuring continuity if one data centre fails. Databases are segregated, mirrored, and backed up off-site, with a Disaster Recovery Plan (RPO <24 hours, RTO <5 hours) tested annually. More detailed information about datacentre setup and resilience measures is available on request.
• Outage reporting: In the event of a service outage, MediaHQ notifies customers via email alerts. The support team provides details on the issue, expected resolution times, and any workarounds.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access to MediaHQ’s management interfaces and support channels is restricted using role-based access and least privilege, with all accounts protected by multi-factor authentication and secure password management. Critical system credentials are stored in password vaults and only accessible to authorised personnel. Access is promptly revoked upon role changes or termination to prevent unauthorised use.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: No
• Security governance certified: No
• Security governance approach: MediaHQ approaches security governance through formal policies, defined roles, and continuous oversight. Our Information Security Policy covers data protection, access management, disaster recovery, and application security. Access to systems is controlled via role-based permissions, multi-factor authentication, and secure credential management. All processes comply with GDPR, ISO-aligned standards, and best practices. Security governance includes ongoing monitoring, incident response, and staff training to ensure accountability, maintain compliance, and protect customer data across all services and infrastructure.
• Information security policies and processes: MediaHQ follows a comprehensive Information Security Policy covering access control, data protection, application security, and disaster recovery. Responsibilities are assigned to Product Managers, Operations, and Developers, with oversight from senior management. Policies are enforced through role-based access, MFA, secure credential management, regular security reviews, penetration testing, and annual DR exercises. Compliance is monitored continuously, and all incidents are reported through defined incident response and escalation processes to ensure policies are consistently followed and data is protected.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: MediaHQ follows a structured configuration and change management process to ensure service stability and security. All service components are tracked throughout their lifecycle, including versioning, updates, and dependencies. Proposed changes are assessed for potential security, operational, and performance impacts before implementation. Changes are approved through defined workflows, tested in a controlled environment, and documented. Post-deployment monitoring ensures changes perform as expected, with rollback procedures in place if necessary.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: MediaHQ follows a structured vulnerability management approach to protect service security and availability. Potential threats are continuously monitored using industry-standard threat intelligence sources, security advisories, and feedback from customers reporting suspicious activity. All identified vulnerabilities are assessed for severity and potential impact. Critical patches are prioritised and deployed promptly after controlled testing in a staging environment. Regular security scans and audits ensure vulnerabilities are identified and mitigated effectively, with customer insights helping to focus attention on areas most relevant to service use.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: MediaHQ continuously monitors its platform for unusual activity or indicators of potential compromise using automated security tools and logging systems. Any suspected incidents are immediately investigated by the customer success and product team, who assess the severity and potential impact. Response actions, including containment, mitigation, and communication to affected users, are initiated promptly, with critical incidents addressed as quickly as possible to minimise risk. All monitoring activities are logged, and lessons learned are incorporated into ongoing security improvements.
• Incident management type: Supplier-defined controls
• Incident management approach: MediaHQ has pre-defined processes to manage common incidents, ensuring consistent and effective responses. Users can report issues via phone or email, which are immediately notified to the support team. All incidents are logged, investigated, and resolved following defined workflows, and customers are kept informed throughout. After resolution, all incidents are logged, and resolutions are tracked and cross-communicated across teams to prevent recurrence.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 10%
• Between £250,000 and £500,000: 15%
• Between £500,001 and £1,000,000: 20%
• Between £1,000,001 and £2,500,000: 20%
• Between £2,500,001 and £5,000,000: 20%
• Over £5,000,001: 20%

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• Mission: Kick start economic growth:

  To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

  Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

  • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
  • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges

  Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

  • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
  • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
• Mission: Make Britain a clean energy superpower:

  To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

  Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

  • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
• Mission: Break down barriers to opportunity:

  By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

  Policy Outcome 6: Employment and training: For those who face barriers to employment

  • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
  • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • Understanding of the issues affecting the development of new skills by target cohort
  • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
  • Understanding of issues relating to entering the contract workforce
• Mission: Build an NHS fit for the future:

  That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

  Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

  • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
  • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at sales@mediahq.com. Tell them what format you need. It will help if you say what assistive technology you use.