⚠️ Legal Disclaimer: This document is a starter template only. It does not constitute legal advice and is not a legally binding document in its current form. VPE should have this reviewed and approved by a qualified legal professional — particularly in light of UK GDPR and the Data Protection Act 2018 — before publishing it on their website.

Privacy Policy

Last updated: [DATE]

1. Introduction

Video Production Edinburgh (“VPE”, “we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect information about you when you visit our website or engage with our services.

We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your data, please contact us at the details above.

2. Information We Collect

We may collect the following types of personal information:

Information you provide directly:

  • Your name, email address, and phone number when you fill in a contact or enquiry form
  • Project details or messages you send us
  • Any other information you choose to share when getting in touch

Information collected automatically:

  • Your IP address and browser type
  • Pages you visit on our website and how long you spend on them
  • The device and operating system you are using
  • Referral source (how you found our website)

We do not knowingly collect personal data from children under the age of 16.

3. How We Use Your Information

We use the personal data we collect for the following purposes:

  • To respond to enquiries — when you contact us via our website or email, we use your details to reply and manage our communication with you
  • To provide our services — to fulfil any contracts or agreements we enter into with you as a client
  • To improve our website — to understand how visitors use our site and make it work better
  • To send relevant communications — only where you have given us permission to do so
  • To comply with legal obligations — where we are required to do so by law

We will not use your personal data for purposes that are incompatible with those listed above.

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

  • Legitimate interests — to respond to your enquiries and maintain our business relationship with you
  • Contractual necessity — where processing is necessary to fulfil a contract with you
  • Legal obligation — where we are required to process your data to comply with the law
  • Consent — where you have actively opted in, for example to receive marketing communications

5. Cookies and Analytics

Our website uses cookies — small text files stored on your device — to improve your experience and help us understand how visitors use our site.

We may use the following types of cookies:

  • Essential cookies — required for the website to function correctly
  • Analytics cookies — to help us understand visitor behaviour (e.g. via Google Analytics or a similar service)
  • Preference cookies — to remember your settings and choices

Third-party analytics tools we use:

  • [INSERT e.g. Google Analytics — confirm with developer]

You can control or disable cookies through your browser settings at any time. Disabling some cookies may affect the functionality of this website. For more information, visit www.allaboutcookies.org.

6. Data Sharing

We do not sell, rent, or trade your personal data. We may share your information with third parties only in the following circumstances:

  • Service providers — companies or individuals who help us operate our business (e.g. website hosting, email services, accounting software), who are bound by confidentiality obligations
  • Legal requirements — if we are required to disclose your data by law or in response to a valid legal request
  • Business transfers — in the event that VPE is sold or merged with another business, your data may be transferred as part of that transaction

Third-party services we currently use may include:

  • [INSERT e.g. hosting provider]
  • [INSERT e.g. CRM or email platform]
  • [INSERT e.g. Google Workspace / Microsoft 365]

Where third parties process data on our behalf, we ensure they do so in accordance with UK data protection law.

7. Data Security

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your information against unauthorised access, loss, or disclosure.

These measures include:

  • Secure website hosting with SSL encryption
  • Restricted access to personal data within our business
  • Regular reviews of our data handling practices

Please note that no method of data transmission over the internet is entirely secure. While we do our best to protect your data, we cannot guarantee absolute security.

8. Data Retention

We retain personal data only for as long as is necessary for the purposes it was collected, or as required by law.

  • Enquiry and contact data — retained for up to [INSERT PERIOD, e.g. 12 months] after our last correspondence, unless a project proceeds
  • Client project data — retained for [INSERT PERIOD, e.g. 6 years] in line with our contractual and legal obligations
  • Analytics data — retained in accordance with the settings of our analytics platform (e.g. [INSERT PERIOD])

After the relevant retention period, data will be securely deleted or anonymised.

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access — you can request a copy of the personal data we hold about you
  • Right to rectification — you can ask us to correct inaccurate or incomplete data
  • Right to erasure — you can ask us to delete your personal data in certain circumstances
  • Right to restrict processing — you can ask us to limit how we use your data
  • Right to data portability — you can request your data in a structured, machine-readable format
  • Right to object — you can object to our processing of your data in certain circumstances
  • Rights related to automated decision-making — we do not currently use automated decision-making or profiling

To exercise any of these rights, please contact us at [INSERT EMAIL ADDRESS]. We will respond within one calendar month.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Third-Party Services and External Links

Our website may include links to third-party websites and may embed content or services from third parties (for example, video platforms or social media). These services have their own privacy policies and we are not responsible for their data practices.

Third-party services embedded or linked on our site may include:

  • [INSERT e.g. YouTube / Vimeo — for video content]
  • [INSERT e.g. Google Maps]
  • [INSERT e.g. LinkedIn, Instagram, Facebook]

We encourage you to review the privacy policies of any third-party services you access through our website.

11. International Transfers

We aim to keep personal data within the UK or the European Economic Area (EEA). If we need to transfer data outside of these areas, we will ensure appropriate safeguards are in place in accordance with UK GDPR.

[INSERT details if any third-party providers process data outside the UK/EEA.]

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised “Last updated” date.

We encourage you to review this page periodically to stay informed about how we protect your data.

13. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy, please contact us:

You can also contact the Information Commissioner’s Office (ICO) if you have concerns about how your data is handled: