Visual Impact Productions ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains what personal data we collect when you visit visualimpactproductions.co.uk (the "Website"), contact us or work with us, how we use it, and the rights you have. We handle personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where it applies to people in the European Economic Area (EEA), the EU General Data Protection Regulation (EU GDPR).

1. Who We Are

Visual Impact Productions is a video production and live streaming company based in South Wales, United Kingdom. We are the data controller for the personal data described in this policy, which means we decide how and why it is used.

Martin Phillips, Producer, is responsible for data protection at Visual Impact Productions. You can contact him at martin@visualimpactproductions.co.uk or on 07748 458212.

2. Information We Collect

Information You Give Us

We collect personal data that you choose to give us when you:

• Fill in the contact form on our Website

• Email us, call us or book an introductory call

• Request a quote or proposal

• Become a client, or work with us as a production partner or freelancer

This information may include:

• Your name

• Email address

• Phone number

• Company or organisation name and job title

• Event and project details, such as dates, venues and requirements

• Billing details, such as an invoice address (clients only)

• Any other information you choose to include in your message

Please do not send us sensitive information (such as health details) through our contact form or by email unless we have specifically asked for it.

Information Collected Automatically

Our Website is built and hosted on Framer. We do not use any additional analytics, advertising or tracking tools. When you visit the Website, Framer processes limited technical information needed to deliver pages securely and reliably, such as:

• IP address

• Browser type and version

• Device type and operating system

• Pages requested and the referring website

• Date and time of your visit

Framer also provides us with basic, aggregated visitor statistics (such as page views). These are collected without cookies and do not identify you personally.

Cookies

We do not use cookies for analytics, advertising or tracking. Please see our Cookie Policy for full details.

People Who Appear in Our Footage

When we film or live stream events, we may capture the images, video and voices of people attending or taking part. When we film on behalf of a client, the client is normally the controller of that footage and we act as their processor, following their instructions. The client is responsible for letting attendees and speakers know that filming will take place.

Where we use footage in our own showreel, portfolio or social media channels, we do so as a controller on the basis of our legitimate interests. If you appear in our footage and would like to be removed, please contact us and we will deal with your request promptly.

3. How We Use Your Information

We only use your personal data where we have a lawful basis to do so. We use it for the following purposes:

• Responding to enquiries and introductory calls: to reply to you and discuss your project. Lawful basis: our legitimate interests in responding to people who contact us, or taking steps at your request before entering into a contract.

• Providing our services: to plan, film, stream, edit and deliver your project. Lawful basis: performance of a contract.

• Invoicing and record keeping: to manage payments and meet our tax and accounting obligations. Lawful basis: legal obligation.

• Running and securing the Website: to keep the Website working properly and protect it from misuse. Lawful basis: our legitimate interests.

• Showcasing our work: to show completed projects in our portfolio, showreel and social media channels, unless agreed otherwise with the client. Lawful basis: our legitimate interests.

• Legal matters: to comply with the law and to establish, exercise or defend legal claims. Lawful basis: legal obligation or our legitimate interests.

We do not send newsletters or marketing emails. If we ever wish to send you marketing communications, we will only do so with your consent or where the law otherwise allows, and you can opt out at any time.

We do not use your personal data for automated decision-making or profiling.

4. How We Share Your Information

We do not sell, trade or rent your personal data. We only share it where necessary, with:

Service Providers

• Framer B.V.: website hosting and management of contact form submissions

• Email and cloud storage providers: to manage our correspondence and project files

• Our accountant, bank and payment providers: for invoicing and record keeping

• Video hosting and streaming platforms (such as Vimeo or YouTube): where needed to deliver a project or live stream

• Trusted freelance filmmakers and technicians: only where they need the information to deliver your project, and under a duty of confidentiality

These providers act on our instructions and are required to keep your personal data secure and confidential.

Legal Requirements

We may disclose your information if required to do so by law, or in response to valid requests from public authorities such as a court, the police or HM Revenue & Customs.

Business Transfers

If our business is sold, merged or restructured, your personal data may be transferred to the new owner, who will be bound by this Privacy Policy.

5. International Data Transfers

Some of our service providers, including Framer, may process personal data outside the UK or EEA, for example in the United States. Where this happens, we make sure appropriate safeguards are in place, such as UK or EU adequacy decisions (including the EU-US Data Privacy Framework and its UK Extension), the UK International Data Transfer Agreement or Addendum, or the European Commission's Standard Contractual Clauses. You can contact us for more information about these safeguards.

6. How Long We Keep Your Information

We keep personal data only for as long as we need it for the purposes set out in this policy:

• Enquiries that do not lead to a project: up to 24 months from our last contact, then deleted

• Client and project records, including invoices: six years from the end of the financial year they relate to, as required by UK tax law

• Project footage: as set out in the project agreement. Where nothing is agreed, we archive footage for up to two years after delivery and then delete it, except for work used in our portfolio

• Technical data processed by Framer: in line with Framer's own retention periods

7. Your Rights

Under the UK GDPR and EU GDPR, you have the following rights over your personal data:

• Access: request a copy of the personal data we hold about you

• Rectification: ask us to correct inaccurate or incomplete data

• Erasure: ask us to delete your personal data

• Restriction: ask us to limit how we use your personal data

• Objection: object to our use of your personal data where we rely on legitimate interests, including use of footage in our portfolio

• Portability: ask us to transfer your data to you or another organisation in a commonly used format

• Withdraw consent: where we rely on your consent, withdraw it at any time

• Automated decisions: not to be subject to decisions based solely on automated processing. We do not make any such decisions

To exercise any of these rights, please contact us at martin@visualimpactproductions.co.uk. We will respond within one month. This can be extended by a further two months for complex requests, in which case we will let you know. There is normally no fee, and we may ask you to confirm your identity before acting on your request.

8. Complaints

If you have a concern about how we handle your personal data, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. If you live in the EEA, you can also complain to the data protection authority in your country.

9. Data Security

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration or disclosure. These include encrypted (HTTPS) connections to our Website, password-protected accounts and access limited to people who need it. However, no method of transmission over the internet or electronic storage is completely secure.

10. Third-Party Links

Our Website links to other websites, including our clients' websites, Vimeo, YouTube, Instagram and LinkedIn. Our videos are linked rather than embedded, so these platforms do not receive information about your visit unless you click through to them. We are not responsible for the privacy practices or content of external websites, and we encourage you to read their privacy policies.

11. Children's Privacy

Our Website and services are not directed at children under the age of 18. We do not knowingly collect personal data from children through our Website. If you believe a child has sent us their personal data, please contact us and we will delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time, for example if we change how we use personal data or the law changes. Any changes will be posted on this page with an updated date. Please check this page periodically.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Visual Impact Productions
Martin Phillips, Producer
Email: martin@visualimpactproductions.co.uk
Phone: 07748 458212
Location: South Wales, United Kingdom