Privacy and Cookie Policy

Last updated: 6 September 2026

1. Who we are

This privacy and cookie policy explains how R V Productions Ltd collects, uses, stores and protects personal information.

R V Productions Ltd is the data controller responsible for the personal information described in this policy.

Our details are:

R V Productions Ltd
Company number: 16063264
Website: www.rv-productions.co.uk
Email: info@rv-productions.co.uk
Telephone: 07584 178623

In this policy, “we”, “us” and “our” refer to R V Productions Ltd.

2. Who this policy applies to

This policy applies to people who:

  • visit or interact with our website;

  • contact us by telephone, email, website form or social media;

  • enquire about or purchase our services;

  • act on behalf of one of our clients, suppliers or business contacts;

  • subscribe to receive news or marketing communications from us;

  • appear in photographs, video recordings or audio recordings created as part of our work; or

  • otherwise provide personal information to us.

3. Personal information we may collect

The personal information we collect depends on how you interact with us.

3.1 Information you provide to us

This may include:

  • your name;

  • your email address;

  • your telephone number;

  • your postal or billing address;

  • the name of your business or organisation;

  • details of your enquiry or proposed project;

  • wedding, event, venue or filming information;

  • dates, locations, schedules and production requirements;

  • correspondence, feedback and instructions;

  • payment and transaction information;

  • marketing preferences;

  • photographs, video footage, audio recordings and interview contributions; and

  • any other information you choose to provide.

Please avoid including unnecessary sensitive personal information in website forms, emails or messages.

3.2 Information collected automatically

When you visit our website, certain technical information may be collected automatically. This can include:

  • your IP address;

  • browser type and version;

  • device type;

  • operating system;

  • approximate location derived from your IP address;

  • pages visited;

  • the date and time of visits;

  • referring websites;

  • interactions with the website; and

  • cookie and analytics information.

This information helps us operate, secure and improve our website and understand how visitors use it.

3.3 Photographs, video and audio

As a video-production business, we may create and process photographs, video recordings and audio recordings containing identifiable individuals.

This may include clients, employees, interviewees, wedding couples, guests, performers, event attendees and members of the public who are present at a filming location.

Where appropriate, the client commissioning the work is responsible for ensuring that participants have been properly informed about the filming and for obtaining any permissions, consents or releases required for the project. We will also obtain consent or another appropriate legal basis directly where this is required.

4. How we use personal information

We may use personal information to:

  • respond to enquiries;

  • provide quotations and proposals;

  • discuss, plan and deliver video, photography, drone and related content services;

  • arrange meetings, filming dates and production schedules;

  • communicate with clients, participants, suppliers and venues;

  • prepare, edit, review, deliver and archive project content;

  • manage contracts, invoices, payments and accounting records;

  • provide customer support and handle complaints;

  • maintain appropriate business and production records;

  • manage our relationships with clients and suppliers;

  • operate, maintain, secure and improve our website;

  • understand how visitors use our website;

  • send marketing communications where permitted;

  • display completed work in our portfolio, website, showreels or social media where we have the appropriate rights or permission;

  • prevent fraud, misuse and security incidents;

  • establish, exercise or defend legal claims; and

  • comply with our legal and regulatory obligations.

We will not use personal information for a new purpose that is incompatible with the purpose for which it was originally collected unless the law allows or requires us to do so.

5. Our lawful bases

UK data-protection law requires us to have a lawful basis for using personal information. Depending on the circumstances, we may rely on the following bases.

5.1 Contract

We may process personal information where this is necessary:

  • to take steps at your request before entering into a contract;

  • to provide a quotation or proposal;

  • to enter into or perform a contract with you; or

  • to deliver the services you have commissioned.

5.2 Legitimate interests

We may process personal information where this is necessary for our legitimate business interests and those interests are not overridden by your rights.

These interests may include:

  • operating and developing our business;

  • responding to business enquiries;

  • managing client and supplier relationships;

  • planning and administering projects;

  • protecting our website, systems, equipment and business;

  • keeping appropriate records;

  • improving our services and website;

  • recovering money owed to us;

  • handling disputes and legal claims; and

  • promoting our work where we have the appropriate contractual rights or permission.

Where we rely on legitimate interests, we consider the nature of the information, the reasonable expectations of the people involved and the possible impact on their rights.

5.3 Consent

We may rely on your consent where:

  • you have chosen to receive marketing communications;

  • a particular recording or use of your image, voice or contribution requires consent;

  • you agree to optional cookies; or

  • consent is otherwise the most appropriate lawful basis.

You can withdraw your consent at any time. Withdrawing consent will not affect processing that took place before it was withdrawn.

5.4 Legal obligation

We may process information where necessary to comply with legal obligations, including accounting, taxation, regulatory and record-keeping requirements.

5.5 Legal claims and substantial public interests

Where relevant, we may process information to establish, exercise or defend legal claims or for another reason permitted by data-protection law.

6. Marketing communications

We will only send electronic marketing communications where we have a lawful basis to do so.

If you actively subscribe to news and updates through our website, we will normally rely on your consent.

In limited circumstances, we may contact existing clients about similar services where the law permits us to do so and where we provided an opportunity to opt out.

You can stop receiving marketing communications at any time by:

Withdrawing from marketing communications will not prevent us from contacting you about an active enquiry, booking, contract, payment or project.

We do not sell personal information or mailing lists to third parties.

7. Cookies and website analytics

Cookies are small files placed on your device when you visit a website. They help websites function, remember preferences and provide information about how visitors use them.

Our Squarespace website may use:

7.1 Essential cookies

These cookies are necessary for the website to function securely and correctly. They may support features such as navigation, forms, security, cookie preferences and website administration.

Essential cookies cannot always be disabled through our website because the site may not function correctly without them.

7.2 Analytics and performance cookies

These cookies help us understand how people find and use our website, such as which pages are visited and how visitors move around the site.

Where consent is required, these cookies should only be used after you have accepted them through our cookie banner or settings.

7.3 Third-party and embedded-content cookies

Pages containing embedded videos, social-media features or other third-party content may allow the relevant provider to set cookies or collect technical information.

These providers may include Squarespace, YouTube and social-media platforms linked from or embedded within our website. Their handling of personal information is governed by their own privacy policies.

You can manage optional cookies through our website’s cookie controls, where available, and through your browser settings. Blocking certain cookies or third-party content may affect how some parts of the website operate.

8. Who we share personal information with

We may share personal information where necessary with trusted organisations and individuals that help us operate our business or deliver our services.

These may include:

  • Squarespace, which hosts and supports our website;

  • email, cloud-storage and file-transfer providers;

  • bookkeeping, accounting and payment-service providers;

  • videographers, photographers, editors, sound professionals, drone operators and other production subcontractors;

  • venues, event organisers and suppliers involved in a project;

  • website, IT, analytics and technical-support providers;

  • professional advisers, including accountants, insurers and legal advisers;

  • law-enforcement bodies, courts, regulators and public authorities where required by law; and

  • a purchaser, investor or adviser if we sell, restructure or transfer all or part of our business.

We only share information where there is a proper reason to do so. Where appropriate, service providers are required to keep personal information secure and use it only for the agreed purpose.

Clients must ensure they are authorised to provide us with personal information relating to their employees, customers, guests, participants or other individuals.

9. International transfers

Some of the service providers we use may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include:

  • transferring information to a country recognised as providing an adequate level of protection;

  • using approved contractual protections; or

  • relying on another lawful transfer mechanism.

Further information about the safeguards used for a particular transfer can be requested using the contact details in this policy.

10. How long we retain personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, contractual and insurance requirements.

Generally:

  • unsuccessful or inactive enquiries may be retained for up to two years after our last meaningful contact;

  • client, contract, invoice and transaction records may be retained for up to seven years after the end of the relevant financial year or for another period required by law;

  • marketing information will be retained until consent is withdrawn, the person opts out or the information is no longer needed;

  • website analytics information is retained according to our website and analytics settings;

  • project correspondence and production records will be retained for as long as reasonably necessary to manage the project and protect the interests of the client and R V Productions Ltd; and

  • photographs, video footage, audio recordings, project files and final productions will be retained in accordance with the relevant client agreement, project requirements, storage arrangements and any continuing licence or portfolio rights.

Retention periods may be extended where information is needed in connection with a complaint, dispute, insurance matter or legal claim.

When personal information is no longer required, we will delete, anonymise or securely dispose of it where reasonably practicable.

11. How we protect personal information

We use reasonable organisational and technical measures designed to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • alteration;

  • misuse;

  • disclosure; and

  • destruction.

These measures may include password protection, access controls, secure devices, appropriate backups and limiting access to people who need the information for a legitimate business purpose.

No method of transmitting or storing information is completely secure. We cannot guarantee absolute security, but we will take reasonable steps to protect the information entrusted to us.

12. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • be informed about how we use your personal information;

  • request access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete personal information;

  • ask us to restrict how personal information is used;

  • object to certain processing, including direct marketing;

  • withdraw consent at any time where processing is based on consent;

  • request the transfer of information you provided to us in a portable format; and

  • complain to the Information Commissioner’s Office.

These rights are not absolute and may not apply in every situation. For example, we may need to retain certain information to comply with the law, perform a contract or deal with a legal claim.

We will not normally charge a fee for dealing with a rights request. We may ask for information to confirm your identity before responding.

To exercise your rights, contact:

Email:info@rv-productions.co.uk
Telephone: 07584 178623

13. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

14. Children’s personal information

Our website and services are not directed specifically at children, and we do not knowingly collect personal information directly from children through the website without appropriate involvement from a parent, guardian, client or responsible organisation.

Children may appear incidentally in wedding, event, educational, community or promotional footage. Where this occurs, we expect the commissioning client or organiser to ensure that appropriate information and permissions have been provided. We will obtain additional consent where required by the nature of the project or intended use.

15. Third-party websites

Our website may contain links to websites operated by other organisations, including social-media platforms.

We do not control those websites or how their operators use personal information. You should read the privacy information provided by the relevant third party before supplying information to them.

16. Automated decision-making

We do not use personal information to make decisions about people solely by automated means where those decisions would have a legal or similarly significant effect.

17. Changes to this policy

We may update this policy occasionally to reflect changes to our services, website, suppliers or legal obligations.

The latest version will be published on this page, and the “last updated” date at the beginning of the policy will be changed accordingly.

18. Contact us

If you have any questions, comments or requests concerning this policy or the way we use personal information, contact:

R V Productions Ltd
Email:info@rv-productions.co.uk
Telephone: 07584 178623
Company number: 16063264