Privacy Notice

Who we are

True Capture Productions Ltd ("we", "us") is responsible for the personal information described here. [Company number and registered address.] [ICO registration number: most businesses that handle personal information need to pay the ICO data protection fee.]

If you have any questions about your information, contact us through our contact form [or at a dedicated privacy email address].

What we collect

Schools and organisations: names, email addresses and phone numbers of your contacts, venue and event details, and the files you upload to your portal (such as artwork, running orders, seating plans and credits).

Families who order: your name, email address, phone number if you give it, postal address if you choose postage, what you ordered, and messages you send us. Card payments are handled by Stripe; we never see or store your full card details.

Enquiries and contact messages: the details you send us through our forms.

Video footage: we film performances at events we're booked for. Footage includes the performers (often children) and may include audience members.

When you use the website and portal, we use essential cookies to keep you signed in. We don't use advertising or tracking cookies.

Why we use it, and our legal basis

To provide our services and fulfil orders (contract): arranging and filming events, running the client portal, processing and delivering orders, and sending emails about bookings and orders.

To run our business (legitimate interests): answering enquiries, keeping records, sending service reminders (for example, that a download is about to end), preventing fraud, and improving our services.

To meet legal obligations: for example, keeping financial records for HMRC.

Footage of performers: the booking school or organisation is responsible for getting the consent needed from performers, or their parents, before filming. We use footage to make the video for the school and its families, and only use clips in our own marketing where the school has given permission.

Who we share it with

We use trusted service providers to run our systems, and they only use your information on our instructions: Supabase (database and file storage), Cloudflare (video storage), Stripe (payments), Resend (email delivery), Vimeo (video review) and [our website host]. Some of these providers may store information outside the UK; where they do, legal safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Addendum.

Schools can see families' names and what they ordered, so they can hand out orders collected at school. They can't see families' contact details, addresses or payment details.

We don't sell your information, and we don't share it for marketing.

How long we keep it

Video files are kept for [4 months] after release so families can download them, then deleted from our download storage. [Say whether you keep an archive copy, and for how long.]

Order and payment records are kept for 6 years, as required for tax purposes.

Client portal information (event requirements, files and messages) is kept for [X years] after the event so we can help with future bookings, unless you ask us to delete it sooner.

Enquiries that don't lead to a booking are kept for [12 months].

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to object to or restrict how we use it, and to ask for it to be transferred to you in a usable format. Some rights have limits, for example where we must keep records by law.

To make a request, contact us. We'll reply within one month.

If you're unhappy with how we've handled your information, please tell us first so we can try to put it right. You can also complain to the Information Commissioner's Office (ico.org.uk).

Children

Our shop and portal are for adults: school staff, and parents or guardians. We don't knowingly collect information directly from children, other than footage of performers at events filmed under the school's arrangements for consent.

Changes

We may update this notice from time to time. The date at the top shows when it last changed.