Privacy Notice for Businesses

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.] Contact us through the client portal or our contact form with any questions.

What we collect

Your contacts: names, job titles, email addresses and phone numbers of the people we work with at your organisation, and the messages you send us.

Event details and files you upload to the portal, such as agendas, speaker names, logos and brand guidelines.

Footage of your event, which may include speakers, staff and attendees.

We use essential cookies to keep you signed in to the portal. We don't use advertising or tracking cookies.

Why we use it, and our legal basis

To deliver what you've booked (contract, and our legitimate interest in providing our services to your organisation): planning, filming, editing, delivering videos and invoicing.

To keep records and meet legal obligations, such as accounting records for HMRC.

Footage of people at your event: you're responsible for telling attendees and speakers about filming. We process footage on your behalf to make your videos, and only use clips in our portfolio if you've agreed.

Who we share it with

Our service providers, who only use it on our instructions: Supabase (database and file storage), Cloudflare (video storage), Resend (email), Vimeo (video review), Stripe (if you pay by card) and [our website host]. Where they store information outside the UK, legal safeguards are in place. We don't sell information or share it for marketing.

How long we keep it

Final video files are kept for [4 months] after release, then deleted from our download storage. [Say whether you keep raw footage or an archive copy, and for how long.]

Invoices and accounting records are kept for 6 years. Portal information is kept for [X years] so we can help with future events, unless you ask us to delete it.

Your rights

Anyone whose information we hold can ask for a copy, ask us to correct or delete it, or object to how we use it. Contact us and we'll reply within one month. You can also complain to the Information Commissioner's Office (ico.org.uk).

Changes

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