Privacy Notice

Who we are

True Capture Productions Ltd ("we", "us") is responsible for the personal information described here. Company Registration Number: 12605971. Registered Address: 23 Dove Close, Sandy, SG19 2UT. ICO registration number: ZC276443.

If you have any questions about your information, contact us through our contact form.

What we collect

• Schools and organisations: names, email addresses and phone numbers of your contacts, venue and event details, marketing preferences selected in your portal, and the files you upload (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.
• Photo and video content: we photograph and film performances at events we're booked for. Imagery and footage include the performers (often children) and may include audience members.
• Website usage: 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, photographing 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 gallery link or download is about to end), preventing fraud, promoting our services (where permitted), and improving our work.
• To meet legal obligations: for example, keeping financial records for HMRC.
• Photos and footage of performers: for event photography and filming, True Capture Productions Ltd acts as a Data Processor operating strictly under the instructions of the booking school or organisation (the Data Controller). The booking organisation is responsible for establishing the lawful basis and obtaining any required consent from performers (or their parents/guardians) prior to the event. We use the photos and footage to create the final products for the school and its families. We will only use photos, video clips, or imagery for our own marketing and promotional purposes if the booking school or organisation has explicitly selected and enabled that option in their client portal. If you or your child do not wish to be photographed or filmed, please notify your school or organisation before the event.

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 and image storage), Stripe (payments), Resend (email delivery), Vimeo (video review) and Vercel (hosting). 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 with third parties for their marketing.

How long we keep it

• Photo galleries and video files are kept for 4 months after release so families can download them, then deleted from our download storage. We keep media in our local archive storage for a minimum of 2 years.
• Order and payment records are kept for 6 years, as required for tax purposes.
• Client portal information (event requirements, files, preferences and messages) is kept for 3 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 request access to, correction of, or deletion of your personal data, as well as the right to restrict or object to certain processing. To exercise these rights, contact us via our contact form. You also have the right to lodge a complaint with the Information Commissioner's Office (ico.org.uk).