Privacy Notice for Businesses

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

• 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 assets: files and information you upload to the portal, such as agendas, speaker names, logos, brand guidelines, and preferences selected in your portal.
• Photo and video content: photos and footage taken at your event, which may include speakers, staff, performers, and attendees.
• Website and portal usage: 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, photographing, filming, editing, delivering final media assets, and invoicing.
• To keep records and meet legal obligations: such as keeping financial and accounting records for HMRC.
• Photos and footage of people at your event: for corporate event coverage, True Capture Productions Ltd acts as a Data Processor operating strictly under the instructions of your organisation (the Data Controller). You are responsible for informing speakers, staff, and attendees about photography and filming and establishing any necessary legal basis or consent. We process media solely on your behalf to produce your deliverables. We will only use photos, video clips, or imagery in our portfolio or marketing if you have explicitly agreed to or selected that option in your portal.

Who we share it with

Our service providers, who only use your information on our instructions: Supabase (database and file storage), Cloudflare (video and image storage), Resend (email delivery), Vimeo (video review), Stripe (if you pay by card) and Vercel (hosting). Where providers store information outside the UK, legal safeguards are in place (such as UK adequacy regulations or the UK International Data Transfer Addendum).

We don't sell your information or share it with third parties for marketing.

How long we keep it

• Final media deliverables: final video files and photo galleries are kept for 4 months after release on active download storage, then deleted from download storage. We keep archived copies of completed media in our local archive storage for a minimum of 2 years.
• Financial records: invoices and accounting records are kept for a minimum of 6 years.
• Client portal information: event requirements, uploaded files, preferences, and messages are kept for a minimum of 3 years after the event so we can assist with future bookings, unless you ask us to delete it sooner.
• Enquiries: business enquiries that do not result in a booking are kept for 12 months.

Your rights

Anyone whose information we hold has the right to ask for a copy of their information, ask us to correct or delete it, or object to or restrict how we use it. To make a request, contact us through our contact form; we will reply within one month. You can also lodge a complaint with 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 was last updated.