Below is a Privacy Policy draft for Proximity Cut Edit, suitable for a UK-based online video production and digital media business. Please have a UK solicitor review it before publishing.

Privacy Policy

Proximity Cut Edit

Last updated: [Insert Date]

Proximity Cut Edit respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, contact us, request a quote, book a service, or work with us.

This policy is intended to comply with the UK GDPR, the Data Protection Act 2018, and relevant UK privacy rules. The ICO recommends that privacy notices explain clearly what personal data is used, why it is used, people’s rights, and how they can complain.

1. Who We Are

Business name: Proximity Cut Edit
Business type: [Sole trader / Limited company / Partnership]
Website: [Insert Website]
Email: [Insert Email Address]
Phone: [Insert Phone Number]
Business address: [Insert Business Address, if applicable]

For the purpose of UK data protection law, Proximity Cut Edit is the data controller for the personal information we collect and use.

2. Personal Information We Collect

We may collect the following personal information:

Contact information
Name, email address, phone number, company name, job title, social media handle, and business contact details.

Project information
Details about your project, brand, event, property, product, video brief, creative requirements, location details, scripts, references, logos, brand assets, and files you send to us.

Payment and booking information
Invoice details, billing address, payment status, booking dates, deposit information, and transaction records. We do not usually store full card details ourselves if payments are processed by a third-party payment provider.

Website and technical information
IP address, device type, browser type, website usage, pages visited, enquiry form submissions, cookie preferences, analytics data, and basic security logs.

Media and filming information
Video footage, photography, audio recordings, interviews, voices, names, job titles, likenesses, event footage, behind-the-scenes content, and any people or locations captured during production.

Marketing information
Your marketing preferences, newsletter subscription status, feedback, testimonials, and communication history.

3. How We Collect Personal Information

We may collect personal information when you:

Visit our website
Fill in a contact form
Request a quote
Book a service
Send us an email or message
Provide project files or brand assets
Attend a filming session or event
Appear in video, audio, or photography content
Subscribe to updates or marketing
Communicate with us on social media
Pay an invoice or enter into a contract with us

4. How We Use Your Personal Information

We use your personal information to:

Respond to enquiries
Provide quotes and proposals
Plan and deliver video production services
Manage bookings, schedules, filming, editing, and delivery
Communicate with you about your project
Create invoices and manage payments
Deliver final video files and digital assets
Provide customer support
Keep records of our work
Improve our website and services
Send marketing updates where permitted
Protect our business from fraud, misuse, or legal claims
Comply with legal, tax, accounting, and regulatory obligations

5. Our Lawful Basis for Using Your Data

Under UK GDPR, we must have a lawful reason for using personal data. We may rely on:

Contract
To provide services you have requested, prepare quotes, manage bookings, deliver projects, and communicate about work.

Legitimate interests
To run and improve our business, respond to enquiries, maintain client relationships, protect our website, keep business records, and promote our services, provided your rights do not override those interests.

Consent
For certain marketing activities, optional cookies, testimonials, newsletter subscriptions, or where we ask for specific permission to use your image, voice, or content.

Legal obligation
To comply with tax, accounting, legal, regulatory, or reporting obligations.

Vital interests
In rare circumstances, where processing is necessary to protect someone’s life or safety.

The ICO states that organisations should decide their lawful bases before using personal data and explain them clearly in the privacy notice.

6. Filming, Photography, Audio, and People Appearing in Content

As a video production business, we may collect and process footage, images, audio, and personal details of people appearing in content.

This may include:

Staff members
Clients
Event guests
Speakers
Artists
Models
Performers
Customers
Members of the public
Property owners or tenants
Interview participants

Where required, we or the client may use consent forms, release forms, filming notices, call sheets, or written agreements.

For client projects, the client is usually responsible for ensuring that people appearing in the video have been informed and that appropriate permissions have been obtained, unless we have agreed otherwise in writing.

7. Client-Provided Materials

If you provide us with logos, images, videos, music, fonts, artwork, personal data, testimonials, staff details, or other materials, you confirm that you have the right to share them with us and allow us to use them for the agreed project.

You are responsible for ensuring that any personal data or third-party materials you provide are lawful, accurate, and properly authorised.

8. AI Video Production and Digital Tools

We may use AI-assisted tools, editing software, cloud platforms, file transfer systems, design tools, video generation tools, audio tools, transcription tools, and project management platforms to create or deliver our services.

Where AI or third-party tools are used, personal data may be processed by service providers acting on our behalf or under their own terms. We will use reasonable care when choosing tools and will avoid uploading sensitive personal data unless necessary for the project or agreed with the client.

9. Cookies and Website Tracking

Our website may use cookies or similar technologies to:

Make the website work properly
Remember your preferences
Analyse website traffic
Improve user experience
Support marketing or advertising activity

Under UK cookie rules, non-essential cookies such as analytics and advertising cookies usually require clear information and consent before they are used. The ICO explains that cookie information must be clear and comprehensive, and users should understand what cookies do and what they are used for.

You should have a separate Cookie Policy explaining:

What cookies are used
Why they are used
Whether they are essential or optional
How users can accept, reject, or manage them

10. Marketing Communications

We may use your contact details to send updates, offers, portfolio examples, service information, newsletters, or business communications where legally permitted.

You can unsubscribe or ask us to stop marketing at any time by contacting us at:

[Insert Email Address]

We will not sell your personal information to third-party advertisers.

11. Who We Share Personal Data With

We may share personal data with trusted third parties where necessary, including:

Payment processors
Accountants or bookkeepers
Legal or professional advisers
Cloud storage providers
Website hosting providers
Email and CRM platforms
Editing, design, AI, and production software providers
Freelancers, contractors, camera operators, editors, animators, voiceover artists, or production crew
Delivery and file transfer services
Insurance providers
Government bodies, regulators, or law enforcement where required

We only share personal data where necessary for the project, business operation, or legal compliance.

12. International Transfers

Some service providers may store or process personal data outside the UK.

Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place, such as approved transfer mechanisms, contractual protections, or providers operating under recognised data protection standards.

13. How Long We Keep Personal Data

We keep personal data only for as long as necessary.

Typical retention periods may include:

Enquiry records: up to 12 months
Client project records: up to 6 years for business, legal, tax, and accounting purposes
Invoices and payment records: usually up to 6 years
Final project files: [Insert storage period, e.g. 90 days / 12 months]
Raw footage and working files: [Insert storage period]
Marketing data: until you unsubscribe or ask us to delete it
Consent forms and release forms: for as long as needed to evidence permission

You should customise this section based on how long you actually store client files.

14. How We Protect Personal Data

We take reasonable steps to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure.

This may include:

Password-protected accounts
Secure cloud storage
Limited access to project files
Secure file transfer links
Anti-virus and device security
Access control for freelancers and contractors
Regular review of stored data
Deleting files when no longer required

No online system is completely secure, but we work to protect information using reasonable technical and organisational measures.

15. Your Data Protection Rights

You have rights under UK data protection law, including the right to:

Access the personal data we hold about you
Ask us to correct inaccurate data
Ask us to delete your data
Ask us to restrict how we use your data
Object to certain types of processing
Ask for a copy of your data in a portable format
Withdraw consent where we rely on consent
Complain to the ICO

Your rights may depend on the lawful basis we use and the circumstances of the request.

16. How to Make a Data Request

To make a privacy request, contact us at:

Email: [Insert Email Address]

We may need to verify your identity before responding. We will aim to respond within one month, unless the request is complex or we are legally allowed more time.

17. Complaints

If you are unhappy with how we use your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office. The ICO provides data protection guidance and resources for organisations and individuals.

ICO website: Use the official ICO website to submit complaints or access guidance.

18. Children’s Privacy

Our services are not directed at children. If a project involves children appearing in video, photography, or audio content, appropriate consent from a parent, guardian, school, organisation, or responsible adult must be obtained before filming or publication.

19. Links to Other Websites

Our website may contain links to third-party websites, platforms, or social media pages. We are not responsible for the privacy practices of those websites. You should read their privacy policies before sharing personal data with them.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be posted on our website with the updated date shown at the top.

21. Contact Us

For privacy questions, data requests, or concerns, contact:

Proximity Cut Edit
Email: [Insert Email Address]
Phone: [Insert Phone Number]
Address: [Insert Address, if applicable]

Website note

You should publish this alongside a separate Cookie Policy and make sure your website gives users a real choice before using non-essential cookies such as analytics or advertising cookies. The ICO also provides a privacy notice generator for small businesses and start-ups, which may help you tailor this further.