Privacy & Cookie Policy

Offline:media
Grosvenor House, 3 Chapel Street, Congleton, Cheshire, CW12 4AB
hello@offline-media.co.uk • 07915 356 609

This notice explains what personal data Offline:media collects, why, and what your rights are. It applies to enquirers, clients, and anyone whose image or voice appears in footage we work on, and to visitors to our website.

1. Who we are

Tom Rogers, trading as Offline:media, is the data controller for the personal data described in this notice, meaning we decide how and why it is used. You can contact us at hello@offline-media.co.uk or by post at the address above.

2. The personal data we collect

Enquiry and client data. Name, business name, address, email, telephone number, and the details of the project you ask us to work on.

Payment data. Invoicing details and bank transfer references. We do not store card payment details ourselves.

Footage and content. Video, audio, and images you supply to us for editing, which may include images or voices of you, your staff, customers, or members of the public who appear in that content.

Website and marketing data. If you contact us through our website or sign up to our newsletter, we collect the details you provide in that process.

3. Footage of other people

Where you supply us with footage that includes other identifiable people, for example your staff, customers, or members of the public, you remain responsible for having obtained their consent or another lawful basis to film them, and for any necessary releases, in accordance with our Terms of Business. In relation to that footage, we process it on your instructions to deliver the edit, and do not use it for any purpose of our own.

4. Why we use your data and our lawful basis

To deliver a project. We use your contact details and footage to carry out the work you have instructed us to do. This is necessary to perform our contract with you.

To respond to enquiries and provide quotes. We use the details you give us to assess and price your enquiry. This is based on our legitimate interest in responding to prospective clients, and the steps you have asked us to take before entering into a contract.

For invoicing and accounts. We keep records of payments and invoices to meet our legal obligations, including under tax law.

For marketing. If you are an existing or past client, we may send you occasional updates about our services based on our legitimate interest in maintaining that relationship, and you can opt out at any time. We will only email other individuals with their prior consent, in line with the Privacy and Electronic Communications Regulations.

5. Who we share your data with

We do not sell your personal data. We may share it with:

• Subcontractors who occasionally assist with a project, bound by confidentiality obligations equivalent to our own.
• Cloud storage and software providers we use to store and transfer footage and manage our business, including Google Drive, Dropbox, and WeTransfer.
• Our accountant or bookkeeper, for the purposes of managing our accounts and tax affairs.
• Regulators, courts, or law enforcement, where we are legally required to do so.

6. International transfers

Some of the providers listed above may store or process data outside the UK, including in the United States. Where this happens, we rely on adequacy regulations or standard contractual clauses approved for use under UK data protection law to ensure your data is protected to a UK standard.

7. How long we keep your data

• Raw footage and project files: retained for 90 days after final delivery, then securely deleted, unless you request an extended archive.
• Invoices and accounting records: retained for 6 years, in line with HMRC requirements.
• Enquiry details that do not lead to a booking: retained for up to 12 months, then deleted.
• Marketing contact details: retained until you unsubscribe or ask us to remove them.

8. Keeping your data secure

We use password-protected devices and accounts, reputable cloud storage providers, and take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or misuse.

9. Your rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you.
• Have inaccurate data corrected.
• Ask us to delete your data, in certain circumstances.
• Restrict or object to certain processing, including direct marketing.
• Receive your data in a portable format, where relevant.
• Withdraw consent at any time, where we rely on consent.

To exercise any of these rights, contact us at hello@offline-media.co.uk. If you are unhappy with how we handle your data, you can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

10. Cookies

Our website uses cookies, small text files stored on your device, to make the site work and, where you consent, to understand how it is used. The table below reflects what we currently use.

Strictly necessary cookies do not require your consent. Any analytics or third-party cookies do, and where a consent banner is in place on our website, non-essential cookies will not be set until you accept them.

11. Changes to this notice

We may update this notice from time to time. The current version will always be available at http://www.offline-media.co.uk/privacy-cookie-policy, and the date at the top shows when it was last revised.