Privacy Policy

01Who we are

The Film Editor Ltd, trading as The Film Editor, is responsible for the personal information described in this policy. Our website is thefilmeditor.co.uk.

This notice covers website visitors, prospective customers and booking administration. Details about the creation, delivery, storage and permitted use of event photographs and films should also be provided with the relevant service arrangements.

02Information we collect

Depending on your enquiry or booking, we may collect:

• Your name, email address, phone number and preferred contact method.
• Wedding or event dates, venues, services required, budget and other details you choose to provide.
• Messages, correspondence, quotations, booking arrangements and contract details.
• Billing details, invoices and payment records needed to administer your booking.
• Technical information associated with website operation and security, such as IP addresses, browser information and server logs. Additional analytics or advertising information depends on the tools enabled and applicable permissions.

Please only include information relevant to your enquiry. Our lead forms are not intended to collect sensitive personal information, such as health information or religious beliefs.

03How we receive your information

We receive information when you complete a website or Facebook/Instagram enquiry form, contact us by email, phone or messaging services, or discuss and arrange a booking. We may also receive relevant details from your partner, event organiser or another representative acting on your behalf.

If someone provides your details on your behalf, we use them only for the relevant enquiry or booking and provide privacy information when we contact you, as applicable.

04How we use information

We use information to:

• Respond to enquiries and check availability.
• Understand your requirements and prepare personalised quotations.
• Discuss packages and arrange consultations.
• Administer bookings, payments and communications about agreed services.
• Deal with questions, complaints and requests.
• Maintain required business records and protect our systems and legal rights.

We contact you using the details you provide and, where practical, your chosen contact method. Any optional promotional use must have an appropriate lawful basis and meet applicable marketing requirements.

05Our lawful bases

We use the following bases where appropriate:

• Contract and pre-contractual steps: when you ask us to check availability, provide a quotation or take steps towards a booking, and when administering a contract with you.
• Legitimate interests: for general business enquiries, appropriate follow-up, handling complaints, preventing fraud, protecting systems and establishing or defending legal rights. We balance these interests against your rights and reasonable expectations.
• Legal obligation: where information is needed to meet accounting, tax or other legal requirements.
• Consent: where required for optional marketing or website tracking. You can withdraw consent at any time without affecting earlier lawful processing.

Providing enquiry information is voluntary, but without the necessary details we may be unable to respond or provide an accurate quote. Some information is needed to administer a booking.

06Facebook and Instagram lead forms

If you submit one of our Facebook or Instagram lead forms, The Film Editor receives the contact details and answers you submit. We use these to respond to your enquiry, check availability and prepare your quote.

Meta also processes information through its platforms under its own Privacy Policy. Where enabled, Meta may ask you to verify your phone number. Meta's advertising systems may use their own automated processes to select who sees ads; this is separate from our handling of your enquiry.

07Sharing your information

Where necessary, information may be accessed by authorised team members and shared with providers supporting our business, including hosting, email and communication services, booking or customer-management systems, payment services and secure storage providers. Relevant booking information may also be shared with contracted team members delivering your services.

We may share information with accountants, legal advisers, insurers or authorities where necessary for their functions, a legal requirement or a legitimate claim. We limit sharing to what is needed for the purpose and use appropriate arrangements where providers process information on our behalf. Some services process information independently under their own privacy notices.

We do not sell your personal information.

08International transfers

Communication, social media and other service providers may process information outside the UK. Where we transfer information to a provider outside the UK, appropriate arrangements must apply, such as applicable UK adequacy regulations or approved contractual safeguards, where required. Contact us for details of transfers and safeguards relevant to your information.

09How long we keep information

We keep information for as long as it is needed for the purpose for which it was collected. The relevant criteria include:

• Enquiries: whether the enquiry is active, the proposed event date, ongoing correspondence and whether a booking follows.
• Bookings: the duration of the booking and the time needed to complete delivery, resolve questions and deal with any complaint or dispute.
• Financial and contractual records: applicable tax, accounting and legal requirements, including the time needed to establish or defend legal claims.
• Marketing preferences: whether permission remains valid and whether a minimal record is needed to honour an opt-out.
• Technical records: the time needed for website operation, troubleshooting and security.

Information that is no longer needed is deleted or anonymised, subject to any ongoing legal requirement. You can contact us for details of retention applicable to your records.

10Website cookies and third-party content

Website cookies and third-party features may process information about your device or use of the website. The information collected depends on the features enabled and your choices. Embedded maps, videos or other third-party content may be subject to the provider's own privacy policy.

Where consent is required for optional cookies or tracking, you should be offered a choice before those tools operate. Use the website's cookie controls, where available, to review or change your preferences. Browser settings can also manage cookies, although disabling some may affect website functions. Contact us if you need information about a particular website tool.

11Security

We take appropriate technical and organisational measures to protect personal information and restrict access to people who need it for their work. No method of online transmission or storage can guarantee complete security.

12Your rights

Depending on the circumstances and lawful basis, you may have the right to:

• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Request deletion or restriction of processing.
• Object to processing based on legitimate interests.
• Request a portable copy of certain information.
• Withdraw consent where we rely on it.

You can object to direct marketing at any time. Rights may be subject to legal conditions or exceptions. We may need to verify your identity and will respond within the applicable legal time limits. To make a request, email info@thefilmeditor.co.uk.

13Concerns and complaints

If you have a concern about how we handle your information, please contact us so we can investigate and respond. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator:

Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

14Changes to this policy

We may update this policy to reflect changes in our services or information practices. The latest version will be published on this page with its update date.