Privacy policy

1. Who we are

Breadbox Studios Ltd (“Breadbox”, “we”, “us”) is a video production and post-production company based in London.

Company number: 14729809
Registered office: c/o Carpenter Box, Amelia House, Crescent Road, Worthing, West Sussex, BN11 1QR, United Kingdom.
Contact: info@breadboxstudios.co.uk

We act as a data controller when handling personal information relating to our own business, including enquiries, clients, freelancers, job applicants and suppliers.

When processing footage, recordings or other personal data on behalf of a client, we may act as a data processor, following the client's instructions and any applicable data processing agreement.

2. What this policy covers

This policy explains how we collect, use, store and protect personal information when you:

• Visit breadboxstudios.co.uk
• Contact us about a project
• Apply for a job or to join our freelancer roster
• Work with us as a client, freelancer or supplier
• Interact with us through social media

We handle personal data in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

3. What information we collect

We collect different types of information depending on how you interact with us.

Project enquiries: Your name, company, email address, phone number, project details, budget, deadlines and anything else you choose to share through our enquiry form or correspondence.

Freelancer and job applications: Your name, contact details, role, CV, portfolio or showreel links, uploaded documents, relevant experience and any other information you provide when applying to work with us.

Clients and suppliers: Contact details, invoicing information, project correspondence and information needed to manage our working relationships.

Production materials: Footage, photographs, audio recordings, transcripts and project files, which may contain identifiable individuals, their images, voices or other personal information.

Website visitors: Technical information such as browser, device, pages visited, referral sources and approximate location, where collected through cookies and analytics tools.

Social media: Information you choose to share when contacting or interacting with us through platforms such as Instagram.

4. How and why we use your information

We use personal information to:

• Respond to enquiries, discuss projects and prepare quotes.
• Deliver production and post-production services.
• Manage relationships with clients, freelancers and suppliers.
• Review applications and contact suitable people about work opportunities.
• Process payments, send invoices and maintain financial records.
• Manage, edit, review and deliver project materials.
• Maintain appropriate business records and protect our legal interests.
• Understand how visitors use our website and improve our services.
• Meet our legal and regulatory obligations.

We may also send occasional newsletters, company updates or promotional communications to people who have opted in to receive them. You can unsubscribe or withdraw your consent at any time.

Where we have the necessary rights and permissions, we may retain and use selected project materials for our portfolio, showreels and promotional purposes, subject to any agreed embargoes or confidentiality restrictions.

5. Our lawful bases

Under UK GDPR, we rely on different lawful bases depending on why we're processing your information.

Contract: Where processing is necessary to enter into or fulfil a contract, including responding to requests for quotations and delivering agreed services.

Legitimate interests: To operate and develop our business, manage professional relationships, respond to enquiries, consider suitable freelancers, protect our interests and improve our services, provided these interests don't override your rights and freedoms.

Legal obligations: Where we're required to retain or disclose information for accounting, tax or other legal purposes.

Consent: Where required for non-essential cookies, newsletters and certain other activities. You can withdraw consent at any time.

Where we process personal data on behalf of a client, the client is generally responsible for establishing the appropriate lawful basis for that processing.

6. How long we keep information

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting and contractual requirements.

Enquiries: Generally up to 12 months where they don't result in a project.

Client and project records: Generally up to six years after the end of the relevant business relationship, where necessary for accounting, legal or legitimate business purposes.

Raw footage and project files: We generally retain project materials for up to three months after final delivery and sign-off. Freelancers and editors working on our behalf are normally required to delete their working copies after this period.

Breadbox may retain selected footage, final exports or other project materials for longer, including for portfolio, showreel and promotional purposes, where permitted by our agreements and applicable law.

We do not guarantee that raw footage, project files or other materials will remain available beyond three months after final delivery and sign-off. Clients requiring guaranteed long-term storage or archiving must arrange this separately with us, and additional fees may apply.

Freelancer and job applications: We generally keep applications for a few months while considering opportunities. Where someone may be suitable for future projects, we may retain their details on our freelancer roster for up to 12 months, subject to periodic review.

Older correspondence may remain in our email records for longer, but we don't routinely use it for recruitment.

Website analytics: Retained in accordance with our analytics providers' settings and applicable privacy requirements.

Any personal data retained beyond our usual periods remains subject to appropriate security measures and retention reviews.

7. Who we share information with

We don't sell your personal data.

We share information only where reasonably necessary to run our business and deliver our services. This may include:

• Service providers: Website hosting, email, cloud storage, file-sharing, project review, transcription, accounting and analytics providers, including Squarespace, Adobe, Frame.io and Google.
• Freelancers and collaborators: Editors, producers, camera operators and other professionals working on projects on our behalf. They are required to maintain confidentiality and handle project information securely.
• Professional advisers: Such as accountants, insurers and legal advisers.
• Authorities: Where disclosure is required by law or necessary to establish, exercise or defend legal claims.

We use appropriate contractual and security arrangements where required when sharing personal data.

Some of the software we use includes AI-assisted features. For more information about how we use these tools and protect client materials, please see our AI Policy.

8. International transfers

Breadbox Studios is based in the UK, and most of our team works here. However, we work with cloud-based software and service providers that may process or store personal data outside the UK.

Our freelancers and collaborators may also occasionally access project materials while working remotely from other countries.

Where personal data is transferred internationally, we take appropriate steps to protect it and comply with applicable UK data protection requirements. This may include recognised international transfer safeguards, contractual protections and appropriate security measures.

9. Cookies and analytics

Our website uses essential cookies to keep things working properly.

We also use Squarespace Analytics and Google Analytics to understand how visitors use our website, including which pages are visited and how people find us.

Where required, we'll ask for your consent before using non-essential analytics cookies or similar tracking technologies. You can accept or reject these through our cookie banner and change your preferences at any time.

Some information may be processed by third-party providers, including Squarespace and Google, in accordance with their privacy policies and applicable data protection requirements.

You can also manage cookies through your browser settings.

10. Keeping your information safe

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These include using reputable service providers, password-protected accounts, appropriate access controls and confidentiality obligations for freelancers and collaborators.

Access to project materials is limited to people who reasonably need it to carry out their work.

No system can guarantee absolute security, but we take data protection and client confidentiality seriously.

11. Your rights

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

• Request access to personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your information in certain circumstances.
• Restrict or object to certain types of processing.
• Request a portable copy of your information where applicable.
• Withdraw consent where processing relies on it.

These rights are subject to applicable legal conditions and exceptions.

To make a request, contact info@breadboxstudios.co.uk.

We will normally respond within one month, although the law permits extensions in certain circumstances.

Where we process information on behalf of a client as their data processor, we may need to refer your request to that client.

12. Complaints

If you're unhappy with how we've handled your personal information, please contact us first so we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: ico.org.uk
Telephone: 0303 123 1113

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology or legal obligations.

The latest version will always be available on this page, with the date of the most recent update.