Privacy Policy
Quiet Light Films makes deeply personal films. We treat the information you share with us, names, dates, photographs, recordings, the contents of an interview, with the seriousness it deserves. This policy explains, in plain English, what we collect and what we do with it.
1. Who we are
For the purposes of data-protection law, Quiet Light Films is the "data controller". You can reach us at hello@quietlightfilms.com. Our registered address will be listed here once incorporation is complete.
2. What information we collect
Information you give us
- Your name, email, and phone number (when you write to us or fill in the contact form).
- Who the film is for, any memorial date or timeline, and your reasons for getting in touch.
- During a project: photographs, audio recordings, video footage, letters, and other family materials you choose to share.
- Interview recordings and transcripts, if your project includes them.
- Billing details when an invoice is paid.
Information we collect automatically
- Anonymised, aggregated traffic data (which pages are visited, roughly which country, type of device).
- Cookies and similar technologies, see our Cookie Policy for the full list and how to control them.
3. How we use it
- To reply to your enquiry and discuss a possible project.
- To produce, revise, and deliver your film.
- To send invoices and collect payment.
- To keep a small, secure archive of finished projects in case re-cuts or re-encodes are needed.
- To improve the website (anonymised analytics only).
- To comply with our legal obligations (for example, tax records).
We do not sell your information. We do not use it for advertising. We do not add you to a newsletter without your explicit opt-in, and we don't currently run a newsletter at all.
4. Legal basis for processing
We rely on the following lawful bases under GDPR and equivalent legislation:
- Contract. Processing necessary to provide the film services you've engaged us for.
- Legitimate interest. Replying to enquiries and basic security/analytics, balanced against your right to privacy.
- Consent. For optional cookies, and for any future use of project materials in our portfolio.
- Legal obligation. For accounting and tax records.
5. Who we share information with
We share the minimum necessary information with a small number of trusted service providers:
- Webflow, website hosting and form submissions.
- Calendly, when you book a discovery call.
- Google Workspace, email and document storage.
- Stripe, payment processing (we never see your full card details).
- An accountant, for tax reporting, on invoice records only.
Each of these providers is bound by their own data-protection obligations. We never share your materials, photographs, or interview recordings with anyone outside the project team.
We may disclose information where required by law (court order, lawful regulatory request). We will tell you, where legally permitted, if this ever happens.
6. Storage & security
Files are stored on encrypted cloud storage with access limited to the named members of the project team. Backups are encrypted at rest. Access to billing and identity information is restricted to the founder. We use strong, unique passwords and two-factor authentication on every account that touches client data.
7. How long we keep things
- Enquiry messages that don't lead to a project, deleted within 12 months.
- Project working files (raw footage, interview audio, scans), kept for 12 months after delivery, then permanently deleted unless you ask us to retain them.
- Finished films, kept indefinitely in our archive, unless you ask for them to be removed.
- Invoices & tax records, kept for 7 years, as required by law.
8. Your rights
You have the right to:
- Ask for a copy of the personal information we hold about you.
- Correct anything that's wrong.
- Ask us to delete information (except where we are legally required to keep it).
- Object to or restrict certain types of processing.
- Withdraw any consent you've previously given, at any time.
- Lodge a complaint with your local data-protection authority, in the UK, the Information Commissioner's Office (ico.org.uk).
To exercise any of these rights, write to hello@quietlightfilms.com. We will respond within 30 days, usually sooner.
9. International transfers
Some of our service providers (e.g. Google, Stripe) are based outside the UK / EU. Where data is transferred internationally, we rely on standard contractual clauses or the providers' equivalent adequacy mechanisms to ensure protection at a comparable level.
10. Children
Our services are commissioned by adults. We do not knowingly collect personal information directly from anyone under 16. Films may, of course, include images or voices of children, these are always provided to us by a parent or legal guardian with their consent.
11. Changes to this policy
If we make material changes, we will update this page and the "last updated" date at the top. For existing clients, we will email any change that materially affects how your information is handled.
12. Contact us
For any privacy-related question, write to hello@quietlightfilms.com.
[ Placeholder: this template is intended as a starting point. Once the studio is incorporated and final analytics / form tools are chosen, this policy should be reviewed by a qualified data-protection professional. ]