Your information matters to us. This notice explains what we may collect, why we use it, and the choices and rights available to you.
1. Who we are
Everglade Studios is an independent UK creative studio operated as a partnership by Harrison Marshall and Erin-Alissa Kennedy. For personal information we control, we are responsible for deciding why and how it is used (“data controller”).
Contact: hello@evergladestudios.co.uk. Business correspondence address: Unit 8, Gateway 4, Knowsley Business Park, Knowsley, Prescot, Merseyside, L34 9EN, United Kingdom.
Where we capture or edit media strictly on a client's instructions, the client may instead be the controller and we may be a processor. In those situations, the client's own privacy information may also apply.
2. Information we may collect
- Enquiries and correspondence: name, email, phone number (if provided), business or organisation, project dates, location, budget information and message content.
- Project administration: quotations, booking details, agreements, invoices, payment records, contacts and communications.
- Creative production: photographs, footage, audio recordings, interviews, names, job titles or information supplied for captions, credits or client deliverables. This can include identifiable individuals, and occasionally children, depending on the commission.
- Website and technical data: information about browser and device type, pages requested, approximate location derived from IP address, server logs and security events where collected by our hosting provider or other configured services.
- Marketing preferences: whether you ask to receive updates, or object to marketing communications.
We do not ask you to provide sensitive personal information through a general enquiry form. Please avoid submitting unnecessary medical, financial or other sensitive details.
3. Where information comes from
We receive information directly from you when you submit an enquiry, email us, book a project, speak to us or participate in a shoot. It may also come from a client, event organiser, employer, contributor, supplier or other person involved in a commissioned project. In limited circumstances, we may use information made publicly available for legitimate business outreach, subject to the rules that apply.
4. Purposes and lawful bases
| Why we use it | Lawful basis (where applicable) |
|---|---|
| Answer enquiries, prepare proposals and discuss potential bookings | Steps before entering a contract, or legitimate interests in responding to business enquiries |
| Deliver agreed films, photographs, websites and related services | Contract, or legitimate interests where the individual is not a party to the contract |
| Manage invoices, tax records, accounts and legal duties | Legal obligation, and contract where relevant |
| Maintain website security and prevent misuse | Legitimate interests in operating a secure website |
| Showcase completed work and publish testimonials where permitted | Consent or legitimate interests as appropriate to the project and individuals involved; we assess rights and permissions before publication |
| Send appropriate business updates or marketing | Consent where required, or legitimate interests where lawful; always subject to UK electronic marketing rules and the right to object |
Where we rely on legitimate interests, these include operating our studio, replying to enquiries, protecting the website, and appropriately promoting our work. We balance those interests against the rights and expectations of the people concerned.
Additional safeguards or a different lawful basis may be required for special-category information or children’s data, depending on the project. We assess these separately rather than treating ordinary consent to appear in a film as blanket consent for every use.
6. Data stored or accessed outside the UK
Some hosting, cloud, communications or production services may store or access information from outside the UK. Where relevant, we assess international transfer requirements and use an applicable UK adequacy arrangement or appropriate safeguards under UK data protection law. Contact us if you would like information about the safeguards relevant to your data.
7. How long we keep information
We keep personal information only for as long as reasonably necessary for its purpose, any agreed client requirements and applicable legal obligations.
- Enquiries: we review correspondence that does not lead to a booking and delete or anonymise it when no longer useful for legitimate follow-up or record keeping.
- Client files and business records: kept during the project and for the period reasonably necessary for delivery, service, disputes, tax and accounting obligations.
- Production footage and images: retention depends on the brief, permissions, contractual requirements, safeguarding needs and the practical need to provide agreed files or revisions. Extra care is taken where children or other vulnerable people are recorded.
- Technical/security records: kept for the period required for security, troubleshooting or the configured provider's retention settings.
We can explain the criteria applicable to a particular project if you contact us. We do not promise indefinite storage of client galleries or deliverables.
8. Your data protection rights
Depending on the circumstances and lawful basis, you may have rights to access your personal information; have inaccurate information corrected; request erasure or restriction; object to processing; receive certain data in a portable format; and withdraw consent where consent is the basis used.
Your right to object: you may object to direct marketing at any time. If you ask us to stop using your data for direct marketing, we will respect that request.
To exercise a right, email hello@evergladestudios.co.uk. We may ask for enough information to verify your identity and understand the request. Rights are subject to legal conditions and exemptions.
9. Data protection complaints
If you are concerned about how we have handled personal information, please email hello@evergladestudios.co.uk with the words “Data Protection Complaint” and a short description of the issue. We will acknowledge a data protection complaint within 30 days, investigate appropriately, keep you informed and communicate the outcome without undue delay.
You can also complain to the UK Information Commissioner’s Office (ICO): ico.org.uk.
11. Changes and contact
We may update this notice when our services, technology or the law change. We will show the latest revision date and, when appropriate, draw material changes to people’s attention.
For privacy enquiries, requests or complaints, email hello@evergladestudios.co.uk.
For questions about these policies or the Everglade Studios website, please contact us directly.
HELLO@EVERGLADESTUDIOS.CO.UK ↗