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Privacy Policy

We respect your privacy, and this policy explains how we collect and handle your information. 

Why we value your privacy

We take privacy seriously because our work often involves people sharing real experiences on camera. We aim to collect only what we need, use it responsibly, and be clear about how it’s handled.

We will not use your information for purposes unrelated to our work, and we will not share it unless there is a clear and lawful reason to do so.

What information we collect

Depending on how you work with us, we may collect:

  • Contact information (name, email address, phone number, job title, company)
  • Business and billing information (addresses, invoices, payment records)
  • Contributor information (names, contact details, signed release forms where applicable)
  • Video and audio recordings where individuals may be identifiable

Some of the content we produce may involve sensitive subjects. Where this is the case, we take additional care in how that material is handled.

How we collect information

We collect information:

  • When you contact us via our website or email
  • During project setup and delivery (contracts, briefs, production)
  • During filming (interviews, events, documentary work)
  • Through our website (via cookies and embedded video content)

What we use your information for

We use your information to:

  • Deliver video production services
  • Communicate with you about projects
  • Manage contracts, invoicing, and business records
  • Produce and edit video content
  • Share completed work with clients
  • Present our work as part of our portfolio, where appropriate

Lawful basis for processing

We process personal data under the following bases:

  • Contract – to deliver agreed work with clients
  • Legitimate interests – to run and develop our business, including showcasing work
  • Consent – where individuals appear in our films or contribute directly

For contributor content, consent may be captured through signed release forms or recorded evidence of willing participation.

Who’s responsible for your information

Circle Take Films is responsible for your data.

If you have any questions or concerns, you can contact us at:
hello@circletakefilms.com

Address:
The Other Studios
Stanningley Road
Leeds
LS13 4EP

Who has access to your information

Access is limited to those who need it to deliver our work.

This may include:

  • Our internal team
  • Freelancers working on a project (e.g. editors, crew)

We do not share your information with clients or third parties beyond what is necessary for the project, and only where appropriate consent or legal basis is in place.

Where your information is stored

We store data using a combination of secure systems, including:

  • Hard drives (local storage)
  • Google Drive (file storage and sharing)
  • Vimeo (video hosting and review)
  • FreeAgent (accounting)
  • Folk CRM (contact management)

These services may store data outside the UK, but we use providers with appropriate security and data protection measures.

How long we keep your information

We retain data for as long as it is reasonably needed for our work:

  • Raw footage: up to 3 years
  • Final exports: up to 4 years
  • Client and financial records: up to 5 years from last contact.

In some cases, we may retain selected work for portfolio purposes for longer.

Your rights

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

  • Request access to the information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your data in certain circumstances
  • Object to how your data is used

We will consider all requests carefully. In some cases, we may need to retain information where there is a legal or contractual reason to do so.

If you have concerns, you also have the right to contact the Information Commissioner’s Office.

Website cookies

Our website uses cookies to help it function and to improve how it performs.

Cookies are small files stored on your device when you visit a website. Some are essential for the site to work properly, while others help us understand how people use the site or enable features like video playback

We use a limited number of cookies, including those set by embedded video content from Vimeo & YouTube. These may collect technical information such as your IP address, browser type, and how you interact with the video player.

These cookies are not essential to the operation of our website. You can also change your preferences at any time via our cookie settings.

Changes to this policy

We may update this policy from time to time. Any changes will take effect when published on our website.