Privacy Policy

Last Updated: April 2026

In accordance with UK GDPR and ICO requirements

1. Data Controller

The Data Controller is:
Vault5Digital Ltd
Company Number: 16956519
Registered Office: 4a Beulah Place, Luddendenfoot, Halifax, England, HX2 6BA
Email: hello@vault5.studio

2. What Data We Collect

We collect and process the following categories of data:

Contact Data

  • Name
  • Email address
  • Business address
  • Company details

Project Data

  • Video and audio recordings
  • Interview content
  • Creative materials provided by clients

Technical Data

  • IP address
  • Browser type
  • Device information
  • Cookies and usage data

3. Lawful Bases for Processing

We process personal data under the following lawful bases:

  • Contract: To deliver agreed services
  • Legitimate Interests: For business development and service improvement
  • Consent: For filming individuals and capturing personal stories
  • Legal Obligation: For accounting, tax, and regulatory compliance

4. Special Category Data

Where projects involve sensitive personal data (including health or personal circumstances), we process this data based on:

Explicit consent obtained prior to filming.

Participants are informed of:

  • How their data will be used
  • Their right to withdraw consent
  • Any limitations due to contractual usage of completed work

5. How We Use Your Data

We use personal data to:

  • Deliver and manage video production projects
  • Communicate project updates and notifications
  • Maintain internal records and financial compliance
  • Improve our services and user experience

6. Data Storage and Retention

We store data securely using encrypted cloud-based systems.

Retention periods:

  • Client project data: retained for up to 6 years for legal and operational purposes
  • Raw footage: retained unless deletion is requested or agreed otherwise
  • Financial records: retained in line with UK legal requirements

7. Data Sharing

We do not sell personal data.

We may share data with trusted third-party processors, including:

  • Hosting providers (e.g. Vercel)
  • Email service providers (e.g. Resend)
  • Cloud storage and editing collaborators

All partners are required to meet appropriate data protection standards.

8. International Data Transfers

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

  • UK adequacy regulations
  • Standard contractual clauses

9. Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Request data portability

You also have the right to lodge a complaint with the Information Commissioner's Office.

10. Cookies

We use cookies to:

  • Improve website functionality
  • Analyse usage and performance

You can manage cookie preferences through your browser settings.

11. Contact

For any data protection queries, please contact:
hello@vault5.studio