Privacy Policy
Privacy Policy
Last updated: 3 September 2026
Acrobat Productions Ltd, trading as Ashridge Media, respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you contact us, use our website, engage our services, or appear in photographs or video footage produced by us.
1. Who we are
Ashridge Media is the trading name of Acrobat Productions Ltd.
For the purposes of applicable UK data-protection legislation, including the UK GDPR and Data Protection Act 2018, Acrobat Productions Ltd is responsible for the personal information we process as a data controller, where applicable.
If you have any questions about how your personal information is handled, or wish to exercise any of your data-protection rights, please contact:
Email: roger@ashridgemedia.com
2. What personal information we collect
Depending on how you interact with Ashridge Media, we may collect and process:
Your name and contact details, such as email address, telephone number and postal address.
Information contained in enquiries or correspondence you send to us.
Information relating to projects, bookings, quotations and contracts.
Billing, invoicing and payment information.
Photographs, video footage and audio recordings in which you may be identifiable.
Information you provide to us in connection with a photography or video production.
Technical information associated with your use of our website, where this is collected by the website or its essential technologies.
We only collect information that is relevant and necessary for the purposes for which it is being used.
3. How we collect your information
We may obtain personal information:
Directly from you when you contact us or make an enquiry.
When you engage us to provide photography or video services.
From your organisation or another client where you are participating in a project they have commissioned.
From information you provide during a production.
From publicly available sources where appropriate, for example when researching a potential client or project.
Where we receive personal information about people from a client or another organisation in connection with a production, that organisation may have its own responsibilities to provide appropriate privacy information to those individuals.
4. How we use your information
We may use personal information to:
Respond to enquiries and requests.
Provide quotations and proposals.
Communicate with clients and potential clients.
Plan, organise and deliver photography and video projects.
Manage bookings, contracts and projects.
Edit, store and deliver photographs, video and audio recordings.
Provide proofs, previews and finished material to clients.
Issue invoices and receive payments.
Maintain appropriate business and financial records.
Deal with queries, complaints or disputes.
Protect our business, systems and information from misuse or unauthorised access.
Comply with legal and regulatory obligations.
Promote Ashridge Media and showcase examples of our work, where appropriate.
5. Photographs, video and audio
Photography and video production necessarily involves the collection and processing of images, video and sometimes audio recordings of identifiable individuals.
Where Ashridge Media is commissioned by a client to produce photographs or video, the client may determine the purposes for which individuals’ personal data is processed. In those circumstances, Ashridge Media may process personal data on the client’s behalf and in accordance with the client’s instructions.
In other circumstances, Ashridge Media may determine the purposes for which photographs or footage are used and will act as a data controller for that processing.
We take reasonable steps to ensure that personal information contained in photographs, video and audio recordings is handled appropriately and securely.
Where required, responsibility for obtaining appropriate permissions, notices or consents from people appearing in a production will be agreed with the client as part of the project arrangements.
6. Our lawful bases for processing personal information
We rely on one or more of the following lawful bases under applicable data-protection law, depending on the circumstances:
Contract
Where processing is necessary to provide services you have asked us to provide, or to take steps at your request before entering into a contract.
Legitimate interests
Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests. This may include responding to business enquiries, managing client relationships, administering our business, protecting our systems and maintaining records of our work.
Legal obligation
Where we need to process information to comply with a legal or regulatory requirement.
Consent
Where we are required to obtain your consent, or where consent is the appropriate lawful basis for a particular use of your information. Where we rely on consent, you can withdraw it at any time.
7. Sharing your information
We do not sell or rent personal information to third parties.
We may share personal information where necessary with:
Clients who have commissioned a photography or video project.
Service providers who help us operate our business or deliver our services.
Professional advisers, such as accountants, where necessary.
Government, regulatory or law-enforcement authorities where we are legally required to do so.
Other suppliers or contractors where necessary to deliver a project or service.
Our principal third-party service providers include:
Squarespace – our website hosting and website platform.
Frame.io – used to upload, store, review and deliver video and other project material.
Xero – used for accounting, invoicing and financial administration.
Google Workspace – used for business email and associated business services.
These providers may process personal information on our behalf. Where applicable, we take reasonable steps to ensure that appropriate data-protection arrangements are in place.
8. International transfers
Some of the service providers we use may process or store information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is permitted under applicable data-protection law and that appropriate safeguards are in place where required.
9. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including any legal, accounting or contractual requirements.
For photography and video projects, we normally retain project footage and files for a minimum of three months after completion of the project. We may retain material for longer where this is reasonably necessary, for example to deal with client requests, provide additional services, resolve disputes, protect our legal interests or maintain an archive of completed work.
Business, accounting and financial records may be retained for longer where required by law or by our accounting and tax obligations.
When personal information is no longer required, we will take reasonable steps to delete it or dispose of it securely.
10. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.
Access to client information and project material is limited to what is reasonably necessary for the operation and delivery of our services.
However, no method of storing or transmitting information electronically can be guaranteed to be completely secure.
11. Our website and cookies
Our website is hosted using Squarespace.
The website may use cookies and similar technologies that are necessary for the operation, security and functionality of the website.
We do not currently use Google Analytics or other analytics, advertising or tracking services on the website.
Where non-essential cookies or similar technologies are introduced in the future, we will update this policy and, where required by law, provide an appropriate mechanism for obtaining consent before using them.
12. Direct marketing
We do not currently operate a marketing mailing list or send regular marketing emails to subscribers.
We may communicate with existing or prospective clients in relation to enquiries, quotations, projects, services or existing business relationships where permitted by applicable law.
13. Your data-protection rights
Depending on the circumstances and subject to applicable legal conditions and exemptions, you may have the right to:
Ask for a copy of the personal information we hold about you.
Ask us to correct inaccurate or incomplete information.
Ask us to delete your personal information.
Ask us to restrict how we use your information.
Object to certain types of processing, including processing based on legitimate interests.
Ask for your information to be provided in a portable format in certain circumstances.
Withdraw consent where we are relying on consent as our lawful basis.
You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your personal information has been handled unlawfully.
You can find information about the ICO and how to make a complaint on the ICO’s website.
Before making a complaint to the ICO, we would appreciate the opportunity to address your concerns, so please contact us first where possible.
14. How to exercise your rights
If you would like to exercise any of your data-protection rights, please contact:
We may need to ask for additional information to verify your identity before responding to a request.
We will normally respond to valid requests within the time period required by applicable data-protection legislation.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, the services we use, our data-processing activities or applicable legislation.
The latest version will always be published on this page, with the date of the most recent update shown at the top.
16. Contact
If you have any questions about this Privacy Policy or how Ashridge Media handles personal information, please contact:
Acrobat Productions Ltd trading as Ashridge Media
Email: roger@ashridgemedia.com