PRIVACY POLICY

Last updated: 1 August 2026

Media25 Studio respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how personal information is collected, used, stored and shared when you:

• visit the Media25 Studio website;

• contact Media25;

• request a quotation;

• make or attend a studio booking;

• commission photography, filming or other production services;

• appear in photographs, video or audio recordings;

• work with Media25 as a client, supplier, freelancer or production contributor;

• or use the Media25 booking assistant or calendar integration.

1. Who we are

Media25 Studio is the trading name of Tim Nathan, a sole trader.

For the purposes of UK data-protection law, Tim Nathan trading as Media25 Studio is normally the data controller responsible for the personal information described in this policy.

Business name: Media25 Studio
Proprietor: Tim Nathan
Address: Unit 1 Mercatoria Business Centre, Norman Road, St Leonards-on-Sea, East Sussex TN38 0EJ
Email: creative@media25.org
Telephone: 07889 181130
Website: media25.org

2. The personal information we collect

The information collected depends on how you interact with Media25.

It may include the following.

Contact information

• name;

• email address;

• telephone number;

• postal or business address;

• company or organisation;

• job title;

• and social-media or website details.

Enquiry and booking information

• the services you are interested in;

• proposed dates and times;

• studio-booking details;

• production requirements;

• location information;

• access requirements;

• correspondence;

• quotations;

• agreements;

• and notes relating to the project.

Financial and transaction information

• billing details;

• invoices;

• payment status;

• transaction references;

• expenses;

• purchase orders;

• and accounting records.

Where payments are handled by a bank or payment-service provider, Media25 does not normally receive or retain your complete payment-card details.

Photography, video and audio information

Media25 may collect and create personal information contained in:

• photographs;

• video recordings;

• audio recordings;

• interviews;

• podcasts;

• live streams;

• voice recordings;

• behind-the-scenes material;

• names and credits;

• model or performer releases;

• production notes;

• and project files.

A person’s appearance, image or voice may constitute personal information where they can be identified.

Information about children

Media25 may process photographs, video, audio and limited contact or consent information relating to children where they take part in a properly authorised production.

The person commissioning the work is responsible for ensuring that appropriate parental consent, chaperoning, safeguarding and licensing arrangements are in place unless Media25 has expressly agreed to manage them.

Website and technical information

When you use the website, limited technical information may be collected automatically, including:

• IP address;

• browser type;

• device type;

• operating system;

• pages visited;

• referring website;

• approximate location;

• date and time of access;

• and cookie or privacy preferences.

Calendar and booking-assistant information

Where you use the Media25 booking assistant or authorise calendar access, Media25 may process:

• your name and contact details;

• requested dates and times;

• booking type;

• availability information;

• booking confirmations;

• calendar event information;

• and the technical authorisation needed to provide the integration.

Media25 does not need to read the full contents of unrelated calendar events merely to check availability.

Information supplied by other people

Media25 may receive information about you from:

• a company or organisation commissioning a production;

• an agency;

• a producer;

• another member of a production team;

• a colleague;

• a parent or guardian;

• a location manager;

• a client introducing you to Media25;

• publicly available business sources;

• or a service provider used to arrange a Booking.

3. How Media25 uses personal information

Media25 may use personal information to:

• respond to enquiries;

• prepare quotations and proposals;

• manage bookings;

• check availability;

• arrange access to the Studio;

• provide photography, filming, audio and production services;

• plan and manage productions;

• communicate call times, schedules and instructions;

• identify contributors and obtain permissions;

• edit, deliver and archive commissioned work;

• issue invoices and record payments;

• maintain financial and tax records;

• manage suppliers, freelancers and subcontractors;

• provide customer support;

• investigate complaints or disputes;

• establish, exercise or defend legal claims;

• maintain the security and reliability of the website and business systems;

• improve the website and services;

• comply with legal and regulatory obligations;

• and promote Media25’s work where this is lawful and appropriate.

Media25 will not use personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.

4. Lawful bases

Media25 relies on one or more of the following lawful bases.

Contract

Personal information may be necessary to:

• provide a quotation;

• enter into a Booking or production agreement;

• provide the commissioned Services;

• communicate about a project;

• deliver completed work;

• and collect payment.

Legitimate interests

Media25 may process information where reasonably necessary for legitimate business interests, including:

• responding to business enquiries;

• managing client relationships;

• maintaining business records;

• operating and improving the website;

• preventing misuse or fraud;

• protecting business systems and property;

• maintaining evidence of permissions and licences;

• pursuing unpaid invoices;

• handling disputes;

• and promoting commercial work produced by Media25.

Media25 will consider whether these interests are outweighed by the individual’s rights and reasonable expectations.

Legal obligation

Information may be processed where necessary to comply with:

• tax and accounting requirements;

• court orders;

• regulatory obligations;

• insurance requirements;

• health and safety duties;

• and other legal responsibilities.

Consent

Media25 may rely on consent where appropriate, including for:

• optional marketing communications;

• authorising calendar access;

• publishing work from a private or domestic commission;

• or another optional use that is not necessary for the contract.

Consent can be withdrawn at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

Vital interests

In an emergency, information may be used or shared where reasonably necessary to protect someone’s life or physical safety.

5. Photography and filming commissioned by clients

When a business, agency or other organisation commissions Media25 to photograph, film or record people, that organisation may also be a data controller responsible for deciding why the information is being collected and how it will be used.

Depending on the project, Media25 may act:

• as an independent data controller;

• jointly with the commissioning client;

• or as a data processor acting on the client’s documented instructions.

The commissioning client is normally responsible for:

• informing contributors about the production;

• establishing an appropriate lawful basis;

• obtaining model, performer or parental permissions where required;

• explaining how the completed material will be published or distributed;

• and providing its own privacy information where appropriate.

Media25 remains responsible for how it handles personal information within its own systems and for any independent use it makes of the material.

6. Portfolio and promotional use

Commercial work

Media25 may use completed commercial work in its:

• website;

• portfolio;

• showreel;

• social-media accounts;

• exhibitions;

• awards submissions;

• editorial features;

• and other promotion of Media25’s services.

This will not apply where:

• confidentiality has been agreed;

• a publication embargo applies;

• the work contains information that should reasonably remain private;

• or another restriction has been agreed in writing.

Private and domestic work

Media25 will not publicly exhibit or publish photographs, video or audio commissioned for private and domestic purposes without appropriate permission.

Permission to use private work for a portfolio or promotion may be withdrawn for future use, although this may not always require removal of material already lawfully printed, published or distributed.

7. Sensitive personal information

Images, recordings and project correspondence may occasionally reveal information about:

• health or disability;

• racial or ethnic origin;

• religion;

• political opinions;

• sexuality;

• or other sensitive matters.

Media25 does not intentionally analyse photographs, recordings or website information to infer sensitive characteristics or create profiles about people.

Where sensitive information is deliberately required for a project, Media25 will only process it where there is an appropriate legal condition, permission or other lawful justification.

Please avoid sending sensitive personal information unless it is genuinely necessary for the enquiry or project.

8. Who personal information may be shared with

Media25 may share relevant information with trusted organisations or individuals where necessary, including:

• the client commissioning the project;

• photographers, camera operators and production crew;

• editors and post-production specialists;

• freelancers and authorised subcontractors;

• accountants and bookkeepers;

• banks and payment-service providers;

• insurers;

• legal and professional advisers;

• IT, email, hosting, cloud-storage and backup providers;

• file-delivery and media-hosting services;

• booking and calendar-service providers;

• couriers, printers and production suppliers;

• locations and venue operators;

• and public authorities where disclosure is required by law.

Only information reasonably necessary for the relevant purpose will be shared.

Suppliers and contractors are expected to keep information secure and use it only for the work they have been asked to perform.

Media25 does not sell personal information.

Media25 does not provide personal information to unrelated third parties for their own advertising.

9. Google services and calendar integration

Media25 may use Google services for functions such as:

• email;

• file storage;

• calendar management;

• checking availability;

• creating confirmed bookings;

• website measurement;

• and managing website tags.

Where you authorise Google Calendar access, authorisation is provided through Google’s account and security systems.

You can revoke calendar access through your Google account settings.

Revoking access may prevent the booking assistant or calendar integration from continuing to provide certain functions.

10. Cookies and similar technologies

The Media25 website may use cookies, local storage, scripts, tags and similar technologies.

These may be used to:

• make the website function;

• remember privacy preferences;

• maintain security;

• understand how visitors use the website;

• diagnose technical problems;

• and measure website performance.

Some technologies are necessary for the website to work correctly.

Where consent is legally required, non-essential technologies will not be activated until the visitor has been given an appropriate choice.

Visitors can manage or remove cookies using the website’s cookie controls, where available, and through their browser settings.

Blocking some technologies may affect how parts of the website operate.

11. Marketing communications

Media25 may send communications directly connected with:

• an enquiry;

• a quotation;

• a Booking;

• an active project;

• file delivery;

• an invoice;

• or an existing business relationship.

These are service communications and are not necessarily marketing.

Promotional communications will only be sent where permitted by law. You may ask Media25 to stop sending promotional communications at any time.

Media25 may retain a minimal suppression record, such as an email address, to ensure that an opt-out continues to be respected.

12. International transfers

Some service providers used by Media25 may store or process information outside the United Kingdom.

Where personal information is transferred internationally, Media25 will take reasonable steps to ensure that an appropriate legal transfer mechanism or recognised safeguard applies where required.

This may include:

• transfer to a country recognised as providing adequate protection;

• approved contractual safeguards;

• or another lawful transfer arrangement.

13. How information is protected

Media25 uses reasonable technical and organisational measures intended to protect personal information.

These may include:

• password-protected accounts;

• restricted access;

• device and account security;

• secure cloud services;

• software updates;

• backups;

• access controls;

• and appropriate confidentiality arrangements with contractors.

Access is limited to people who reasonably need the information for the relevant work.

No internet transmission, storage device or computer system can be guaranteed to be completely secure. Media25 will respond appropriately if it becomes aware of a personal-data breach.

14. How long information is kept

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and dispute-resolution requirements.

Typical retention periods are as follows.

Enquiries that do not become bookings

Enquiry information will normally be retained for up to 12 months after the last meaningful contact.

Active clients and projects

Booking details, correspondence and production information will normally be retained for the duration of the project and for a reasonable period afterwards.

Contracts, invoices and accounting records

Financial, contractual and tax records may normally be retained for up to seven years or longer where legally required.

Photographs, video, audio and project files

Working files and undelivered production materials may be deleted approximately 90 days after final delivery unless a different storage period has been agreed.

Media25 may retain:

• completed work;

• selected portfolio material;

• copyright and licensing records;

• permissions and releases;

• and information reasonably required to deal with future enquiries about the work.

Retention does not mean that Media25 guarantees permanent archival storage or future availability of project files.

Marketing preferences

Marketing opt-outs and suppression records may be retained for as long as necessary to ensure that the person is not contacted contrary to their request.

Complaints and legal matters

Information relating to a complaint, dispute, insurance matter or legal claim may be retained for as long as reasonably required to investigate and resolve it and to protect the legal rights of the parties.

At the end of the applicable retention period, information will be securely deleted, anonymised or otherwise removed where reasonably practicable.

15. Your data-protection rights

Depending on the circumstances, you may have the right to:

• be informed about how your information is used;

• request access to your personal information;

• request correction of inaccurate or incomplete information;

• request deletion of information;

• request restriction of processing;

• object to certain uses of your information;

• receive certain information in a portable format;

• withdraw consent where processing relies on consent;

• and complain about the handling of your information.

These rights are not absolute. In some circumstances, Media25 may need or be legally permitted to retain or continue using information.

For example, deletion may not be possible where information must be retained for:

• tax records;

• an existing contract;

• copyright or licensing evidence;

• a legal claim;

• the rights of another person;

• or another legal obligation.

Media25 may ask for information needed to confirm your identity before responding to a request.

To exercise a right, contact:

creative@media25.org

Please clearly explain:

• who you are;

• what information or project your request concerns;

• and what you would like Media25 to do.

16. Automated decisions and profiling

Media25 does not normally use personal information to make decisions entirely by automated means that produce legal or similarly significant effects.

The booking assistant may automate administrative tasks such as:

• checking indicated availability;

• collecting booking information;

• and preparing calendar events.

A Booking is not treated as finally accepted until it has been confirmed in accordance with Media25’s booking process.

Media25 does not use website or production data to create detailed behavioural profiles about individuals.

17. Data-protection complaints

You may make a complaint if you believe that Media25 has mishandled your personal information or failed to deal properly with a data-protection request.

Please send the complaint to:

Tim Nathan
Email: creative@media25.org
Address: Unit 1 Mercatoria Business Centre, Norman Road, St Leonards-on-Sea, East Sussex TN38 0EJ

Please include:

• your name and contact details;

• a clear description of the concern;

• relevant dates;

• any earlier correspondence;

• and the outcome you are seeking.

Media25 will:

• acknowledge receipt of a data-protection complaint within 30 days;

• take appropriate steps to investigate it without undue delay;

• keep you informed where the investigation is ongoing;

• and explain the outcome and any action taken.

You also have the right to raise a concern with the Information Commissioner’s Office, the United Kingdom’s independent data-protection regulator.

Media25 would appreciate the opportunity to investigate and resolve the matter directly first.

18. Links to other websites

The Media25 website may contain links to third-party websites, social-media platforms or external services.

Media25 is not responsible for the privacy practices of independently operated third-party websites.

You should review the privacy information provided by those organisations before submitting personal information to them.

19. Changes to this policy

Media25 may update this Privacy Policy when:

• services change;

• website technology changes;

• suppliers change;

• business practices change;

• or legal requirements are updated.

The date at the top of the policy shows when it was last revised.

Material changes will be made reasonably clear on the website where appropriate.

20. Contact

Questions, requests and complaints concerning personal information should be sent to:

Tim Nathan trading as Media25 Studio
Unit 1 Mercatoria Business Centre
Norman Road
St Leonards-on-Sea
East Sussex
TN38 0EJ

Email: creative@media25.org
Telephone: 07889 181130
Website: media25.org

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