Privacy Policy
Last updated: 10th of February 2026
PixelRain Limited (“we”, “our”, “us”) is committed to protecting your privacy. We handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
This policy explains what personal data we collect, how we use it, the lawful basis for processing, and your rights. We’ve tried to keep it clear and jargon-free — if anything’s unclear, just ask.
1. Who We Are
PixelRain Limited is the Data Controller for the personal data we collect.
Company details:
PixelRain Limited Tremough Innovation Centre, Penryn, Cornwall, TR10 9TA
Registered in England & Wales: 08326348
Email: hello@pixelrainfilm.com
Telephone: +44 (0)1326 330068
2. How We Collect Your Data
We collect personal data when you:
- Submit an enquiry via our website contact form
- Communicate with us by email, phone, or in person
- Work with us on a project (as a client, contributor, or supplier)
- Appear in video or photography we produce
- Visit a location where we’re filming
- Use our website (including via cookies and analytics tools)
- Subscribe to our updates or follow us on social media
3. What We Collect
Depending on your interaction with us, we may collect:
Identity and contact information Name, email address, phone number, company name, job title, postal address.
Enquiry and correspondence Your messages, project briefs, feedback, and related communications.
Project and production data Contracts, schedules, scripts, call sheets, location details, invoices, and project files.
Audiovisual content Video footage, audio recordings, and photographs — including images of people who appear in our productions.
Technical and website data IP address, browser type, device information, pages visited, and how you interact with our site (collected via analytics tools, anonymised where possible).
We do not knowingly collect personal data from children under 18 without parental consent.
4. Lawful Basis for Processing
We process your data under one or more of the following lawful bases:
Contract To fulfil our contract with you, or to take steps before entering into one (such as providing a quote or discussing a project).
Legitimate interests To respond to enquiries, manage our business operations, improve our services, maintain our portfolio, and market our work — where this doesn’t override your rights.
Consent Where you’ve opted in, such as subscribing to our newsletter.
Legal obligation To comply with UK law, including tax, accounting, and regulatory requirements.
5. How We Use Your Data
We use your data to:
- Respond to your enquiry and provide information about our services
- Deliver, manage, and administer projects
- Create, edit, and distribute video and photographic content
- Maintain our portfolio, showreel, and case studies
- Send you project updates and relevant communications
- Issue invoices and manage payments
- Improve our website and services
- Send marketing updates (only where you’ve consented)
- Comply with legal and regulatory obligations
We will never sell your personal data.
6. Video Production and Audiovisual Content
As a video production company, we capture images and footage of people as part of our work. Here’s how we handle this:
People appearing in our productions If you appear in video or photography we produce (whether as a contributor, interviewee, member of staff, or member of the public), we’ll typically ask you to sign a consent and release form. This explains how the footage will be used and your rights.
Portfolio and promotional use We may use clips and images from client projects in our portfolio, showreel, website, and social media to demonstrate our work. This is covered in our client contracts and, where individuals are featured, through appropriate consent.
Location filming When filming in public or semi-public spaces, we take care to minimise capturing identifiable individuals who aren’t part of the production. Where someone is incidentally captured and identifiable, we’ll assess whether their inclusion is appropriate and necessary.
Client content We hold video files, project assets, and related materials on behalf of clients during and after production. Retention and ownership are governed by our project contracts.
If you have concerns about footage in which you appear, please contact us and we’ll do our best to address them.
7. AI and Technology Tools
We use various software tools to help us work efficiently, including AI-powered features within some applications (such as transcription, background audio removal, or administrative tasks).
When we use AI tools:
- We don’t upload client footage or sensitive project data to public AI platforms without explicit agreement
- We assess tools for appropriate data handling and security
- AI assists our work — it doesn’t replace human judgment and creativity
Our approach is practical: we use technology where it genuinely helps, but we’re thoughtful about data protection implications.
8. Cookies
9. Marketing Communications
If you’ve opted in to receive marketing from us, we may send you:
- Updates about our work and new projects
- Insights and articles from our blog
- Information about services that may interest you
You can unsubscribe at any time by clicking the link in any email, or by contacting us directly. We won’t send marketing emails unless you’ve consented, and we won’t share your details with other companies for their marketing purposes.
We may also share content on social media. If you follow or interact with us on platforms like Instagram, LinkedIn, or YouTube, those platforms have their own privacy policies.
10. Retention Periods
We keep your data only as long as necessary:
| Data type |
Retention period |
| Website enquiries |
2 years from last contact |
| Project files and contracts |
6 years from project completion (for legal and accounting purposes) |
| Video masters and raw footage |
2 years from project completion, then we’ll offer continued storage or deletion |
| Content Library clips |
As agreed in your contract |
| Invoices and financial records |
6 years (as required by UK law) |
| Marketing consent records |
Until you unsubscribe, plus 2 years |
| Cookie data |
As per your consent settings |
After the retention period, we securely delete or anonymise data unless you ask us to keep it or there’s a legal reason to retain it.
11. Third-Party Services
We use trusted third parties to help us operate our business:
Website and analytics Google Analytics (anonymised), WordPress hosting
Video hosting and review Vimeo, YouTube, Frame.io
Cloud storage and file transfer Google Workspace, Dropbox
Communication Email providers, video conferencing tools
Accounting and payments Accounting software, payment processors
Marketing Email marketing platforms (where you’ve subscribed)
Some providers may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or UK adequacy decisions.
We only share the data necessary for each service, and we choose providers with appropriate security measures.
12. Data Security
We take reasonable technical and organisational measures to protect your personal data, including:
- Secure, password-protected systems and devices
- Encrypted file transfer for sensitive project materials
- Limited access to personal data on a need-to-know basis
- Regular review of our security practices
No system is completely secure, but we take data protection seriously and act promptly if any issues arise.
13. Your Rights
Under UK data protection law, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your data (in certain circumstances)
- Restrict how we process your data
- Object to processing based on legitimate interests
- Data portability — receive your data in a usable format
- Withdraw consent at any time (where processing is based on consent)
To exercise any of these rights, contact us using the details below. We’ll respond within one month.
If you’re unhappy with how we’ve handled your data, you can lodge a complaint with the Information Commissioner’s Office (ICO): ico.org.uk
14. Links to Other Websites
Our website may contain links to external sites. We’re not responsible for the privacy practices of other websites — please check their policies when you visit them.
15. Changes to This Policy
We may update this policy from time to time. Significant changes will be noted on our website. The “last updated” date at the top shows when it was last revised.
16. Contact Us
If you have any questions about this policy or how we handle your data, we’re happy to help:
Email: hello@pixelrainfilm.com
Post: PixelRain Limited, Tremough Innovation Centre, Penryn, Cornwall, TR10 9TA
Phone: +44 (0)1326 330068
