Privacy Policy

1. Introduction and Scope

This Privacy Policy explains how VMOTION LTD ("we", "us", or "our") collects, uses, stores, discloses, and otherwise processes personal data when you visit https://vmotion.ltd, enquire about our video production and creative agency services, engage us for multimedia entertainment projects, or otherwise interact with our business. We are committed to protecting personal data in accordance with the United Kingdom General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable United Kingdom data protection law.

This Policy applies to personal data relating to clients, prospective clients, website visitors, suppliers, freelancers, talent, production collaborators, and other individuals whose information we process in the course of operating our London-based creative production business. It does not form part of any employment contract and is not intended to create contractual rights beyond those that already exist under applicable law.

By using our website or providing personal data to us in connection with a project enquiry, quotation, production brief, casting submission, supplier onboarding process, or related commercial communication, you acknowledge that you have read this Privacy Policy. Where we rely on consent as a lawful basis, we will seek that consent in a clear and specific manner. Where we rely on other lawful bases, we will explain them in this Policy and in any supplementary privacy notices issued for particular processing activities.

If you do not agree with any part of this Privacy Policy, you should discontinue use of our website and refrain from submitting personal data to us. If you have already provided personal data and wish to withdraw consent or exercise other rights, please contact us using the details set out at the end of this Policy. Withdrawing consent does not affect the lawfulness of processing based on consent before its withdrawal.

This Privacy Policy should be read together with our Cookie Policy, Terms of Service, and Terms and Conditions. In the event of any conflict between this Privacy Policy and a written production agreement or master services agreement that specifically addresses data protection, the terms of that written agreement will prevail in relation to the subject matter of the conflict, except where UK GDPR or the Data Protection Act 2018 requires otherwise.

2. Who We Are

VMOTION LTD is a video production, creative agency, and multimedia entertainment business operating from 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. For the purposes of UK GDPR, VMOTION LTD is the controller of personal data described in this Privacy Policy, except where we act as a processor on behalf of a client under a written data processing agreement, in which case the client's privacy notice and our processing instructions will govern the relevant processing.

Our principal contact for privacy-related correspondence is about@vmotion.ltd. You may also write to us by post at the address above or telephone +44 7911 543210 during ordinary UK business hours. We do not currently appoint a statutory Data Protection Officer under Article 37 UK GDPR because we do not meet the mandatory appointment thresholds; however, we maintain internal accountability for data protection compliance and will respond to privacy requests in accordance with statutory timescales.

Where we jointly determine the purposes and means of processing with another organisation, for example in co-production arrangements or joint marketing initiatives, we will determine respective responsibilities in a transparent manner and make available the essence of any joint controller arrangement upon request, subject to confidentiality and commercial sensitivity constraints permitted by law.

VMOTION LTD trades under the domain vmotion.ltd and the website https://vmotion.ltd. References in this Policy to "our website" mean that domain and any subpages, forms, or microsites that we control and that link to this Privacy Policy.

3. Definitions

For ease of reading, the following terms have the meanings given below unless the context requires otherwise. "Personal data" means any information relating to an identified or identifiable natural person. "Processing" means any operation performed on personal data, whether or not by automated means, including collection, recording, organisation, structuring, storage, adaptation, retrieval, consultation, use, disclosure, restriction, erasure, or destruction.

"Controller" means the natural or legal person that determines the purposes and means of processing personal data. "Processor" means a natural or legal person that processes personal data on behalf of the controller. "Special category data" means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for unique identification, data concerning health, or data concerning a person's sex life or sexual orientation.

"UK GDPR" means Regulation (EU) 2016/679 as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018, as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019. "Data Protection Act 2018" means the Data Protection Act 2018 of the United Kingdom Parliament. "PECR" means the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended.

"Supervisory authority" means the Information Commissioner's Office (ICO) in the United Kingdom. "Data subject" means the identified or identifiable natural person to whom personal data relates. Other terms used in this Policy have the meanings ascribed in UK GDPR unless otherwise stated.

4. Categories of Personal Data We Process

Depending on how you interact with us, we may process the following categories of personal data. Identity and contact data, including full name, preferred name, job title, company name, postal address, email address, telephone number, and social media or professional profile identifiers supplied voluntarily in an enquiry or casting context. We process about@vmotion.ltd as a business contact channel and may retain correspondence sent to that address.

Commercial and project data, including briefing materials, creative preferences, production schedules, location information, budget ranges, invoice details, purchase order numbers, payment records, contract status, and communications relating to quotations, treatments, storyboards, edits, deliveries, and post-production revisions.

Talent and contributor data, where relevant to casting, modelling, voice-over, music performance, or on-camera appearances, including stage names, biographical summaries, portfolio links, availability, union or agency representation details, and rights-release information necessary to clear performances for commercial use. Where images or audiovisual recordings identify individuals, those recordings may themselves constitute personal data.

Technical and usage data collected when you visit our website, which may include Internet Protocol address, browser type and version, device type, operating system, referring URL, pages viewed, time and date of visit, approximate location derived from IP address at city or region level, and cookie identifiers as further described in our Cookie Policy.

Supplier and freelancer data, including professional contact details, tax status information where lawfully required for payment administration, bank details for remitting fees, curriculum vitae or showreel materials, insurance certificates, and compliance documentation reasonably required for production onboarding.

Marketing preference data, including records of whether you have opted in or opted out of receiving marketing communications, the channels you prefer, and the date and method by which preferences were recorded. We do not intentionally collect special category data through our general website forms. If special category data is volunteered in a free-text field or appears incidentally in production materials, we will handle it only where a lawful condition under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018 applies, or we will delete it where retention is not necessary.

5. How We Collect Personal Data

We collect personal data directly from you when you complete an enquiry or contact form, send email to about@vmotion.ltd, telephone us, attend a meeting at our Covent Garden address or another agreed location, submit a casting application, provide a production brief, negotiate a quotation, enter into a services agreement, or otherwise communicate with our team.

We collect personal data indirectly from publicly available professional sources where this is proportionate for business development, for example LinkedIn profiles or company websites that publish contact details of relevant decision-makers, subject to PECR and marketing law constraints. We may also receive personal data from agents, casting directors, production partners, or your employer where you are nominated as a project contact.

We collect technical data automatically through cookies, pixels, and similar technologies when you browse https://vmotion.ltd. Please refer to our Cookie Policy for detailed information about categories of cookies, purposes, retention, and how to manage preferences. Where cookies are not strictly necessary, we will seek consent before placing them, in accordance with PECR.

We may also generate personal data internally, for example notes of calls, production logs, edit decision lists that name contributors, attendance sheets for shoots, and records of rights clearances. Such generated data forms part of our legitimate business records and is retained in accordance with our retention section.

6. Purposes of Processing

We process personal data for the following purposes. To respond to enquiries and provide quotations for video production, creative direction, branding, post-production, VFX, talent coordination, media support, and related multimedia entertainment services. To negotiate, enter into, and perform contracts with clients, suppliers, freelancers, and talent, including scheduling, delivery, invoicing, and aftercare.

To manage production logistics safely and efficiently, including location access, call sheets, health and safety coordination, insurance notifications, and communication with crew and cast. To clear intellectual property and performance rights so that finished works can be distributed lawfully in agreed territories and media.

To operate, secure, and improve our website, diagnose technical faults, analyse aggregated traffic patterns, and understand how visitors navigate our content, subject to cookie consent requirements. To send service messages relating to projects already in progress, including schedule changes, delivery notifications, and payment reminders.

To send marketing communications about our services, showreels, case studies, and events where we have a lawful basis to do so, and to maintain suppression lists so that we honour opt-out requests. To comply with legal obligations, including accounting, tax, anti-fraud, and regulatory requirements applicable in England and Wales.

To establish, exercise, or defend legal claims, including retaining documents that may be relevant to disputes, insurance claims, or regulatory investigations. To protect our rights, property, and the safety of our personnel, clients, and the public in connection with productions and studio operations.

7. Lawful Bases for Processing

Under Article 6 UK GDPR, we rely on one or more of the following lawful bases. Contract: processing is necessary for the performance of a contract to which you are party, or to take steps at your request prior to entering into a contract, for example preparing a quotation based on a brief you have submitted.

Legitimate interests: processing is necessary for our legitimate interests or those of a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. Our legitimate interests include operating a commercial creative agency, responding to business enquiries, maintaining client relationships, securing our systems, improving our services, and conducting proportionate business development. We conduct balancing assessments where appropriate.

Legal obligation: processing is necessary for compliance with a legal obligation to which we are subject, for example retaining accounting records or responding to a binding request from a competent authority.

Consent: where required by law, including for certain electronic marketing under PECR and for non-essential cookies, we process personal data on the basis of your consent. You may withdraw consent at any time without affecting the lawfulness of processing before withdrawal. Where we rely on consent, we will keep records of how and when consent was obtained.

We will not process personal data for purposes that are incompatible with the original purposes for which it was collected, unless a new lawful basis applies and we provide any required notice. If we intend to process personal data for a new purpose, we will update this Policy or provide a specific notice explaining the change.

8. Special Category and Sensitive Data

We do not seek special category data through our standard website contact channels. However, certain productions may involve themes, imagery, or casting criteria that incidentally reveal special category information, or talent may disclose health information relevant to safe working on set. Where special category data is processed, we will identify an Article 9 condition in addition to an Article 6 lawful basis.

Possible Article 9 conditions include explicit consent, processing necessary for the establishment, exercise or defence of legal claims, or processing of data manifestly made public by the data subject. We will minimise special category data, restrict access on a need-to-know basis, and delete or anonymise it when no longer required for the production or legal purpose.

Criminal offence data is processed only where authorised by law under the Data Protection Act 2018. We do not operate background checking as a routine website function. Any vetting required for a specific production would be conducted under separate instructions and notices.

9. Marketing Communications

We may send marketing emails or other electronic communications about VMOTION LTD services where you have given consent, or where the soft opt-in under PECR applies because you are an existing customer who purchased or negotiated similar services and you were given a clear opportunity to refuse marketing at the time of collection and in each subsequent message.

Every marketing email will include a simple means to unsubscribe. You may also opt out by emailing about@vmotion.ltd with the subject line "Unsubscribe" or by writing to our postal address. We will action opt-out requests promptly and will retain only such limited information as is necessary to maintain a suppression list so that we do not contact you again for marketing purposes.

We do not sell personal data to third parties for their own marketing. We may use processors to send emails on our behalf, in which case those processors act under our instructions and appropriate contractual safeguards. Telephone marketing, if conducted, will comply with PECR and Telephone Preference Service rules where applicable.

10. Cookies and Similar Technologies

Our website uses cookies and similar technologies as described in detail in our Cookie Policy. Strictly necessary cookies are used to enable core site functions. Analytics, preference, and marketing cookies, where used, will be deployed only with consent unless an exemption applies under PECR.

You can manage cookie preferences through our cookie controls where available and through your browser settings. Blocking some cookies may affect site functionality. For further information, please read our Cookie Policy available at cookie-policy.html on this website.

11. Sharing Personal Data

We share personal data only where necessary for the purposes described in this Policy. Recipients may include production partners, freelancers, editors, colourists, sound designers, VFX artists, and other collaborators engaged to deliver your project, who receive only the information needed to perform their role.

We may share data with hosting providers, email service providers, cloud storage platforms, project management tools, accounting software providers, and similar processors who support our operations under written contracts that impose confidentiality and security obligations consistent with Article 28 UK GDPR.

We may share data with professional advisers such as solicitors, accountants, and insurers where necessary for advice, claims handling, or compliance. We may disclose personal data if required by law, court order, or regulatory request, or where disclosure is necessary to protect vital interests or to investigate suspected fraud or security incidents.

In the event of a corporate transaction such as a merger, acquisition, or sale of assets, personal data may be transferred to the prospective or actual purchaser under appropriate confidentiality arrangements, and data subjects will be informed where required by law.

We do not permit processors to use personal data for their own independent marketing. Talent agencies and casting partners who introduce performers typically remain controllers of their own talent databases; we process only the subset of data shared with us for a specific production.

12. International Transfers

VMOTION LTD is established in the United Kingdom. Some of our processors or collaborators may be located outside the United Kingdom. Where personal data is transferred internationally, we ensure that an appropriate safeguard is in place under UK GDPR Chapter V, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or a transfer to a country covered by UK adequacy regulations.

We assess transfer risks and implement supplementary measures where necessary. You may request further information about international transfers relevant to your personal data by contacting about@vmotion.ltd. Where a transfer is based on your explicit consent, we will inform you of possible risks in the absence of adequacy or appropriate safeguards before seeking that consent.

13. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Enquiry data that does not convert into a project is typically retained for up to twenty-four months unless a longer period is justified by ongoing negotiations or a legal claim.

Contractual, invoicing, and accounting records are generally retained for at least six years from the end of the relevant financial year, or longer if required by HMRC guidance or ongoing dispute. Production masters, project files, and associated personal data embedded in audiovisual works may be retained for the duration of licensed exploitation rights and for a reasonable archive period thereafter, subject to contractual agreements with clients.

Marketing suppression records are retained for as long as necessary to honour opt-out requests. Cookie data retention periods are set out in our Cookie Policy. When retention periods expire, we securely delete or anonymise personal data unless a further lawful basis for retention applies.

Retention periods may be extended where personal data is relevant to actual or contemplated legal proceedings, insurance claims, or regulatory investigations. In such cases, access will be restricted and the data will be reviewed periodically.

14. Security Measures

We implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Measures may include access controls, password policies, encryption in transit where supported by our systems, staff awareness, vendor due diligence, and secure disposal of physical and digital media.

No method of transmission over the Internet or method of electronic storage is completely secure. While we strive to protect personal data, we cannot guarantee absolute security. You are responsible for keeping any credentials or confidential project materials under your control secure.

In the event of a personal data breach likely to result in a risk to individuals' rights and freedoms, we will notify the ICO without undue delay and, where feasible, not later than seventy-two hours after becoming aware of it, unless the breach is unlikely to result in a risk. Where a breach is likely to result in a high risk to individuals, we will also communicate the breach to affected data subjects without undue delay, unless an exemption applies.

15. Your Rights Under UK GDPR

Subject to exemptions in the Data Protection Act 2018, you have the following rights. The right to be informed about how we process your personal data, which this Policy seeks to fulfil. The right of access to obtain confirmation of whether we process your personal data and a copy of that data, together with certain supplementary information.

The right to rectification of inaccurate personal data and to have incomplete personal data completed. The right to erasure in certain circumstances, including where personal data is no longer necessary for the purposes for which it was collected, where you withdraw consent and there is no other lawful basis, or where you object to processing and there are no overriding legitimate grounds.

The right to restrict processing in certain circumstances, for example while accuracy is contested. The right to data portability where processing is based on consent or contract and is carried out by automated means. The right to object to processing based on legitimate interests, including profiling based on those provisions, and the right to object at any time to processing for direct marketing.

The right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, subject to the exceptions in Article 22 UK GDPR. The right to withdraw consent at any time where processing is based on consent.

These rights are not absolute. We may refuse a request in whole or in part where an exemption applies, for example where disclosure would adversely affect the rights and freedoms of others, or where legal professional privilege applies. We will explain our reasons if we refuse a request.

16. How to Exercise Your Rights

To exercise any of your rights, please contact us at about@vmotion.ltd or write to VMOTION LTD, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Please provide sufficient information to allow us to verify your identity and locate the relevant personal data. We may request additional information where reasonably necessary to prevent unauthorised disclosure.

We will respond to subject access and other rights requests without undue delay and in any event within one month of receipt. We may extend this period by a further two months where necessary, taking into account the complexity and number of requests, and we will inform you of any extension and the reasons for it within one month of receipt.

Where requests are manifestly unfounded or excessive, in particular because of their repetitive character, we may charge a reasonable fee or refuse to act on the request, in accordance with UK GDPR. If you are dissatisfied with our response, you may escalate the matter internally by writing again to about@vmotion.ltd marked for the attention of senior management, without prejudice to your right to complain to the ICO.

17. Children's Privacy

Our website and general marketing are directed at business clients and professional collaborators and are not intended for children under sixteen. We do not knowingly collect personal data from children through our website contact forms for marketing purposes.

Where a production involves child performers, we process personal data only as necessary for the production, with appropriate parental or guardian involvement, and in accordance with applicable employment and safeguarding law for child performers in England and Wales. Separate notices and consent mechanisms will be used for such productions as required.

18. Automated Decision-Making

We do not use personal data for solely automated decision-making that produces legal or similarly significant effects concerning individuals within the meaning of Article 22 UK GDPR. Website analytics, if enabled, may involve automated collection of technical data to generate aggregated reports, but such processing does not produce individual legal effects.

If we introduce automated decision-making that falls within Article 22 in the future, we will update this Policy and provide meaningful information about the logic involved, as well as the significance and envisaged consequences for data subjects, and we will implement suitable safeguards including the right to obtain human intervention.

19. Third-Party Websites and Services

Our website may contain links to third-party websites, social media platforms, or portfolio hosts that are not operated by VMOTION LTD. This Privacy Policy does not apply to those third parties. We encourage you to read the privacy notices of any third-party sites you visit. We are not responsible for the privacy practices of websites we do not control.

If you engage with us through a third-party platform, that platform's terms and privacy policy will also apply to your use of the platform itself. Personal data you choose to make public on social media may be visible to others according to your settings on that platform.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our processing activities. The updated version will be published on https://vmotion.ltd with a revised effective date. Material changes will be highlighted where practicable. Continued use of our website after publication of changes constitutes acknowledgement of the updated Policy, except where consent is required for a particular processing activity.

We encourage you to review this Policy periodically. If changes affect processing based on consent, we will seek fresh consent where required by law.

21. Complaints to the ICO

You have the right to lodge a complaint with the Information Commissioner's Office if you believe that our processing of your personal data infringes UK data protection law. The ICO can be contacted via the website ico.org.uk, by telephone on 0303 123 1113, or by post at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom.

We would appreciate the opportunity to address your concerns before you contact the ICO, so please consider writing to about@vmotion.ltd first. Doing so does not affect your right to complain to the ICO at any time.

22. Contact for Privacy Matters

For any questions about this Privacy Policy or our processing of personal data, please contact VMOTION LTD at about@vmotion.ltd, by telephone on +44 7911 543210, or by post at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Please include "Privacy" in the subject line of emails so that we can prioritise your request.

This Privacy Policy is issued by VMOTION LTD and is governed by the laws of England and Wales. Nothing in this Policy limits any mandatory rights you have under UK GDPR or the Data Protection Act 2018. Effective date: 17 July 2026. Last updated: 17 July 2026.

Thank you for trusting VMOTION LTD with your personal data. We take our responsibilities as a London creative production business seriously and remain available to discuss any privacy concern arising from your use of https://vmotion.ltd or your engagement with our video production, creative agency, and multimedia entertainment services.

23. Additional Detail on Production-Related Processing

When you commission a production, personal data may appear in rushes, edit timelines, captions, credits, behind-the-scenes materials, and delivery packages. We treat production materials as confidential commercial assets and limit access to personnel and processors with a legitimate need. Client-supplied assets may contain personal data relating to your employees, customers, or brand ambassadors; you warrant that you have a lawful basis to provide such data to us for the agreed production purposes.

Call sheets and production schedules may list names, mobile numbers, and arrival times. These documents are distributed on a restricted basis to crew and relevant suppliers. Recipients are instructed not to redistribute personal contact details beyond what is necessary for the shoot day. After wrap, we retain call sheets as part of the production file for operational and insurance purposes in line with our retention schedule.

Where we film in public spaces, incidental capture of bystanders may occur. We take reasonable steps to manage filming notices and, where appropriate, obtain releases. Incidental footage that is not featured prominently may be processed under legitimate interests for creating audiovisual works, balanced against the reasonable expectations of individuals in public places, subject always to applicable filming permissions and privacy considerations.

If a data subject objects to appearing in finished content prior to public release, we will consider the objection carefully, taking into account contractual delivery obligations, editorial feasibility, and the stage of post-production. We cannot guarantee removal after public distribution where lawful processing and contractual licences have already been exercised, but we will discuss practicable remedies in good faith.

Payment processing may involve sharing invoice contact names and email addresses with accounting platforms. Bank details supplied for supplier payments are used solely for remittance and are stored with access restricted to finance-authorised personnel. We never request payment card details by unsecured email as a preferred method; where cards are used through a payment provider, that provider's terms apply to cardholder data.

We may process personal data contained in music cue sheets, font licences, stock footage licences, and similar clearance documents. Such data is retained for the life of the relevant licence and for a reasonable period thereafter to evidence clearance. If you request erasure of personal data that is intertwined with clearance evidence we must retain for legal claims, we may restrict rather than erase where permitted by UK GDPR.

Our staff and contractors receive instructions on handling confidential client information. Breach of confidentiality may result in contractual remedies and, where applicable, disciplinary measures for employed staff. Processors are required to notify us of personal data breaches without undue delay so that we can meet our regulatory notification duties.

If you provide personal data about other people, for example nominating colleagues as project contacts or supplying talent shortlists, you must ensure that those individuals are aware of this Privacy Policy where practicable and that you are entitled to share their data with us. We may send a short privacy notice to new contacts when we first communicate with them about a project.