PRIVACY POLICY
Last updated: 22 September 2026
Privacy Policy
Wildwood Media Limited (“Wildwood Media”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we may collect, why we use it, how long we may keep it, who we may share it with and the rights you have in relation to your information.
Wildwood Media Limited is registered in England and Wales under company number 09161656.
Registered office:
Wildwood Media Limited
Crowe, 2nd Floor, Medway Bridge House
1–8 Fairmeadow
Maidstone
Kent
England
ME14 1JP
For privacy enquiries, please contact:
Information We May Collect
We may collect personal information when you contact Wildwood Media, request a quotation, book a meeting, become a client or supplier, participate in one of our productions or otherwise interact with us.
This may include your name, organisation, job title, telephone number, email address, postal address, correspondence with us, project information, quotation or contract information and billing or transaction details.
When you use our website, technical information may also be collected, such as information about your browser, device, IP address and how the website is used. Further information about this is provided in our Cookie Policy.
For film and photography projects, personal information may also include a contributor’s name, job role, image, voice, interview material and relevant production or release information.
We do not ask website visitors to provide sensitive personal information unless it is genuinely necessary. Where a production involves sensitive subjects, healthcare, children or vulnerable contributors, appropriate arrangements are agreed with the commissioning organisation as part of the production process.
Why We Use Personal Information
We use personal information where necessary to respond to enquiries, prepare quotations, provide our services, manage projects, communicate with clients and suppliers, arrange filming and photography, manage contracts and invoices, maintain business records and operate the Wildwood Media website.
Depending on the circumstances, our lawful basis may be that the processing is necessary to take steps at your request before entering into a contract, to perform a contract, to meet a legal obligation, for our legitimate business interests or because you have given consent.
Where we rely on legitimate interests, we consider whether those interests are proportionate and whether they could unfairly affect your rights.
Where consent is relied upon, you may withdraw that consent at any time.
Film and Photography Productions
Wildwood Media produces video and photography for organisations including businesses, healthcare organisations, schools, charities and public-sector clients.
For some commissioned productions, the organisation commissioning Wildwood Media may determine why and how personal information relating to contributors is used. In these circumstances, that organisation may be the data controller and Wildwood Media may process information on its behalf.
In other circumstances, Wildwood Media may act as a controller in its own right.
The respective responsibilities will depend on the particular production, the individuals involved and how the finished material will be used.
Where a project involves children, patients, vulnerable individuals or sensitive information, permissions and data-protection responsibilities should be agreed with the commissioning organisation before production.
Enquiries and Project Communications
If you contact us by telephone, email, website enquiry or another communication method, we will use the information you provide to respond to your enquiry and, where appropriate, prepare a quotation or discuss a potential project.
You do not need to agree to marketing communications simply to ask us for a quotation or use our services.
Meeting Bookings
Wildwood Media currently provides links to third-party meeting-booking services such as Calendly.
If you choose to book a meeting using a third-party service, information you provide may also be processed by that provider in accordance with its own privacy terms.
Marketing Communications
We may contact existing or prospective business customers about Wildwood Media services where permitted by law and where we believe the communication is relevant.
Where consent is required, we will obtain it.
You may ask us to stop sending marketing communications at any time by using any unsubscribe facility provided or contacting us directly.
We will not sell your personal information to advertisers or unrelated third parties.
Who We May Share Information With
We may share personal information with trusted service providers where this is necessary to operate our business or provide a project.
This can include website and hosting providers, email and IT providers, accountants, professional advisers, freelance production crew, subcontractors, post-production suppliers, cloud-storage providers and other suppliers involved in delivering an agreed service.
Where appropriate, we may also share information with the organisation commissioning a production or with authorities where disclosure is required by law.
We only share information where there is an appropriate reason to do so.
International Data Transfers
Some technology and cloud-service providers used by Wildwood Media may process information outside the United Kingdom.
Where personal data is transferred internationally, we take reasonable steps to ensure that appropriate legal safeguards are in place as required by UK data-protection law.
How Long We Keep Information
We do not keep personal information for longer than reasonably necessary.
General enquiries that do not become client projects may normally be retained for up to two years after the most recent meaningful contact.
Client, supplier, contractual and financial records may be retained for longer where necessary for accounting, tax, contractual, insurance or legal purposes.
Production footage, photographs and project files may be retained in accordance with the relevant project agreement, client requirements and Wildwood Media’s production and archive arrangements.
Marketing information may be retained until you unsubscribe or we determine that it is no longer relevant.
Retention periods may vary where there is a legal, contractual or legitimate reason to keep information for longer.
How We Protect Your Information
Wildwood Media takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to people who reasonably need it to carry out their work.
No internet or electronic-storage system can be guaranteed to be completely secure, but we take appropriate steps to reduce risk.
Your Data Protection Rights
Depending on the circumstances, UK data-protection law may give you rights to request access to your personal information, correct inaccurate information, request deletion, restrict processing, object to certain processing and request transfer of information in certain circumstances.
Where processing is based on consent, you can withdraw that consent.
You also have an absolute right to object to the use of your personal information for direct marketing.
To exercise a privacy right, contact chris@wildwoodmedia.co.uk
We may need to verify your identity before responding to a request.
Complaints
If you are concerned about how Wildwood Media has used your personal information, please contact us first so we can investigate.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection.
Third-Party Websites
Our website may contain links to websites operated by other organisations, including social media platforms, booking services and partner websites.
Wildwood Media is not responsible for the privacy practices of websites operated independently by third parties. You should review their privacy information when using those services.
Changes to This Privacy Policy
We may update this Privacy Policy when our services, website or legal obligations change.
The latest version will always be published on this page with the date of the most recent update.
Contact Wildwood Media
For questions about this Privacy Policy or the way Wildwood Media uses personal information, contact:
Wildwood Media Limited
Crowe, 2nd Floor, Medway Bridge House
1–8 Fairmeadow
Maidstone
Kent
England
ME14 1JP
Email: chris@wildwoodmedia.co.uk
Telephone: 01622 200567