Privacy Policy
Last updated: 18 October 2026
This policy explains how Nice to Film You handles personal information when you visit our website, contact us, book our services or appear in photographs or footage we produce.
1. Who we are
Nice to Film You is a trading name of AVP Services Ltd, registered in England and Wales under company number 11558422.
Our registered office is 26 Clovelly Road, Liverpool L4 2SB. Our business office is at Level One, Basecamp Liverpool, 49 Jamaica Street, Liverpool L1 0AH.
For questions about your information, contact office@nicetofilmyou.co.uk or call 0151 66 207 66.
We are responsible for information we use to manage enquiries, bookings, accounts and our own business activities.
For commissioned productions, our responsibilities depend on the project. Where we handle personal information on a client’s behalf and under their instructions, we act as their data processor. Where we decide why information is used, we act as a data controller. We agree any necessary project-specific arrangements with the client.
2. Information we handle
Depending on your contact with us, we may handle:
• your name, business email address, telephone number and organisation;
• project enquiries, briefs, schedules, locations and correspondence;
• quotes, invoices, purchase orders and payment records;
• photographs, video recordings and audio recordings of identifiable people;
• names and job titles supplied for interviews or captions;
• business contact and payment information relating to suppliers or crew; and
• technical information generated when you use our website, depending on the services and cookie settings in operation.
Information may come directly from you, from the organisation commissioning a project, or from people helping to organise it. Photographs and recordings are captured during the production itself.
We ask clients to avoid supplying personal information that is unnecessary for the project.
3. Why we use information
We use personal information only where we have an appropriate lawful basis.
Enquiries and business contacts: We use contact details and correspondence to answer questions, prepare quotes and manage business relationships. Our usual basis is our legitimate interest in responding to enquiries and providing our services.
Bookings and production: Where an individual is personally entering into a contract with us, we use information as necessary to arrange and perform that contract. For contacts acting on behalf of a business or organisation, we generally rely on our legitimate interests in managing and delivering the commissioned work.
Where we process information solely on a client’s behalf, we follow the agreed instructions and data-protection arrangements.
Accounts and payments: We use billing information to issue invoices, administer payments and meet our accounting and legal obligations.
Portfolio and promotional use: Any use of identifiable people in our own portfolio or promotional material is considered separately from delivering the client’s project. We assess the appropriate lawful basis, necessary permissions, confidentiality and the rights of the people concerned.
Legal and business protection: We may retain or use relevant information to comply with the law, resolve disputes or establish, exercise or defend legal claims.
If a project involves information about health, beliefs or other specially protected matters, we assess the additional legal requirements and agree suitable arrangements before undertaking that processing.
4. People appearing in our work
For events, interviews and other commissioned productions, we agree with the client who will provide filming notices and arrange participant permissions or releases where needed.
These arrangements take account of the location, intended use and any children or vulnerable participants involved. Each party remains responsible for its own legal obligations.
We supply the agreed photographs and footage to our client. The client is responsible for its subsequent use of that material and for explaining that use through its own privacy information.
If you have a concern about material showing you, please contact us. We will assess your request and explain the action we can or must take. Where the material is controlled by our client, we will help direct you to the appropriate contact.
5. Storage and delivery
We keep enquiry correspondence and business contact information in our email system. We use FreshBooks for quotes, invoices and related booking records.
Production files—including photographs, video, audio and editing projects—are stored on our hard drives.
We deliver files by email, WeTransfer or a cloud-based system supplied or specified by the client.
Our email provider, FreshBooks and any transfer service used process information as necessary to operate their services. Information uploaded to a client’s system is also subject to the client’s access and retention arrangements.
We do not sell personal information or provide it to other businesses for their own marketing.
We may disclose relevant information where legally required or where necessary to establish, exercise or defend legal claims.
6. International processing
Some email, accounting and file-transfer services may process information outside the UK.
Where we are responsible for a restricted international transfer, we must ensure that an appropriate legal transfer arrangement is in place. Depending on the provider and destination, this may involve UK adequacy regulations or approved contractual safeguards.
You can contact us for information about the providers and transfer arrangements relevant to your project.
7. How long we keep information
Production files: We retain raw footage, audio, editing projects, final films and photographs for three months after final delivery. After that period, we may delete them without further notice.
We do not maintain an indefinite client production archive. Clients should download, check and securely back up their delivered files.
Unsuccessful enquiries: We normally retain enquiries that do not lead to a booking for up to 12 months after our last contact.
Accounting records: Relevant invoices, payment records and supporting accounting documents are normally retained for six years from the end of the financial year they relate to, or longer where legally required.
Other correspondence: We retain business correspondence only for as long as reasonably necessary to manage the relationship, resolve outstanding matters and meet applicable legal requirements.
A specific legal obligation or dispute may require us to retain relevant information longer. Where we process information under a client’s instructions, any different retention arrangements must be agreed in writing.
8. Security
We are responsible for taking appropriate technical and organisational measures to protect personal information against unauthorised access, loss or misuse.
Access should be limited to people who need the information for the agreed work. We also consider the suitability of the storage and transfer methods used for each project.
No storage or transmission method can guarantee complete security. If a personal-data breach occurs, we assess it and notify the regulator and affected individuals where required by law.
9. Website cookies and external services
Our website is hosted on Wix and uses Wix website features, video players and galleries, and an embedded Google Map. Google Tag and Google Tag Manager are connected to the site to support website measurement and the management of tracking tags. These services may process technical information such as your IP address, device and browser details, and interactions with the site.
Where consent is required, it must be obtained before the relevant technology is used. Any reliance on an exception must meet the applicable legal conditions.
Information about the technologies actually in use, their purposes and available controls is provided through the website’s cookie information and settings.
External websites and services linked from our website have their own privacy policies.
10. Your rights
Depending on the circumstances, you may have the right to:
• access your personal information;
• correct inaccurate or incomplete information;
• request deletion;
• restrict its use;
• object to processing based on legitimate interests;
• receive certain information in a portable format; and
• withdraw consent where processing relies on consent.
These rights are subject to legal conditions and exceptions. Withdrawing consent does not affect processing that was lawful before withdrawal.
To make a request, email office@nicetofilmyou.co.uk. We normally respond within one month. If a lawful extension or clarification is needed, we will explain this. Requests are normally handled without charge.
Where we hold information solely on a client’s behalf, we may need to refer the request to that client and assist them in responding.
11. Complaints
If you are concerned about how we handle your information, contact office@nicetofilmyou.co.uk or call 0151 66 207 66.
We will acknowledge your complaint within 30 days, investigate without undue delay and explain the outcome.
You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator. Visit ico.org.uk for its current contact details and complaint process.
12. Changes to this policy
We may update this policy when our practices or applicable requirements change. The latest version will appear on this page with its update date.