1. Who we are
Storyhaus Ltd is a private limited company registered in England and Wales under company number 16789889, with its registered office at Unit S The Wallows Industrial Estate, Fens Pool Avenue, Brierley Hill, England, DY5 1QA. In this policy, “Storyhaus”, “we”, “us” and “our” refer to Storyhaus Ltd.
This policy covers storyhaus.uk and the administration and marketing of our video production and related services. Privacy information about identifiable contributors and footage is addressed separately for the relevant production.
For the activities described in this policy where we decide why and how personal information is used, we are the data controller. You can contact us about your information or this policy at hello@storyhaus.uk, or write to our registered office marked “Privacy”.
Where we process footage or other information solely on a client’s instructions, that client is the controller and we act as its processor. Their privacy notice explains their use of the information. If you contact us about that processing, we will help direct your request to the appropriate organisation.
2. Information we collect
Depending on your relationship with us, we may collect:
- Contact and business details: your name, job title, organisation, email address, telephone number and business address.
- Enquiry and project information: messages, briefs, proposals, schedules, feedback, contracts and other information you provide while working with us.
- Payment and administration information: billing details, invoices, payment records and supplier payment details.
- Website information: IP address, browser and device information, server logs and, where enabled in accordance with your choices, information about how you use the website.
- Marketing preferences: subscriptions, consent records and requests not to receive marketing.
We only collect information relevant to the purpose. Please avoid sending sensitive personal information through general website enquiries.
3. How we collect information
We collect information directly when you contact us, complete a form, subscribe to updates, provide feedback, work with us or communicate with our team.
We may also receive information from clients arranging productions, colleagues introducing us, event organisers, professional contacts, publicly available business websites, professional networks and Apollo, a business-contact information provider.
Our website collects technical information through server logs and, where applicable, cookies and similar technologies. Where we obtain your information indirectly, we provide privacy information within the legally required timeframe, normally by our first contact and no later than one month, unless an applicable exception applies.
4. Why we use information and our lawful bases
| Purpose | Lawful basis |
|---|---|
| PurposeResponding to enquiries, discussing a brief and preparing proposals | Lawful basisTaking steps at your request before entering a contract with you; or legitimate interests in responding to business enquiries when you represent an organisation. |
| PurposeCoordinating projects, communicating with business contacts and managing feedback | Lawful basisContract where the individual is party to that contract; otherwise legitimate interests in delivering and administering client projects. |
| PurposeManaging client and supplier relationships, billing and payments | Lawful basisContract where applicable; legitimate interests in running our business; legal obligations for required accounting and tax records. |
| PurposeSending relevant marketing and maintaining contact preferences | Lawful basisConsent where required; otherwise legitimate interests in promoting relevant services, subject to applicable marketing rules and your right to object. |
| PurposeKeeping our website and systems secure, investigating complaints and protecting legal rights | Lawful basisLegitimate interests in protecting our business and users, and legal obligations where applicable. |
| PurposeOptional website analytics and tracking | Lawful basisConsent under our chosen approach to optional tracking, as described in our cookie information. |
Where we rely on legitimate interests, we consider the impact on you and balance our interests against your rights and reasonable expectations. Public availability alone does not give us unrestricted permission to use personal information.
If you do not provide information needed to arrange or deliver a service, we may be unable to proceed. We will explain when this applies. Marketing consent is optional.
5. Marketing
We use Apollo to source and manage business contacts and support relevant outreach, and Lemwarm to support email deliverability. We may send relevant updates about Storyhaus and our services where permitted by law.
For electronic marketing to individuals, sole traders and certain partnerships, we obtain consent unless all conditions of an applicable soft opt-in are met. For relevant marketing to corporate business addresses, we may rely on legitimate interests where appropriate.
You can opt out at any time using the unsubscribe link or by contacting hello@storyhaus.uk. We will stop using your personal information for direct marketing when you object. We may retain limited details on a suppression list so we can respect your choice.
Opting out of marketing does not prevent necessary communications about an existing project or contract.
6. Cookies and similar technologies
Our website uses cookies and similar technologies for essential functions, Google and Meta analytics or marketing tools, and embedded video content. The exact tools and their purposes are described in the cookie information available through our cookie banner.
Strictly necessary technologies support essential website functions. Under our approach, optional analytics, advertising and other non-essential tracking are only enabled after you consent. You can reject optional tracking and change your choices through the website’s cookie settings control.
The detailed cookie information provided through our cookie banner explains the technologies used, their providers, purposes and lifetimes, including any third-party video embeds. Browser controls can also be used to manage cookies, although disabling essential cookies may affect website functions.
7. Who we share information with
We share information only where needed for the purposes described, including with:
- Authorised team members, production crew, editors and specialist contractors involved in a project.
- Clients commissioning the work and agreed recipients of project files.
- Google, for Gmail communications and Google Drive storage.
- Adobe/Frame.io, for project review, feedback and file sharing.
- Apollo and Lemwarm, for business outreach and email deliverability.
- Hosting, website analytics, advertising and embedded video providers, including Google and Meta, in accordance with applicable cookie choices.
- Other administrative service providers where necessary to operate our business.
- Professional advisers, insurers, regulators or authorities where necessary or legally required.
- Prospective purchasers and advisers in a business sale or restructuring, subject to appropriate confidentiality and data protection safeguards.
Where a supplier processes information on our behalf, we require appropriate contractual protections and limit its use to authorised purposes.
We do not sell personal information.
8. International transfers
Our team and contractors access information from the UK. However, the technology providers we use may store or process information outside the UK, so UK-based team access does not mean all information remains in the UK.
Where a transfer is restricted under UK data protection law, we use an appropriate lawful mechanism, such as applicable UK adequacy regulations or the UK International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses, together with any required assessment and additional safeguards.
Contact hello@storyhaus.uk for details of relevant transfers and a copy of applicable safeguards, subject to necessary redactions.
9. How long we keep information
We keep information only for as long as needed for its purpose, taking account of contractual commitments, legal requirements, disputes and your rights.
We determine retention using the following criteria:
- Enquiries: whether the enquiry is still active, whether follow-up has been requested or is reasonably expected, and whether a record is needed to resolve an outstanding issue.
- Client and supplier records: the duration of the relationship, outstanding work and payments, relevant contractual obligations, applicable tax and accounting requirements, and the period in which related legal claims may arise.
- Marketing contacts: whether the person’s role and organisation remain relevant to our services, the age and accuracy of the information, recent engagement and any objection or withdrawal of consent. We remove contacts from active marketing when they opt out.
- Suppression records: we retain only the details needed to recognise an opt-out and avoid contacting that person again while our marketing activities continue.
- Website logs and analytics: the period necessary to investigate security incidents, maintain website reliability or analyse usage for the stated purpose. Retention depends on the relevant tool and its configured settings; cookie lifetimes are explained in our cookie information.
Information needed for a legal obligation or an actual or anticipated dispute may be retained longer. When information is no longer needed, we delete or anonymise it. Deletion from backups follows the relevant backup system’s lifecycle; information awaiting deletion is restricted from ordinary use.
10. Keeping information secure
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure. Access is limited to people who need it for their work and are subject to appropriate confidentiality obligations. No method of storage or transmission can be guaranteed completely secure.
11. Your rights
Depending on the circumstances, you have rights to access your personal information, correct inaccuracies, request erasure, restrict processing, receive or transfer certain information, and object to processing based on legitimate interests.
You have an absolute right to object to the use of your personal information for direct marketing. Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of earlier processing.
Contact hello@storyhaus.uk or write to us to exercise your rights. Requests do not have to use particular wording or be in writing. We normally respond within one calendar month. Where the law permits additional time, clarification or identity checks, we will explain this. We only request identity information where necessary and proportionate. Requests are normally free of charge.
Some rights have exceptions. If we cannot fulfil a request, we will explain why and how you can complain.
We do not make solely automated decisions about you that have legal or similarly significant effects.
12. Complaints
If you are concerned about how we handle your information, contact hello@storyhaus.uk so we can investigate and respond.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint. You do not have to contact us first.
13. Other websites and changes to this policy
External websites and services have their own privacy notices. Please read them when following links or using third-party services.
We may update this policy as our activities or legal obligations change. We will update the date above and draw significant changes to your attention where appropriate. If a new use requires your consent, we will ask for it separately.