Pictorial Vision respects your privacy and is committed to handling personal information carefully, fairly and transparently.

This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it, and the rights you have. It applies when you visit our website, contact us, enquire about a project, work with us, or sign up to receive updates from us.

1. Who we are

Pictorial Vision is a UK-based creative, marketing and visual content business based in Cheltenham.

For the purposes of UK data protection law, Pictorial Vision is responsible for the personal information collected through this website and through our own business activities.

Contact details:

Pictorial Vision
Email: contact@pictorialvision.co.uk
Location: Cheltenham, United Kingdom

2. What information we collect

Depending on how you use our website or work with us, we may collect:

• Your name

• Company name

• Email address

• Phone number

• Project details or enquiry information

• Messages, emails and other communications with us

• Information needed for quotes, proposals, invoices and project administration

• Files, references or materials you send to us for a project

• Website usage information, such as IP address, browser type, device information, pages viewed and cookie preferences

• Marketing preferences, if you choose to sign up for updates

We usually collect this information directly from you, for example when you complete a contact form, email us, enquire about a project, or work with us as a client or collaborator.

Please do not send sensitive personal information through our website forms unless it is genuinely necessary and agreed with us in advance.

3. How we use your information

We may use your personal information to:

• Respond to enquiries and messages

• Discuss potential projects

• Prepare quotes, proposals and project scopes

• Deliver creative, marketing, film, photography, website and related project work

• Communicate with clients, suppliers, collaborators and subcontractors

• Manage accounts, invoices, payments and business records

• Operate, maintain and improve our website

• Understand how visitors use our website

• Keep the website secure and prevent misuse or spam

• Send marketing updates where you have chosen to receive them

• Comply with legal, tax and accounting obligations

• Protect our legal rights where necessary

4. Lawful bases for using your information

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the situation, we may rely on:

Contract

We may use your information where it is needed to take steps before entering into a contract, or to deliver work you have asked us to provide.

Legitimate interests

We may use your information where it is necessary for running and improving Pictorial Vision in a way you would reasonably expect. This may include responding to enquiries, managing client relationships, keeping business records, improving the website and protecting the security of our services.

Consent

We may rely on consent where you have clearly chosen to opt in, such as signing up for marketing updates or accepting non-essential cookies. You can withdraw consent at any time.

Legal obligation

We may use your information where we need to comply with legal, tax, accounting or regulatory obligations.

5. Who we share your information with

We do not sell your personal information.

We may share information where necessary with trusted third parties who help us run the business or deliver work. This may include:

• Website hosting and technical support providers

• Email and office software providers

• Analytics, cookie or anti-spam tools

• Cloud storage and file-transfer platforms

• Project management or collaboration tools

• Payment, bookkeeping or accounting providers

• Freelancers, subcontractors or collaborators involved in a project

• Professional advisers such as accountants, insurers or legal advisers

• Regulators, public authorities or courts where required by law

We only share information where it is relevant and necessary.

6. Cookies and analytics

Our website may use cookies and similar technologies to help the site work, improve performance, remember preferences, understand website use and support security.

Some cookies are necessary for the website to function. Others, such as analytics or marketing cookies, may require your consent.

Where required, we will ask for your consent before using non-essential cookies. You can manage cookie preferences through the cookie banner or settings tool, where available.

7. Marketing communications

If you choose to sign up for updates, we may send occasional emails about our work, services, projects or news.

You can unsubscribe at any time by clicking the unsubscribe link in an email or by contacting us directly.

We will not send marketing emails unless we have a lawful basis to do so.

8. International transfers

Some service providers may store or process personal information outside the UK. Where this happens, we will only transfer personal information where UK data protection law allows it, such as where appropriate safeguards are in place or the destination is covered by UK adequacy regulations.

9. How long we keep your information

We only keep personal information for as long as necessary for the reason it was collected.

As a general guide:

• General enquiries that do not become projects may be kept for up to 12 months

• Quotes and proposals may be kept for up to 24 months

• Client and project records may be kept for up to 6 years after the project ends

• Invoices, payment and tax records are kept for as long as required by law

• Marketing records are kept until you unsubscribe or withdraw consent

• Cookie preferences are kept for the period set by the relevant cookie tool or browser setting

10. How we protect your information

We take reasonable steps to keep personal information secure. This may include using secure passwords, restricted access, trusted service providers, software updates, backups and sensible data handling practices.

No online system can be guaranteed to be completely secure, but we take appropriate steps to reduce risk.

11. Your rights

Under UK data protection law, you have rights over your personal information. These may include the right to:

• Be informed about how your information is used

• Request access to the information we hold about you

• Ask for inaccurate information to be corrected

• Ask for information to be deleted in certain situations

• Ask us to restrict how we use your information in certain situations

• Object to certain uses of your information

• Object to direct marketing at any time

• Withdraw consent where we rely on consent

• Ask for certain information in a portable format, where this right applies

Not all rights apply in every situation.

To exercise your rights, contact us using the details in this policy. We may need to confirm your identity before responding.

12. Complaints

If you have a concern about how your personal information has been handled, please contact us first and we will do our best to resolve it.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

ICO website: ico.org.uk
ICO helpline: 0303 123 1113
ICO address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

13. Third-party links

Our website may include links to other websites, platforms or services. Those websites have their own privacy practices and policies. Pictorial Vision is not responsible for the privacy practices of websites we do not control.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, providers or legal requirements. When we make changes, we will update the “last updated” date on this page.

15. Contact us

For questions about this Privacy Policy or how Pictorial Vision handles personal information, contact:

Pictorial Vision
Email: contact@pictorialvision.co.uk
Location: Cheltenham, United Kingdom