Privacy Policy

For the purposes of data protection legislation, we act as the data controller for the personal information described in this policy, except where we process information on behalf of a client under separate arrangements.

Contact details

Business name: Creative Serve

Email: hello@creativeserve.co.uk

Website: https://www.creativeserve.co.uk

If you have any questions about this policy or how your personal information is handled, please contact us using the details above.

Depending on how you interact with Creative Serve, we may collect the following information:

Contact and enquiry information

• Name, email address and telephone number.

• Business name, job title and professional contact details.

• Information you provide when contacting us through our website, email or other communication channels.

• Details of your enquiry, requirements and preferences.

Client and transaction information

• Billing and invoicing details, including relevant business or billing addresses.

• Records of bookings, contracts, payments, correspondence and services provided.

• Content briefs, project requirements, schedules and other information necessary to deliver our services.

Photography and video content

• Photographs, video recordings and audio recordings created during commissioned projects or events.

• Names, captions or other information associated with identifiable individuals in that content, where relevant.

• Consent records, permissions and instructions relating to the capture, editing, storage and use of content.

Website and technical information

When you visit our website, certain information may be collected automatically, depending on the website features and technologies in use. This may include your IP address, browser type, device information, pages visited, and information about how you interact with the website.

We may collect personal information:

• Directly from you when you contact us, request a quote, make a booking or enter into an agreement.

• Through our website contact forms and other website features.

• During the delivery of photography, videography and content creation services.

• From a business, club, coach, event organiser or other client who arranges a commission involving you.

• Through correspondence, invoices and other business records.

• Automatically through cookies and similar technologies used on our website, where applicable.

If a client provides personal information about another individual, we expect the client to have an appropriate basis for sharing that information with us.

We use personal information only where we have an appropriate lawful basis and for legitimate business purposes, including:

Responding to enquiries and providing services

To respond to enquiries, prepare quotations, manage bookings, plan shoots, deliver photographs and videos, communicate with clients and fulfil contractual obligations.

Managing our business

To issue invoices, process or record payments, maintain business records, manage disputes and comply with legal and accounting requirements.

Creating and delivering content

To capture, edit, organise, store and deliver photographs, videos and other commissioned content in accordance with the agreed project scope and permissions.

Marketing and portfolio development

We may use selected photographs, videos or project examples to showcase our work on our website, social media channels, portfolio or other promotional materials only where we have an appropriate lawful basis and any necessary permissions.

Where consent is the appropriate lawful basis, we will obtain it before the relevant use and explain how it can be withdrawn.

Operating and improving our website

To maintain website security, understand website performance and improve the visitor experience, where applicable and permitted.

Complying with legal obligations

To comply with applicable laws, respond to lawful requests and establish, exercise or defend legal claims.

Under applicable data protection law, we rely on one or more of the following lawful bases, depending on the circumstances:

• Contract: Where processing is necessary to enter into or perform a contract with you.

• Legitimate interests: Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing client relationships, maintaining business records and protecting our business.

• Legal obligation: Where processing is necessary to comply with legal requirements, including applicable financial and accounting obligations.

• Consent: Where you have given valid consent for a specific purpose, such as certain promotional uses of identifiable images or the use of non-essential cookies where required.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Photography and video are central to the services provided by Creative Serve. Our work may involve capturing identifiable individuals at sporting activities, coaching sessions, events, commercial shoots and other commissioned projects.

Where appropriate, we will agree with the client how images and recordings may be captured, delivered, stored and used.

Clients arranging photography or filming involving participants, particularly children, are responsible for coordinating any necessary permissions and informing participants or their parents or guardians about the arrangements. We will work with clients on agreed consent and safeguarding procedures where appropriate.

The precise legal basis for capturing and using images will depend on the circumstances. Permission to attend or be photographed does not automatically authorise every subsequent use of an image.

We will not assume that a client’s permission to use content for their own marketing automatically permits Creative Serve to use that content for our own portfolio or promotional purposes.

If you have concerns about an image or video in which you appear, please contact us at hello@creativeserve.co.uk.

We do not sell your personal information.

We may share personal information with trusted third parties where necessary to operate our business and provide our services, including:

• Squarespace: Our website hosting and website platform provider, which may process personal information in connection with website hosting, contact forms, analytics and other website features.

• 123 Reg: Our domain and business email service provider.

• Payment providers and financial institutions: Where needed to process or verify payments.

• Accounting, legal or professional advisers: Where necessary for business administration, compliance or the resolution of disputes.

• Clients and authorised project partners: Where necessary to deliver commissioned content or fulfil agreed project requirements.

• Authorities or regulators: Where disclosure is required by law or is otherwise lawfully necessary.

We may also share information where necessary to establish, exercise or defend legal claims.

Third-party providers may process personal information under their own privacy policies and contractual arrangements. We take reasonable steps to use appropriate providers and safeguards.

Some of our service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable data protection legislation. This may include relying on an adequacy decision or implementing appropriate safeguards where required.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including meeting legal, accounting and reporting obligations.

Our retention periods depend on the type of information and the circumstances:

• Enquiries: We retain enquiry records for a reasonable period to respond, follow up and maintain relevant business records.

• Client and financial records: We retain contracts, invoices and related financial records for the period required by applicable law and legitimate business needs.

• Photographs and video files: We retain commissioned content according to the project agreement, our operational requirements and any applicable permissions. We may retain delivered content or selected portfolio material for longer where there is an appropriate basis to do so.

• Consent and permission records: We retain these for as long as reasonably necessary to demonstrate the permissions or instructions applicable to the relevant content.

• Website information: Retention depends on the type of data, the website features in use and applicable requirements.

When personal information is no longer needed, we will take reasonable steps to delete it or anonymise it securely, unless we are legally required or otherwise lawfully entitled to retain it.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

These measures may include access controls, password protection, secure service providers and limiting access to information to those who need it for legitimate business purposes.

No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

Our website may use cookies and similar technologies to support essential website functions, remember preferences and, where enabled, analyse website traffic or measure performance.

Some cookies are necessary for the website to operate. Non-essential cookies, including analytics or advertising cookies where used, will be managed in accordance with applicable consent requirements.

You can manage your cookie preferences through the cookie banner or settings available on our website, where provided. You can also manage cookies through your browser settings, although disabling certain cookies may affect website functionality.

The specific cookies used will depend on the website configuration, Squarespace features and any third-party integrations we enable.

Under applicable data protection law, you may have the right to:

• Access the personal information we hold about you.

• Rectify inaccurate or incomplete personal information.

• Erase personal information in certain circumstances.

• Restrict the processing of your personal information in certain circumstances.

• Object to processing based on legitimate interests and to certain forms of direct marketing.

• Data portability, where the relevant legal conditions are met.

• Withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exemptions. For example, we may need to retain certain financial records even if you request their deletion.

To exercise your rights, contact hello@creativeserve.co.uk. We may need to verify your identity before responding.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.

ICO website: https://ico.org.uk/

Our services may involve photographing or filming children during sporting activities, coaching sessions and events.

Where children are involved, we will take appropriate care when handling their personal information and will work with the commissioning client or event organiser to establish suitable arrangements for permissions, communication and content use.

We do not knowingly use identifiable images of children for our own promotional purposes without an appropriate lawful basis and any necessary permissions.

Parents, guardians or other individuals with relevant concerns may contact us at hello@creativeserve.co.uk.

Our website may contain links to third-party websites or platforms, including social media services.

We are not responsible for the privacy practices, security or content of external websites. We encourage you to read their privacy policies before providing personal information to them.

We may update this Privacy Policy from time to time to reflect changes in our business, website, services or legal obligations.

The latest version will be published on our website, with the date of the most recent update shown at the top.

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about the use of your personal information, please contact:

Creative Serve

Email: hello@creativeserve.co.uk

Website: https://www.creativeserve.co.uk