Effective date: 10^th February 2026
Last updated: 10^th February 2026

1. Who we are

Regen Media operates the website www.regenmedia.co.uk (the “Site”). We specialise in video production for the construction industry for clients who want to showcase high performance, low carbon buildings.

Contact us:

• Email: info@regenmedia.co.uk

If you have any questions about this policy, feel free to reach out—we’re happy to help.

2. What personal data we collect

Category	Examples	Why we need it
Identity data	Name, title, company name	To identify you as a client or contact and personalise communications.
Contact data	Email address, phone number, mailing address	To discuss project details, send invoices, deliver final media files, and provide updates.
Technical data	IP address, browser type, device, operating system, referral URL, cookies	To secure the Site, analyse traffic, improve performance, and prevent fraud.
Projectspecific data	Briefs, scripts, location details, talent releases, music licences, visual assets you provide	To plan, shoot, edit, and deliver your video project.
Marketing data (optional)	Preferences for newsletters, event invitations, casestudy participation	To keep you informed about our sustainable initiatives, new services, or industry insights—only if you optin.

We do not collect any sensitive categories of data (e.g., health, political opinions) unless you voluntarily provide them for a specific purpose (e.g., a testimonial). In such cases we treat them with the same level of care.

3. How we obtain your data

• Directly from you – via contact forms, email, phone calls, project briefs, contracts, or when you subscribe to our newsletter.
• Automatically – through cookies and server logs when you visit the Site.
• From third parties – only when you share a link to a cloud storage folder (e.g., Google Drive, Dropbox) or when a talent agency provides us with signed releases. We never purchase personal data.

4. Legal bases for processing (UKGDPR)

Purpose	Legal basis
Delivering videoproduction services & fulfilling contracts	Contractual necessity
Billing, invoicing, tax compliance	Legal obligation
Securing the Site and preventing fraud	Legitimate interests (balanced against your rights)
Sending marketing communications (when optedin)	Consent
Storing and managing project files	Contractual necessity
Responding to enquiries & providing support	Legitimate interests

If we rely on consent (e.g., newsletters), you can withdraw it at any time by clicking the “unsubscribe” link in any email or contacting us directly.

5. How we use your data

• Project execution – planning, shooting, editing, delivering final media, and archiving project assets.
• Communication – answering queries, sending invoices, confirming appointments, and providing status updates.
• Security – monitoring for unauthorised access, detecting bots, and protecting intellectual property.
• Legal compliance – tax reporting, recordkeeping, and responding to lawful requests (court orders, subpoenas).
• Marketing (optin only) – newsletters, blog posts, case studies, and invitations to sustainableindustry events.

We never sell your personal data to third parties.

6. Sharing your data

Recipient	Reason for sharing	Safeguards
Service providers (cloud storage, email platforms, accounting software)	To store files, send emails, process payments	Data Processing Agreements (DPAs) that require GDPRlevel protection
Subcontractors (freelance editors, sound designers)	To fulfil specific production tasks	Confidentiality agreements; only the minimum data needed is shared
Legal authorities	If required by law (e.g., tax investigations, court orders)	We disclose only what is legally required
Clients (when you authorise)	To obtain talent releases, location permissions, or coownership of footage	You control what is shared; we seek explicit consent

All recipients are contractually obliged to keep your data safe and use it only for the purposes we specify.

7. International transfers

Our primary hosting and processing partners are located in the European Economic Area (EEA). If a provider outside the EEA is used (e.g., a USbased cloud service), we ensure adequate safeguards such as Standard Contractual Clauses (SCCs) or an EUUS Data Privacy Framework certification.

8. Retention periods

• Projectrelated data – retained for 7 years after project completion (required for tax and legal records).
• Marketing contacts – kept until you unsubscribe or request deletion.
• Website analytics & logs – stored for 12 months (aggregated data may be kept longer for trend analysis).

We regularly review our records and securely delete data that is no longer needed.

9. Your rights under the UKGDPR

You have the following rights regarding your personal data, and we’ll act on a request without undue delay (normally within one month):

• Right to be informed – you already have this policy.
• Right of access – request a copy of the data we hold about you.
• Right to rectification – ask us to correct inaccurate or incomplete data.
• Right to erasure (“right to be forgotten”) – request deletion, subject to legal obligations.
• Right to restriction of processing – limit how we use your data temporarily.
• Right to data portability – receive your data in a structured, commonly used format.
• Right to object – object to processing for direct marketing or legitimateinterest grounds.

How to exercise these rights: Email info@regenmedia.co.uk with a clear description of the request. We may ask for proof of identity to protect your data.

10. Cookies & tracking technologies

• Essential cookies – enable basic Site functions (session ID, security).
• Analytics cookies (e.g., Google Analytics) – help us understand how visitors use the Site so we can improve it.
• Marketing cookies – only set when you optin to our newsletter.

You can manage or delete cookies through your browser settings at any time. Detailed instructions are available on the Cookie Policy page (link).

11. Security measures

We protect your data using:

• Encryption (TLS/SSL) for data in transit.
• Encrypted storage for files on our servers.
• Access controls – only authorised staff and contractors can view personal data, and they must use strong passwords and twofactor authentication.
• Regular audits and vulnerability scans.

While no system can be 100 % foolproof, we follow industrybest practices and continuously improve our security posture.

12. Children’s privacy

Our services are aimed at adults and organisations. We do not knowingly collect personal data from anyone under 13 years of age. If you believe a child has inadvertently provided personal data, please contact us and we will promptly delete it.

13. Changes to this Privacy Policy

We may update this policy to reflect legal changes, new services, or improvements in our data practices. When we do:

• The revised version will be posted on the Site with an updated “Last updated” date.
• Significant changes (e.g., new datasharing arrangements) will be communicated via email or a prominent Site notice.

Your continued use of the Site after such updates signifies acceptance of the new terms.

14. Contact us

If you have any questions, concerns, or wish to exercise any of your datasubject rights, please reach out:

Regen Media
Email: info@regenmedia.co.uk
Phone: 07780 747 356

We’ll respond as quickly as possible—usually within 5 business days.