Privacy Policy

Last updated: 11 May 2026

Who We Are

This privacy policy explains how Talking Fly Wedding Films and Talking Fly Ltd collect, use and protect your personal information when you use our website, enquire about our services, book a wedding or commercial project, or communicate with us.

Website: www.talkingfly.co.uk
Contact: [email protected] | 07587 410934
Location: Minster-on-Sea, Kent, UK

What Information We Collect

We may collect and process information you provide directly, information created while delivering our services, and limited technical information from the website. This may include:

• Your name, email address, phone number and contact preferences
• Wedding, event or project details, including date, venue, timings, supplier details and creative preferences
• Information submitted through enquiry forms, quote forms, questionnaires, emails, calls or messages
• Booking, invoice, payment status and contract-related records
• Images, video, audio and project materials where these are part of the service we provide
• Website usage information such as cookies, analytics data, device/browser details and approximate location

How We Use Your Information

We use your information to:

• Respond to enquiries and provide quotes
• Manage bookings, contracts, invoices and client communication
• Plan, film, edit and deliver wedding films, commercial videos and related services
• Organise project details, questionnaires, timelines, venues, suppliers and delivery deadlines
• Improve our website, services, client experience and internal workflows
• Send relevant service messages, reminders and follow-ups
• Meet legal, tax, accounting and business record-keeping obligations

We do not sell your personal information.

Our Lawful Bases for Processing

Under UK data protection law, we rely on one or more lawful bases depending on the situation:

• Contract: to provide quotes, manage bookings and deliver the services you request
• Legitimate interests: to run, organise and improve our business, respond to enquiries and keep appropriate records
• Legal obligation: for accounting, tax and compliance records
• Consent: where required, such as certain cookies, marketing preferences or optional uses of content

AI-Assisted Admin and Internal Systems

We may use secure internal systems and AI-assisted tools to help manage business administration. This can include organising enquiries, summarising information, preparing draft replies, tracking wedding or project progress, processing questionnaire details, checking dates and deadlines, and improving internal workflow.

These tools are used to support human decision-making and administration. We do not use AI to make legal, financial or similarly significant automated decisions about you. Replies, quotes, bookings and client decisions remain under human control.

Where AI-assisted tools are used, we aim to limit the information processed to what is relevant for the task, keep access restricted, and avoid entering unnecessary sensitive information.

Who We Share Information With

We only share information where needed to run the business, deliver our services, or meet legal obligations. This may include:

• Trusted second shooters, editors, assistants or contractors involved in delivering your project
• Website, hosting, email, storage, CRM, automation, accounting and payment providers
• Professional advisers, insurers, accountants or legal advisers where necessary
• Authorities or regulators where required by law

Where we use service providers, they are expected to handle information securely and only for the relevant business purpose.

How We Store and Protect Your Data

We take reasonable steps to protect your information, including using secure accounts, restricted access, backups and appropriate technical safeguards. Access to client and enquiry information is limited to those who need it for business or service delivery.

How Long We Keep Your Information

We keep personal information only for as long as necessary for the purpose it was collected, including service delivery, client support, business records, accounting, tax, legal or dispute-resolution purposes.

Wedding and project records may be kept for a reasonable period so we can manage edits, re-deliver files, respond to client requests and maintain accurate business history. Accounting and tax records are usually kept for at least six years.

Cookies and Website Analytics

Our website may use cookies and analytics tools to understand how visitors use the site, improve performance and support enquiry tracking. Where required, non-essential cookies are only used with your consent. You can adjust your browser settings or cookie preferences at any time.

International Processing

Some software, cloud, email, analytics, automation or AI-assisted service providers may process data outside the UK. Where this happens, we aim to use providers with appropriate safeguards in place, such as recognised transfer mechanisms, contractual protections or equivalent security commitments.

Your Rights

You have rights under UK data protection law, including the right to:

• Request access to the personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete information where appropriate
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Request a copy of your data in a portable format where applicable

To exercise your rights, contact Ryan at [email protected].

If you are unhappy with how we handle your information, you can contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

Changes to This Policy

We may update this policy from time to time. The latest version will always be available on this page.