Privacy Policy

Who we are

Square Two Media provides video production services from Sheffield, working across South Yorkshire and the UK when the brief fits. Our services include brand and campaign films, event filming, interviews and testimonials, social video packages, documentary-style stories and photography add-ons.

For privacy questions, contact us at Admin@SquareTwoMedia.co.uk.

Last updated: 7 July 2026.

Information we collect

When you enquire through the website, we may collect your name, email address, phone number, company or organisation, project location, date or timeframe, rough budget range, service needed, referral source and anything you choose to write in the message box.

If a project goes ahead, we may also hold project briefs, call notes, contracts, invoices, payment records, production schedules, delivery notes, footage, photographs, contributor details and permissions or release information where needed.

The website may also collect basic technical information such as pages visited, device type, approximate location, browser type and cookie preferences through Squarespace, analytics or similar site tools.

How we use it

To respond to enquiries and project questions.
To prepare quotes, proposals and production plans.
To arrange calls, shoots, edits, approvals and delivery.
To create and deliver video, photography and supporting content.
To keep accounting, tax, insurance and contract records.
To improve the website, understand what people are looking for and keep the site secure.
To send service updates or project-related messages. We only send marketing where the law allows it and you can opt out.

Our lawful basis

We use different lawful bases depending on the situation.

Contract or steps before a contract: when we respond to enquiries, quote, book and deliver work.
Legitimate interests: when we run the website, manage client relationships, keep business records, improve services and showcase suitable work.
Legal obligation: when we keep accounting, tax and compliance records.
Consent: where we rely on consent for optional marketing, non-essential cookies or specific uses of contributor material.

Where we rely on legitimate interests, we consider the impact on the people involved and keep the use proportionate.

Who we share it with

We do not sell personal information. We only share it where needed to run the website, respond to enquiries, deliver work or meet legal obligations.

Squarespace, which hosts and powers the website.
FormSubmit, which processes website form submissions and sends them to our inbox.
Email, cloud storage, project management, file transfer and backup providers.
Freelance crew, editors, photographers or production partners where a project requires them.
Accountants, bookkeepers, insurers, legal advisers or payment/accounting providers.
Authorities, regulators or courts if we are legally required to do so.

Some providers may process information outside the UK. Where that happens, we expect appropriate safeguards such as UK adequacy arrangements, standard contractual clauses or equivalent protections to be used.

Footage, images and portfolio use

Video and photography can include identifiable people. For client projects, usage, approvals, privacy-sensitive material and any restrictions should be agreed in the project brief, contract or contributor arrangements.

We may use selected finished work, stills or behind-the-scenes material in our portfolio, website, proposals and social channels where it is appropriate and not restricted by agreement. If a project is confidential or sensitive, tell us before work starts so we can agree clear boundaries.

How long we keep it

We keep personal information only for as long as it is useful, required or reasonably necessary.

Enquiries that do not become projects: usually up to 24 months.
Client, contract, invoice and accounting records: usually up to 7 years.
Project files, footage and finished media: as agreed for the project, or as long as needed for delivery, backup, portfolio archive or legitimate business records.
Marketing preferences: until you unsubscribe, withdraw consent or ask us to update them.

These periods may change if a dispute, legal duty or insurance matter means we need to keep information for longer.

Your rights

Depending on the situation, you may have the right to ask for a copy of your personal data, correct it, delete it, restrict how it is used, object to certain uses, receive it in a portable format or withdraw consent.

To use these rights, email Admin@SquareTwoMedia.co.uk. You also have the right to complain to the Information Commissioner's Office at ico.org.uk if you are unhappy with how your information has been handled.

Security

We use practical security measures to protect personal information, including reputable website, email and storage providers, limited access and sensible project handling. No website or online transfer is completely risk free, but we work to keep information protected and proportionate to the type of project.