Privacy Notice

This notice explains how Kapture handles information received through wekapture.co.uk, email and telephone enquiries, and the administration of work that follows an enquiry. It also explains the website services described in our Cookie Information.

Who is responsible for your information?

Kapture Productions Ltd, trading as Kapture, is responsible for the personal information covered by this notice. Our company number is 13852184. Our registered office is Unit 10, Riverside Industrial Park, Moody Lane, Grimsby, England, DN31 2AN.

For privacy questions or requests, email hello@wekapture.co.uk, call 020 3925 2404, or write to our registered office.

Information you give us

When you use our enquiry form, we collect your name, email address and event brief. You may also provide your company or organisation, telephone number, event type and venue or location. We record when the enquiry was submitted and the acknowledgement given on the form.

We also receive information you send by email or provide over the telephone. If an enquiry becomes a booking, we may need further contact, scheduling, invoicing and project information to organise the work. Please avoid including sensitive personal information or unnecessary information about other people in an initial enquiry.

You do not have to submit an enquiry. If you choose to use the form, your name, a valid email address and a brief are needed so we can understand and answer it. Providing a telephone number and company details is optional.

How and why we use information

Responding to enquiries and preparing quotations: we use the information you provide to understand the brief, contact you and discuss a suitable production approach. Where you are asking about a contract with us personally, this can be necessary to take steps at your request before entering a contract. When you contact us for an organisation, our legitimate interest is handling business enquiries and communicating with the people involved.

Organising booked work: we use relevant information to carry out the agreed services and communicate with clients and their representatives. The applicable basis is performing our contract, or our legitimate interest in delivering a contract with the organisation you represent.

Business records and security: we use relevant records to meet applicable legal duties and, where appropriate, our legitimate interests in keeping the website secure, preventing spam, maintaining business records and dealing with questions or claims.

Website enquiry details are used for enquiry replies and booked work. We do not use them to add you to promotional mailing lists. Any future optional marketing would need to be explained separately.

Where enquiry information goes

The website saves enquiry records privately in WordPress, sends an email notification to Kapture, and passes the enquiry to our KaptureHub CRM for follow-up. Access is intended for authorised people who need the information to handle the enquiry or project.

Service providers supporting these activities include 123 Reg for website hosting (see its Data Processing Addendum), our website maintenance providers, Google Workspace for business email, and Vercel for the KaptureHub application. Relevant project information may also need to be shared with crew, suppliers or professional advisers when necessary for the work or an applicable legal duty.

Website analytics, fonts and external links

If you accept optional analytics, the website loads a Google tag through Site Kit by Google for website measurement. We rely on your consent for this optional measurement. Analytics can process technical and usage information, including browser or device information, pages viewed, referral information and identifiers. You can change or withdraw your choice through Cookie settings in the footer. The Cookie Information explains the setup and controls.

The optional Analytics account-level sharing settings for Google products and services, modelling contributions and business insights, technical support, and recommendations for our business are disabled. These account settings are separate from any product links or other Google measurement features.

Google signals and user-provided data collection are disabled, and no Google Ads accounts are linked to this Analytics property. Granular location and device data collection is enabled, which can include city-level location and more detailed device information.

The Analytics property’s ads-personalisation setting is currently allowed. Our website cookie controls do not grant advertising storage, advertising user-data or ads-personalisation consent when you accept analytics.

Some website fonts are loaded from Google. Retrieving those font files creates a connection from your browser to Google and can disclose request information such as your IP address and browser headers. Other fonts and the website photographs are served from the website itself.

Links to Facebook, Instagram, LinkedIn and other external websites take you to services operated by other organisations. Their own privacy information applies when you use those services.

How long we keep information

Our policy is to review and delete enquiries that do not become bookings 12 months after the last meaningful contact. A particular record may need to be kept longer where there is a documented legal requirement, an unresolved complaint or a legal claim.

If you book work, we keep the information needed to deliver it and handle follow-up. Financial, contractual and related records may need to be retained for the applicable accounting, tax and legal-claims periods. The period depends on the record, the requirements that apply and whether an issue remains unresolved.

Copies in backups may remain until the relevant backup cycle has expired. They should remain access-restricted and be handled consistently with deletion requests if restored.

Google Analytics event-data retention is set to two months and user-data retention is set to 14 months. Reset on new user activity is enabled, so new activity can restart the retention period for the user identifier. These settings do not limit most standard aggregated reports and are separate from the expiry of cookies stored in your browser.

Processing outside the UK

Some of the providers described above operate internationally, so personal information may be processed outside the UK.

Google Workspace is configured to use its Europe data region, which Google identifies as the European Union. This setting applies to the data covered by Google’s data-region policy. Other categories of data and processing remain subject to Google’s applicable service terms and safeguards.

Our website files and WordPress database are hosted in France through GoDaddy/123 Reg. Our current hosting information places hosting backups and server logs in provider-controlled locations within the European Economic Area. Exact storage locations and retention periods remain subject to confirmation by GoDaddy/123 Reg.

For information about our providers’ international-processing and transfer provisions, see the 123 Reg Data Processing Addendum, Google Workspace data-processing terms, Google Analytics data-processing terms and Vercel Data Processing Addendum. You can contact us for information about the safeguards relevant to your personal information.

Your choices and rights

Depending on the circumstances, you may have rights to access your personal information, correct it, ask for its deletion, restrict its use or receive certain information in a portable form. These rights have conditions and exceptions.

Your right to object: where we rely on legitimate interests, you can object to our use of your information. Contact hello@wekapture.co.uk and explain the circumstances you want us to consider.

If we rely on your consent for a particular optional activity, you can withdraw that consent. This does not affect the lawfulness of use before withdrawal. The enquiry-form acknowledgement is not permission for promotional emails.

We may need to confirm your identity before disclosing or changing records. We will deal with requests within the applicable data-protection time limits. The website enquiry process does not make solely automated decisions with legal or similarly significant effects about you.

Concerns and complaints

Please contact us using the details above if you have a concern. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

Changes to this notice

We review this notice when the website or the way we handle information changes. The date at the top of this page shows when it was last reviewed.