Privacy Policy

Last updated: 8 October 2026

1. Identity and Role of the Data Controller

spotflowix acts as the data controller for the personal data processed through this website. We are responsible for determining the purposes and means of processing your personal information in accordance with UK GDPR and the Data Protection Act 2018. Our registered office is at Beaconsfield Studios, Station Road, Beaconsfield, Buckinghamshire, HP9 1LG and we can be contacted using the details provided on our Contacts page.

2. Scope of This Notice

This privacy notice applies to all visitors to the website operated by spotflowix, including individuals located in the United Kingdom who access our professional resources on studio production topics. It covers data collected when you browse pages, submit forms via the Contacts page, or interact with any features on the site. It does not apply to any offline activities or third-party websites that may be referenced indirectly.

3. Categories of Personal Data and Sources

We collect personal data directly from you when you use the contact form or otherwise communicate with us. Categories include identification information such as your name, contact details including email address and telephone number, and any additional information you choose to provide in messages. We may also collect technical data such as IP address, browser type, and device information automatically through server logs. No data is obtained from third-party sources or public records.

4. Purpose-by-Purpose Explanation of Processing and Legal Basis

We process your data for the following purposes. To respond to enquiries submitted through the contact form, the legal basis is legitimate interests in providing customer support. For maintaining the security and functionality of the website, processing relies on legitimate interests. Where you have given explicit consent via the cookie banner for non-essential cookies, that consent forms the legal basis. No processing occurs for marketing purposes without separate consent.

5. Whether Providing Data Is Required

Providing personal data through the contact form is entirely voluntary. If you choose not to supply required fields, we may be unable to respond to your enquiry. Technical data is collected automatically whenever you visit the site and you cannot opt out of this collection without disabling access to the website.

6. Cookies and Similar Technologies

The site uses cookies and similar technologies as described in our separate Cookie Policy, which is accessible via the site-wide cookie banner. You can manage your preferences at any time through that banner or your browser settings. We do not use cookies for profiling or targeted advertising.

7. Processors, Service-Provider Categories, Recipients and Disclosures Required by Law

We engage trusted service providers to host the website and process contact form submissions. These processors are contractually bound to handle data only on our instructions. We may disclose personal data where required by law, such as in response to valid court orders or regulatory requests from UK authorities.

8. International Transfers and Safeguards

Some service providers may be located outside the United Kingdom. In such cases we ensure appropriate safeguards are in place, including standard contractual clauses approved under UK GDPR, to protect your personal data during any transfer.

9. Specific Retention Periods or Criteria

Contact form data is retained for a maximum of twelve months after the last interaction unless a longer period is required to fulfil a legal obligation. Server logs containing technical data are kept for up to six months for security and diagnostic purposes. We apply these periods consistently and review them periodically.

10. Security and Data-Minimisation Practices

We implement appropriate technical and organisational measures to protect personal data against unauthorised access or loss. Data collection is limited to what is strictly necessary for the stated purposes. While we take reasonable steps, no system can guarantee absolute security.

11. Data-Subject Rights and Practical Exercise Method

You have rights under UK GDPR to access, rectify, erase, restrict processing, and request portability of your personal data. To exercise any of these rights, please contact us using [email protected] or the form on the Contacts page, providing sufficient information to verify your identity.

12. Right to Withdraw Consent and Object to Direct Marketing

Where processing is based on consent, you may withdraw that consent at any time by contacting [email protected]. You also have the right to object to any processing for direct marketing purposes. We do not currently conduct direct marketing but will respect any future objections.

13. Right to Complain to the Competent Supervisory Authority

If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority. Contact details for the ICO are available on their official website.

14. Children and Age Restrictions

The website and its resources are intended for professional users aged eighteen and over. We do not knowingly collect personal data from children under eighteen. If we become aware that such data has been collected, we will delete it promptly.

15. Automated Decision-Making and Profiling

We do not engage in automated decision-making or profiling that produces legal or similarly significant effects on individuals. All decisions regarding your data are made with human oversight.

16. Policy Changes and Effective Date

We may update this privacy policy from time to time to reflect changes in law or our practices. The current version was last updated on 8 October 2026. Continued use of the site after any update constitutes acceptance of the revised policy. For questions about this notice please reach us at [email protected] or 01494 671234.