Last updated: 1 November 2026
This notice explains how GD Media collects, uses and protects personal information when you visit gd-media.org, contact us, work with us, or appear in our photos or footage.
Who we are
GD Media is a video and photography business. We are the controller of the personal information described in this notice.
- Trading name: GD Media
- Legal entity and trading status: GD MEDIA LIMITED, a private limited company registered in England and Wales
- Office address: Bonville House, Blackbrook Business Park, Taunton, Somerset TA1 2PF
- Registered office: 3 Marco Polo House, Cook Way, Taunton, Somerset TA2 6BJ
- Company number: 15421511
- ICO registration number: ZC290030
- Email: info@gd-media.org
- Phone: +44 (0) 7411 388 876
What information we collect
When you contact us
Our website doesn't store the details you enter in its contact forms. When you use a form, it opens WhatsApp with a pre-filled message, and you then send that message to us yourself. Once you send it, WhatsApp's own privacy terms apply to how WhatsApp handles it. You can also contact us by email or phone instead.
When you get in touch, we receive your name, your contact details and anything you tell us about your project.
When you book or work with us
If you become a client, we hold:
- your name and contact details
- project details, including dates, locations and briefs
- quotes and invoices
- payment records (we are paid by bank transfer, and we don't take card payments through the website)
When you appear in our photos or footage
Photos and footage in which you can be identified are personal information. This covers people we film or photograph at shoots and events.
Freelancers
If you work with us as a freelancer, we hold your contact details, payment details, insurance and qualification records, and emergency contact details for shoots.
When you visit our website
See the section on cookies and website data below.
How we use your information and our lawful bases
We only use personal information where we have a lawful basis under UK GDPR. We use:
- Contract: to prepare quotes, deliver our work, and invoice clients and pay freelancers.
- Legal obligation: to keep accounting and tax records as the law requires.
- Legitimate interests: to reply to enquiries, keep in touch with clients about projects, run our business, and film general scenes at events where people have been told that filming is taking place. We weigh our interests against your rights before relying on this basis.
- Consent: for featured contributors who sign a release or consent form, and for any marketing emails. You can withdraw your consent at any time.
Photos and footage of people
- Featured contributors: we ask you to sign a release or consent form explaining how the photos or footage will be used, and you get a copy.
- Children: we don't film or photograph children as featured contributors without written consent from a parent or guardian.
- Events: we put up notices or make announcements, agreed with the organiser, to let people know filming is taking place.
- Your choice: you can ask us not to film you, or ask us to stop using footage or photos of you, or remove them. We will do this where we reasonably can. Material that has already been published or delivered to a client may be harder to withdraw, but we will tell you what we can do.
When we film for a client, the client may also use the photos and footage, and may be responsible for them under their own privacy notice.
Who we share your information with
We don't sell your personal information. We share it only where needed:
- with clients, as part of the work we deliver to them
- with freelancers working with us on a project, who receive only the project details they need
- with service providers who help us run the business, such as our email and accounting providers, who act on our instructions
Storage and security
We keep files on password-protected devices and encrypted hard drives, and keep backups on physical drives held in the UK. We don't use a cloud storage provider. Freelancers return or delete project files when the work is finished.
Transfers outside the UK
We store the personal information we hold in the UK. If you contact us through WhatsApp, WhatsApp handles your message under its own privacy terms and may process it outside the UK.
How long we keep your information
We keep personal information only as long as we need it.
- Accounting records, including invoices: 6 years after the end of the financial year they relate to
- Enquiries that don't lead to work: 6 years
- Raw footage: 6 years after delivery
- Release and consent forms: for as long as the material is in use, plus 6 years
- Freelancer records: 6 years after their last project
CCTV
We use CCTV at our office for the security of our premises, equipment and the people who work there. Footage is kept for 30 days and only GD Media can access it, unless we need to share it with the police or our insurers.
Cookies and website data
Our website only uses the storage it needs to work: your cookie consent choice, and the login used by our own team to manage the site. Analytics and marketing are switched off by default, no Google tags are loaded, and we don't use advertising tags. Our hosting provider, Vercel, counts page views without using cookies.
Videos on our site use YouTube's privacy-enhanced player, which may set cookies when you press play.
You can change your cookie settings at any time using the link in the website footer. For full details, see our cookie policy at https://www.gd-media.org/cookies.
Your rights
Under UK GDPR you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to restrict how we use your information
- object to how we use your information, including for marketing
- ask for information you gave us to be transferred to you or another organisation, where this applies
- withdraw your consent at any time, where we rely on consent
To use any of these rights, email info@gd-media.org or call +44 (0) 7411 388 876. We respond within one month. If a request is complex, we may extend this as the law allows, and we will tell you if we do.
Complaints
If you are unhappy with how we have used your personal information, please contact us first at info@gd-media.org. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.
Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.