Privacy Policy
1. Who is responsible for your information?
East Coast Drone Media is operated by Roger Gibbs as a sole trader. For data protection purposes, Roger Gibbs is the controller of personal information used to manage East Coast Drone enquiries and services.
Correspondence address: Lytchett House, 13 Freeland Park, Wareham Road, Dorset, BH16 6FA, United Kingdom.
For privacy enquiries, use the website enquiry form or write to the correspondence address above.
2. What information we collect
When you contact us or book a service, we may receive your name, email address, enquiry, booking location, service requirements, messages, payment records and any photographs you choose to email. Drone images or video may incidentally include identifiable people, vehicles or property details.
We do not intend to use enquiry information to send marketing emails or maintain a marketing mailing list.
3. Why we use information and our lawful bases
- To answer enquiries, provide quotations and arrange bookings: steps taken at your request before a contract, or performance of a contract.
- To manage accounts, tax and required business records: legal obligations where applicable.
- To deliver photography, handle complaints and protect the business against claims: performance of a contract and/or legitimate interests, as appropriate.
- To capture incidental personal data in aerial imagery: legitimate interests may apply where a balancing assessment supports the activity; this must be assessed for the particular work.
- To publish identifiable customer images for promotional purposes: only after specific permission, with the appropriate lawful basis documented.
4. Contact forms and email
When you submit the website enquiry form, we collect your name, email address, selected service, job location, enquiry message and acknowledgement that you have read this Privacy Policy. The form is configured for Netlify Forms, which may process and store submissions in the hosting account. We intend to receive notifications at our business email inbox. Netlify and our email provider may process this information on our behalf. We use it to respond to enquiries, prepare quotations and arrange bookings, not to send marketing messages. Please do not include unnecessary sensitive personal information. Enquiries that do not lead to a booking are normally deleted within 90 days of our last correspondence. Where an enquiry becomes a booking, relevant correspondence may be kept for contract administration, complaints, accounting or legal claims for as long as necessary. Records subject to statutory retention requirements, such as accounting records, are kept for the required period. We will review and delete enquiry submissions from the form provider and associated emails as applicable; backup copies may remain temporarily under the provider's retention processes.
5. Photographs, videos and deliveries
We use Google Drive to store and deliver finished customer photographs and videos. Each customer receives access restricted to their specified email address, with Viewer permission. Customer download access lasts 14 days after delivery; we then remove their sharing access manually. We retain private working copies for 60 days after delivery, then delete them unless a lawful reason requires longer retention. Removing sharing access does not itself delete files. Google Drive and email providers may process associated account and usage data. Customer emails, invoices and legally required business records have separate retention periods.
6. Sharing and international transfers
Enquiry information may be processed by our website hosting and form provider (Netlify) and our email provider. Customer photographs and videos are processed through Google Drive. We do not sell customer contact details. Where providers process personal data outside the UK, applicable international transfer protections must be considered.
7. Website analytics and cookies
This website does not intentionally install visitor analytics, advertising pixels or tracking cookies. Essential processing by the website host or browser may still occur. If analytics or other tracking is added, we will review UK cookie and privacy requirements and update this policy before activation.
8. Security
Access to our Google account is limited to the business operator and protected by two-step verification. Devices use screen locks. Customer sharing is intended to be restricted to named recipients; the sharing and deletion procedures require ongoing manual checks. No online service is entirely risk-free.
9. Your rights
Subject to legal conditions, you may request access, correction, deletion, restriction or objection to certain uses of your personal information. You may also complain to the UK Information Commissioner’s Office at ico.org.uk. To contact us, use the website enquiry form or write to the correspondence address above.
10. Updates
We will update this policy when our providers, data handling or services change.