AOTV Ltd — Customer Privacy Notice
Last updated: 17/04/2026
This privacy notice tells you what to expect us to do with your personal information.
Contents
• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Cookies and similar technologies
• How to complain
Contact details
Email info@aotv.co.uk
What information we collect, use, and why
To provide and improve products and services for clients
We collect or use the following information:
• Names and contact details
• Addresses
• Occupation
• Payment details (including card or bank information for transfers and direct debits)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Video recordings
• Audio recordings (e.g. calls)
• Records of meetings and decisions
• Account access information
• Website user information
For the operation of client or customer accounts
We collect or use the following information:
• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Marketing preferences
• Technical data, including information about browser and operating systems
For information updates or marketing purposes
We collect or use the following information:
• Names and contact details
• Addresses
• Profile information
• Marketing preferences
• Purchase or account history
• Website and app user journey information
• IP addresses
For dealing with queries, complaints or claims
We collect or use the following information:
• Names and contact details
• Addresses
• Payment details
• Account information
• Purchase or service history
• Witness statements and contact details
• Photographs
• Relevant information from previous investigations
• Customer or client accounts and records
• Financial transaction information
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence
• Location data
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.
• Your right of access — you have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share it with. Some exemptions may apply.
• Your right to rectification — you have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure — you have the right to ask us to delete your personal information.
• Your right to restriction of processing — you have the right to ask us to limit how we can use your personal information.
• Your right to object to processing — you have the right to object to the processing of your personal data.
• Your right to data portability — you have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent — when we use consent as our lawful basis, you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
To provide and improve products and services for clients
• Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
• Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests — we’re collecting or using your information because it benefits you, us, or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
◦ Maintaining accurate records of the services we have provided to you
◦ Improving the quality of our video production services
For the operation of client or customer accounts
• Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
• Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests — we’re collecting or using your information because it benefits you, us, or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
◦ Managing ongoing client relationships
◦ Keeping accurate records of accounts and transactions
For information updates or marketing purposes
We may promote our services through third-party advertising and lead generation platforms (such as social media, professional networks, and search engines). If you submit your details through an advert or lead generation form hosted on one of these platforms, the platform will share the information you provided with us so we can contact you about our video production services. Each platform operates under its own privacy policy, which governs how they collect and process your data before it is shared with us.
• Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
• Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests — we’re collecting or using your information because it benefits you, us, or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
◦ Promoting our video production services to existing and prospective clients
◦ Understanding which of our services are of interest to potential clients
◦ Responding to enquiries received through third-party advertising or lead generation platforms
For dealing with queries, complaints or claims
• Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
• Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
• Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
• Legitimate interests — we’re collecting or using your information because it benefits you, us, or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
◦ Responding to and resolving enquiries and complaints
◦ Defending or pursuing legal claims where necessary
For more information on our use of legitimate interests as a lawful basis, you can contact us using the details set out above.
Where we get personal information from
• Directly from you
• Publicly available sources
• Previous employment
• Market research organisations
• Third-party advertising and lead generation platforms (such as social media, professional networks, and search engines) when you submit your details through an advert or form hosted on those platforms
How long we keep information
We keep your personal information only for as long as necessary to provide our services, meet our legal obligations, and protect our legitimate interests. A summary of our main retention periods is below:
• Client contracts, invoices and project records: 6 years after the end of the contract or financial year, in line with HMRC requirements.
• Master video files delivered to clients: up to 1 year after project delivery, unless a longer period is agreed in writing.
• Rushes and raw footage: up to 3 months after project delivery.
• Enquiries that do not result in work: up to 12 months from your last contact with us.
• Marketing contacts: until you unsubscribe or ask us to remove you.
• Contributor release forms and related records: for as long as the video they relate to is in use, plus 6 years.
• Financial, tax and payroll records: 6 years, as required by HMRC.
For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.
Who we share information with
Others we share personal information with
• Insurance companies, brokers or other intermediaries
• Professional or legal advisors
• Emergency services
• Suppliers and service providers
Cookies and similar technologies
Our website uses cookies and similar technologies to help the site function correctly, to understand how visitors use our site, and to support our marketing activities.
When you first visit our website, a cookie banner will ask you to choose which categories of cookies you accept. Strictly necessary cookies are required for the site to work and cannot be turned off. All other cookies — including analytics, advertising, and tracking cookies used by third-party platforms — are only set if you give your consent.
You can change or withdraw your consent at any time by revisiting the cookie banner on our website or by adjusting your browser settings to block or delete cookies.
Cookies set with your consent may include:
• Analytics cookies — to understand how visitors use our site so we can improve it.
• Advertising and marketing cookies — set by third-party advertising platforms so we can measure the performance of our adverts and show relevant content to people who have shown interest in our services.
• Functional cookies — to remember your preferences and improve your experience on the site.
For more information about the specific cookies used on our website, please see the cookie banner or contact us using the details at the top of this notice.
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113