This page explains what personal data KJW Media collects, why, how long it's kept and what you can do about it. It's written to be read, not filed. If anything here is unclear, email business@kjwmedia.com and you'll get an answer from a person.
KJW Media is run by Kian Willetts, a sole trader based in Chelmsford, Essex. Under UK data protection law, Kian Willetts trading as KJW Media is the data controller for the personal data described on this page. There's no separate company and no office. Shoots happen at your location.
Contact for anything to do with your data: business@kjwmedia.com. [ICO registration number]
When you send an enquiry. The contact form asks for your name, email address, phone number, a message about your project, and where you heard about us. If you were recommended, there's an optional box for who recommended you. The form also records the page you sent it from and, if you've allowed analytics cookies, a short note on how you first arrived at the site (for example, Google search, an Instagram link, or a specific campaign) with the page you landed on and the date. We use this to reply to you, to plan the work if it goes ahead, and to understand which marketing brings in enquiries. The lawful basis is legitimate interests. Enquiries are kept for [24 months] and then deleted, unless they turn into a job.
When you browse the site. If you accept analytics cookies, Google Analytics records which pages you visit, how you got here and roughly where you are. That data is aggregated and we use it to see which pages work. If you reject analytics cookies, Google Analytics runs without cookies and without any identifier that would let it recognise you on a later visit. Separately, Ahrefs Web Analytics counts page views without setting cookies or storing anything that identifies you, so it runs regardless of your choice. The lawful basis for analytics is consent.
When we work together. If you become a client, we hold your contact details, brief, quotes, invoices and correspondence for as long as we need them to deliver the work and for six years after the last invoice, which is what HMRC requires. The lawful basis is performance of a contract and legal obligation.
On a shoot. Photography and video usually involve people. Anyone who appears identifiably in commercial content signs a release or gives written consent through the client before we use their image. Where children are involved, we need written consent from a parent or guardian and we follow the client's own safeguarding process. Finished work only appears in our portfolio or on our social channels with the client's permission. Raw footage and photographs are kept for [12 months] after delivery, then deleted unless the client has asked for a longer archive.
The banner you saw on your first visit sets one cookie called cold_consent. It stores the choice you made and nothing else. It lasts 182 days, then the banner asks again. You can change your choice at any time using the Cookie settings link in the footer.
The categories and what runs in each:
Nobody buys or rents your data from us. A small number of services process it on our behalf so the site and the business can run: Webflow (hosts the site and stores form submissions), Google (Analytics and reCAPTCHA), Ahrefs (cookieless page counts), [email provider] (delivers enquiry notifications and our correspondence) and our accountant for invoicing records. Webflow and Google are based in the United States and transfer data under the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
We don't use your data for automated decisions or profiling.
Enquiries that don't become work: [24 months]. Client records and invoices: six years after the last invoice. Raw shoot material: [12 months] after delivery. Analytics data in Google: 14 months. Your cookie choice: 182 days.
You can ask to see the personal data we hold about you, ask us to correct it, ask us to delete it, ask us to stop using it in a particular way, ask for a copy in a portable format, and withdraw consent for anything that relied on it. Email business@kjwmedia.com and we'll respond within a month. There's no charge.
If you think we've handled your data badly, tell us first so we can fix it. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
If we change what we collect or who we share it with, this page will be updated and the date at the top will move. Where a change affects cookies, the banner will ask for your choice again.
