Privacy Policy

Latest update: April 2026

Plato Video Limited (“we”, “us”, “our”) is committed to protecting your personal information and being transparent about how we use it. This Privacy Policy explains what data we collect, how we use it, your rights under UK data protection law, and how to contact us.

We comply with the UK GDPR and Data Protection Act 2018, as updated by the Data (Use and Access) Act 2025 (DUAA), which introduces new lawful bases and transparency obligations.

1. Who We Are

Plato Video Limited
Registered office: Wilson House, 2 Lorne Park Road, Bournemouth, Dorset, BH1 1JN
Company structure: Private limited company
Email: play@platovideo.co.uk

We are the data controller for your personal information.

2. What Personal Data We Collect

Information you provide

  • Name, email address, phone number, company name

  • Project briefs, scripts, shoot details and communication history

  • Billing and payment information

  • Media assets you upload (e.g., logos, footage, brand materials)

Information collected automatically

  • IP address

  • Browser and device information

  • Basic site logs (we do not use analytics tools)

Information from third parties

  • Referrals from clients or agencies

  • Publicly available business contact information

3. Purposes & Legal Bases for Processing

Legal bases reflect the UK GDPR and DUAA reforms, including recognised legitimate interests for security‑related processing.

How We Use Your Information

We use your information for:

  • Responding to enquiries
    Legal basis: Legitimate Interests

  • Discussing your project or preparing a quote
    Legal basis: Legitimate Interests / Pre‑contract steps

  • Delivering video production services
    Legal basis: Contract

  • Sending project updates and operational messages
    Legal basis: Contract

  • Invoicing and accounts
    Legal basis: Legal Obligation

  • Using final work in our portfolio (only when agreed)
    Legal basis: Consent

  • Storing project files securely and keeping backups
    Legal basis: Legitimate Interests

  • Storing footage online during production
    Legal basis: Legitimate Interests

4. Cookies & Tracking Technologies

We do not use analytics cookies, tracking cookies, remarketing pixels, or ad‑tech (Facebook, YouTube, LinkedIn etc.).

Only essential cookies required for secure site operation may be used.
PECR still requires consent for non‑essential cookies; since we use none, only essential cookies apply.

5. Who We Share Your Data With

We share data only when necessary for our services:

Subcontractors

We regularly work with trusted subcontractors (e.g., camera operators, editors, audio specialists). They receive only the data required for their work and operate under appropriate confidentiality or data‑processing agreements.

Service providers

  • Microsoft OneDrive (UK/EU) – cloud storage

  • pCloud (EU/EEA) – cloud storage

  • Website hosting provider

  • Secure email and document systems

Legal/regulatory authorities

Where necessary for legal obligations, crime prevention, or recognised legitimate interests under DUAA.

We never sell or rent your personal data.

6. International Transfers

Some providers may store data outside the UK. Where this occurs, we ensure safeguards such as:

  • UK IDTA

  • ICO‑approved SCC Addendum

  • Transfer risk assessments

7. Data Retention

We retain personal data only as long as necessary:

  • Enquiries: 24 months if no project proceeds

  • Client project files and raw footage: 7 years (your confirmed period)

  • Portfolio assets used with consent: until consent withdrawn

  • Financial records: 6 years (legal requirement)

8. Your Rights

Under UK GDPR you have the right to:

  • Be informed

  • Access your data

  • Correct inaccuracies

  • Request deletion

  • Restrict processing

  • Object to processing

  • Data portability

  • Rights related to automated decision‑making (none used by us)

Contact: play@platovideo.co.uk to exercise any rights.

9. Children’s Data

Our services are not targeted at children, and we do not knowingly collect data from individuals under 16.

10. How We Protect Your Data

We take the security of your information seriously and apply appropriate technical and organisational measures in line with UK GDPR expectations for safeguarding personal data. These include:

Secure Storage of Raw Footage and Project Files

  • Encrypted cloud storage is used whenever raw footage or project materials are uploaded online (e.g., OneDrive, pCloud).

  • Local on‑site storage is kept within a locked office on password‑protected computers.

  • Off‑site backup hard drives are stored in a locked safe to prevent unauthorised access.

Access Controls

  • Access to project data is limited to authorised team members and subcontractors working directly on the project.

  • Computers and accounts are password protected to ensure only permitted staff can view or process project materials.

Transmission Security

  • We use secure, encrypted file‑transfer and communication methods when sending or receiving project files containing personal data.

General Safeguards

  • Use of reputable cloud providers with built‑in encryption and security controls.

  • Regular internal reviews of data handling practices to maintain compliance and reduce risk.

These measures are designed to ensure personal data is handled safely and responsibly, in line with the UK GDPR’s requirement to protect data against unauthorised access, loss or damage.

11. Complaints

If you are unhappy with how we process your data:

12. Updates to This Policy

Changes will be posted on this page. The revision date above indicates the latest update.