Privacy Policy – AKA Media

AKA Media

Effective Date: 12th May 2026

1. Introduction

AKA Media (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, work with us, book our services, appear in content we produce, or interact with us online.

AKA Media provides videography, photography, content production and social media support services. AKA Media is the data controller for the personal information we collect and use.

2. Information We Collect

We may collect the following types of information:

Contact Information: This may include your name, email address, phone number, business name, job title and social media handles.

Enquiry and Project Information: This may include information you provide when you complete a contact form, request a quote, discuss a project, book a shoot, send a brief, or communicate with us by email, phone, social media or messaging platforms.

Client and Supplier Information: This may include billing details, payment records, project correspondence, contracts, invoices, call notes and other information needed to manage our working relationship.

Image, Video and Audio Content: As a media production company, we may collect and process photographs, video footage, audio recordings, interviews, behind-the-scenes content, event footage, testimonials and other creative assets. This may include your image, likeness, voice, name, business identity or social media profile.

Website Usage Information: When you visit our website, we may collect limited technical data such as your IP address, browser type, device information, pages visited, time spent on the site and how you found us. This may be collected through cookies, analytics tools or similar technologies.

Marketing Information: This may include your marketing preferences, newsletter sign-ups, campaign engagement, social media interactions and information about services you may be interested in.

3. How We Collect Personal Information

We may collect personal information when you:

visit our website;
complete a contact form;
email, call or message us;
request a quote or proposal;
book videography, photography or content production services;
take part in a shoot, interview, event or content project;
sign a contract, consent form or release form;
interact with us on social media;
subscribe to updates or marketing emails;
pay an invoice or supply payment details;
work with us as a client, contractor, supplier or collaborator.

We may also receive personal information from third parties, such as clients, agencies, event organisers, production partners, referral partners or publicly available sources such as business websites and social media profiles.

4. How We Use Your Information

We use your information for the following purposes:

To respond to enquiries.
To provide quotes, proposals and project recommendations.
To plan, manage and deliver videography, photography, content production and social media services.
To communicate with clients, suppliers, collaborators and project participants.
To produce, edit, store and deliver creative content.
To manage bookings, shoot schedules, production plans and project timelines.
To create and publish agreed content for websites, social media, advertising, internal communications or other approved channels.
To process invoices, payments and financial records.
To manage contracts, permissions, consent forms and release agreements.
To improve our website, services and customer experience.
To promote our own services, where appropriate.
To send marketing communications where we have permission or another lawful basis to do so.
To keep our business records secure and up to date.
To comply with legal, tax, accounting and regulatory obligations.

5. Our Lawful Bases for Using Your Information

Under UK data protection law, we must have a lawful basis for using personal information. We may rely on the following lawful bases:

Contract: Where we need to use your information to provide services to you, prepare a quote, enter into a contract, manage a booking, deliver a project or process payments.

Consent: Where you have given us clear permission, for example to receive certain marketing communications, appear in specific content, or allow us to use certain images, video or audio recordings in an agreed way. Where we rely on consent, you can withdraw your consent at any time.

Legitimate Interests: Where we have a genuine business reason to use your information, provided your rights and interests do not override ours. This may include responding to business enquiries, managing client relationships, improving our services, keeping records, promoting our work, and protecting our business.

Legal Obligation: Where we need to use or retain information to comply with legal, tax, accounting or regulatory requirements.

6. Photography, Video and Content Production

Because AKA Media provides media production services, we may process images, video footage, audio recordings and other creative content that identifies individuals.

Where we are commissioned by a client to capture or produce content, the client may be responsible for obtaining appropriate permissions from people involved, particularly at private shoots, workplaces, events or campaigns. However, we will also take reasonable steps to handle content responsibly and in line with applicable data protection laws.

Depending on the project, content may be used for:

social media posts;
website content;
advertising campaigns;
promotional videos;
photography galleries;
internal business communications;
event coverage;
testimonials;
case studies;
portfolio examples;
client brand assets.

The intended use of content should be agreed before or during the project. If you have concerns about the use of your image, voice or personal information in content produced by AKA Media, please contact us using the details in this policy.

7. Marketing Communications

We may use your contact details to send you updates, offers, newsletters or information about our services where you have consented to receive them or where we have another lawful basis to contact you.

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails, replying to us directly, or contacting us at info@aka-media.co.uk.

We will not sell your personal information to third parties.

8. Cookies and Website Analytics

Our website may use cookies and similar technologies to make the site work properly, improve performance, understand visitor behaviour and support marketing activity.

Cookies are small files placed on your device when you visit a website. Some cookies are necessary for the website to function. Others, such as analytics or marketing cookies, may require your consent.

Where required, we will ask for your consent before placing non-essential cookies on your device. You can usually manage or disable cookies through your browser settings.

For more detail, please see our separate Cookie Policy if available.

9. Data Sharing and Disclosure

We may share personal information with trusted third parties where necessary, including:

website hosting providers;
email and cloud storage providers;
payment processors and accounting software providers;
freelance videographers, photographers, editors, designers or production assistants;
social media scheduling and analytics platforms;
marketing, CRM or project management tools;
legal, accounting or professional advisers;
delivery partners, venues, agencies or event organisers;
regulators, authorities or law enforcement where legally required.

We only share personal information where necessary and where we have an appropriate reason to do so.

10. International Transfers

Some of the tools and platforms we use may process personal information outside the UK. Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place to protect your information in line with UK data protection law.

11. Data Retention

We only keep personal information for as long as necessary for the purpose it was collected.

As a general guide:

enquiry information may be kept for up to 24 months after our last contact;
client project records may be kept for up to 6 years for contractual, tax and accounting purposes;
invoices and financial records may be kept for up to 6 years;
marketing preferences may be kept until you unsubscribe or ask us to remove them;
project files, images, video footage and creative assets may be kept for as long as needed to deliver the project, support future edits, maintain client records, or evidence agreed usage rights;
portfolio content may be kept and used for as long as it remains relevant, unless agreed otherwise or a valid objection is made.

Where we do not have a fixed retention period, we consider the nature of the information, the reason it was collected, legal requirements, client agreements and whether the information is still needed.

12. Data Storage and Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These steps may include secure passwords, restricted access, secure cloud storage, device security, backup procedures and appropriate internal handling processes.

However, no method of online transmission or electronic storage is completely secure, so we cannot guarantee absolute security.

13. Your Rights

Under UK data protection law, you have rights in relation to your personal information. These may include the right to:

Access: You can request access to the personal information we hold about you.
Correction: You can ask us to correct inaccurate or incomplete information.
Deletion: You can ask us to delete your information in certain circumstances.
Restriction: You can ask us to restrict how we use your information in certain circumstances.
Objection: You can object to our use of your information in certain circumstances.
Data Portability: You can ask us to transfer your information to another organisation where applicable.
Withdraw Consent: Where we rely on consent, you can withdraw your consent at any time.
Complain: You can complain to the Information Commissioner’s Office.

The rights available to you may depend on the reason we are using your information. To exercise your rights, please contact us at info@aka-media.co.uk. We may need to verify your identity before responding to your request.

14. Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You can contact AKA Media at:

Email: info@aka-media.co.uk
Phone: +44 7821 176493

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113

15. Third-Party Links

Our website or social media profiles may contain links to third-party websites, platforms or services. We are not responsible for the privacy practices or content of those third parties. You should read their privacy policies before providing personal information to them.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with the updated date shown at the top.

17. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:

AKA Media
Email: info@aka-media.co.uk
Phone: +44 7821 176493

By using our website or services, you agree to the terms of this Privacy Policy.