Privacy Policy

ClipMotion Limited decides why and how the personal data described on this page is handled, which makes it the controller for that data under the UK General Data Protection Regulation. The registered name, number, office and email are on the slate at the top of this page, and the same details are in the footer of every page of this site.

Anything on this page can be asked about at team@clipmotion.org , and a question about it is answered by a person rather than by a form.

Personal data reaches this company in four ways, and only these four.

• What you write. An email you send, and everything in it: your name, your address, what you say about the recording, and anything you attach.
• What the brief form assembles. The form on the Contact page writes your answers out inside your own browser and hands them to your own email application. Nothing is stored on this website and nothing is transmitted from it, so the form reaches us only as an email you have sent yourself.
• The material for an order. Recordings, brand files, transcripts, timecodes and anything else sent in so the work can be done. Frame 03 is about this.
• Server logs. The hosting provider records requests to this site, including an IP address, the page asked for and the time, as every web server does. They are used for security and diagnosis and are not copied anywhere else.

There are no analytics on this site, no advertising or tracking scripts, no embedded players and no third-party fonts loaded from another domain. Nothing here builds a profile of you.

A recording sent in for editing is personal data about the people in it, most of whom have no dealings with this company at all. That has to be said plainly, because it decides who is responsible for what.

• You are the controller of your recording. You decided to record it, you decided what to record and who is in it, and you decide what happens to the clips.
• We are a processor of it. The material is used to carry out the order and for nothing else: not to train anything, not as an example of our work, not for any purpose you have not asked for. It is not shown to anyone outside the work, published, or passed on except to the providers named in frame 06.
• You confirm you are entitled to send it. Before an order starts, the terms of service ask you to confirm that you hold the rights in the recording and the necessary permissions from the people in it. We are not in a position to check that, and we rely on it.
• A written processing agreement is available. Where your own obligations require one, ask and we will put the arrangement in frames 03, 06, 07 and 08 into a signed agreement covering your order.

If somebody in one of your recordings writes to us directly, we will not act on the recording on their say-so. We tell them who the controller is, and we tell you, so that you can answer them.

• To answer an enquiry and to put together a written quotation.
• To carry out an order: editing, captioning, exporting, handing the files over and dealing with what you ask to be changed afterwards.
• To keep the records a company has to keep: invoices, accounts, and the record of what was agreed with whom.
• To keep this site working and secure, and to look into it when something goes wrong with it.

Nothing is used for marketing. No newsletter is run from this site, no list is built, and nothing you send is sold, rented or passed to anyone for their own purposes.

No consent is asked for anywhere on this site, because nothing here is done on the basis of consent. Where a legitimate interest is relied on, you may object to it, and frame 09 says how.

Nobody sees any of it except the people doing the work and the providers below, and each of those sees only what its own job needs.

• The hosting provider for this website. It serves these pages and keeps the server logs described in frame 02. It never sees an enquiry, because the site does not receive them.
• The email provider. It carries the correspondence, which means it handles everything written in it.
• File transfer and storage. Where a recording is sent on a link, or handed back on one, the provider of that service holds the file while it is in transit or available. Which provider is used for your order is named in the order confirmation.
• Payment providers. Where you pay by card or through PayPal, the provider handles the payment and holds the details of it. Card details are entered on the provider's own page and never reach us.
• An accountant, and HMRC. Invoices and accounting records go where company law and tax law require them to go.

Providers are named individually in the order confirmation for your order, so you know who is involved before anything is sent. None of them is permitted to use your material for its own purposes.

Some of the providers in frame 06 - payment providers in particular - operate outside the United Kingdom. Where personal data is handled outside the UK, the transfer is made on the safeguards Article 46 of the UK GDPR allows: the International Data Transfer Agreement, or the European Commission's standard contractual clauses with the UK Addendum, or a country covered by UK adequacy regulations.

Which of those applies to your order, and to which provider, is stated in writing on request. A copy of the safeguards relied on is available the same way.

Recordings sent in for editing are worked on and stored inside the United Kingdom unless your order agrees otherwise in writing.

Ask in writing and material for your order is deleted sooner, or kept longer, as you prefer. Deleting it early means a later change would need the recording sent in again, which is worth knowing before choosing.

• Access. A copy of the personal data held about you.
• Rectification. Correction of anything inaccurate or incomplete.
• Erasure. Deletion, where there is no longer a reason to hold it. Records the law requires us to keep are the exception, and we say so when that is why.
• Restriction. That we hold it but stop using it, while something is being checked or disputed.
• Objection. To anything done on the basis of a legitimate interest, with the reason it matters to you.
• Portability. What you gave us, in a structured, commonly used, machine-readable form, where the handling rests on a contract and is automated.
• Withdrawal of consent. Nothing here rests on consent, so there is nothing to withdraw; if that ever changes, withdrawing it will be as easy as giving it.
• Not to be subject to automated decisions. There are none. Frame 12 says so in more detail.

Write to team@clipmotion.org , or to the registered office on the slate. There is no charge, and an answer comes within one month; where a request is complicated we say so inside that month and say how much longer it will take. We may ask for enough to be sure who you are, and nothing more.

Where the request is about material inside a recording sent to us by a customer, frame 03 applies: the customer is the controller, and we pass the request to them rather than acting on it ourselves.

Write to team@clipmotion.org and say what has gone wrong. We would rather put it right than have it escalated, and we answer every complaint in writing.

You do not have to come to us first. You may complain to the Information Commissioner's Office at any time, and doing so takes nothing away from your other rights.

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. The office publishes how to complain at ico.org.uk.

No law obliges you to give this company anything. Some of it is needed for practical reasons, and this is the whole of that list.

• A name and an email address. Without them there is nobody to send a quotation to.
• The recording. Without it there is nothing to edit. This is the one that cannot be worked around.
• Billing details. Needed to raise an invoice once there is an order.

Everything else on the brief form can be left blank. Leaving it blank makes the quotation broader, not worse, and any of it can be filled in later.

No decision affecting you is made by automated means, and no profiling is carried out. A quotation is written by a person who has read what you sent.

Machine transcription is used as the first step of captioning, described on the Formats & Captions page. It is a tool applied to material you have sent us for that purpose, its output is corrected by a person before it is used, and it decides nothing about you.

This site sets no cookies. It writes nothing to local storage or session storage, and it uses no tracking pixels, no advertising tags and no analytics of any kind. That is why there is no cookie banner here: there is nothing to consent to under regulation 6 of the Privacy and Electronic Communications Regulations 2003.

The brief form keeps what you type in the page you are on, in your browser's own memory, until you leave or reload the page. Nothing is written to your device and nothing survives the tab being closed.

No separate cookie policy is published, because there is nothing for one to say. If that ever changes, this frame changes first and the page carries a new date.

This is the edition dated on the slate at the top of the page. A changed version is published here with a later date on it.

Where a change is more than tidying - a new provider, a new purpose, a longer period - we write to anyone with a live order to say what has changed, rather than leaving it to be noticed. A copy of the edition that applied to your order is sent on request.