PRIVACY POLICY

VRC Studios Ltd. | Last updated 9th November 2026

This policy explains how VRC Studios Ltd handles personal information when you visit vrcstudios.com, contact us, join our mailing list, book a session or receive our services.

Who we are

VRC Studios Ltd (“VRC”, “we”, “us” or “our”) is responsible for personal information collected through our website and services. We are registered in England and Wales (company number 15260422). Our registered office is Chancellors House, 3 Brampton Lane, Hendon, London, NW4 4AB. Our studio is at Studio 413, The Chocolate Factory, 5 Clarendon Road, London, N22 6XJ.

For privacy questions or to exercise your rights, email info@vrcstudios.com.

Personal information we collect

The information we collect depends on how you interact with us. It may include:

• Contact and enquiry details, such as your name, email address, phone number and the messages you send us.

• Booking and service details, such as the session or service you choose, appointment date, preferences, correspondence and payment status.

• Photographs, video and related files made during a session, including selected work and temporary proofs or footage used to prepare and deliver your order.

• Mailing-list details, such as your email address, subscription status and marketing preferences.

• Technical information about your visit to our website, such as device and browser information, pages viewed and cookie data, subject to your cookie choices.

• Any accessibility or health-related information you choose to provide so we can consider arrangements for your session. Please share only what is needed.

How and why we use your information

We use personal information only where we have a lawful reason to do so. Depending on the activity, this may be to perform a contract with you, take steps you request before a contract, meet a legal obligation, pursue our legitimate interests, or act on your consent.

• Enquiries and bookings: to respond, arrange a session, provide the service and communicate with you. We rely on steps taken at your request and performance of our contract.

• Payments and records: to take payment, manage accounts, and keep records required for tax, accounting and other legal purposes. We rely on our contract and legal obligations.

• Website operation and security: to provide, maintain and protect the website and understand its use. We rely on our legitimate interests, and obtain consent for non-essential cookies or similar technologies where required.

• Marketing: to send news, offers and updates if you have chosen to receive them. You can unsubscribe at any time using the link in a marketing email or by contacting us. We rely on your consent where required by law.

• Session images and video: to create and deliver your chosen work. We may ask whether you agree to us using selected images in our portfolio, website, social media or advertising. We will use identifiable images for these purposes only if you clearly agree. If you do not respond, we will not treat that as permission. You can withdraw your permission for future use by contacting us.

• Accessibility arrangements: to consider adjustments you ask us to make. If you provide health-related information, we use only what is needed for that purpose and obtain any additional permission required by law.

When we share information

We do not sell your personal information. We share it only where needed to run the website, provide our services or meet legal obligations. The providers we use include Squarespace (website and email campaigns), Acuity (booking), Stripe (booking payments), Mailmeteor (email campaigns), Pixieset and Dropbox (image delivery or storage), and Google and Meta (analytics and advertising). We may also share information with professional advisers and public authorities where disclosure is required by law. The information shared depends on the service you use and your cookie choices.

These organisations may process information on our behalf or under their own privacy terms. We require providers processing information for us to protect it and use it only for agreed purposes.

International transfers

Some of our service providers may process information outside the UK. Where a transfer requires safeguards, we use an appropriate lawful transfer mechanism, such as an adequacy regulation or approved contractual safeguards. You can contact us for further information about relevant safeguards.

How long we keep information

We keep enquiry, booking and payment records for up to one year from the booking or payment, as applicable. We currently keep unselected previews and delivered images indefinitely. We keep mailing-list contacts until they unsubscribe or ask us to remove them. We keep other information only for as long as reasonably needed to respond to an enquiry, provide a service, resolve a question or complaint, protect our business, or meet legal obligations. We then delete it or securely anonymise it.

Your rights and choices

Depending on the circumstances, you may have the right to ask us for a copy of your information, correct it, delete it, restrict how we use it, object to certain uses, or provide it to you in a portable format. Where we rely on consent, you can withdraw it at any time. This does not affect processing that took place before withdrawal. You can also unsubscribe from marketing at any time.

To make a request, email info@vrcstudios.com. You can complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk. We would appreciate the opportunity to address your concern first.

Cookies

Our website uses cookies and similar technologies. Some are necessary for the site or a service you request. We will ask for your permission before using non-essential cookies where required. You can change your choices using the Cookie Settings link in the website footer. See our Cookie Policy for more information.

Security and automated decisions

We use appropriate measures to protect personal information. No method of sending or storing information is completely secure, but we work to prevent unauthorised access, loss or misuse. We do not make decisions about you solely through automated processing that have legal or similarly significant effects.

Changes to this policy

We may update this policy when our services or information practices change. The latest version will appear on this page with its update date.