Privacy Policy

Effective date: 14 August 2026

This Privacy Policy explains how 7 Degrees Media Ltd, trading as 7 Degrees Media and, where relevant, Parallel North as a 7 Degrees Media brand ("7 Degrees", "we", "us" or "our"), collects and uses personal data.

It applies to our websites, CRM portals, project forms, quotes, invoices, client portals, email communications, marketing activity, advertising, photography, video, design, print, animation, website services, AI-assisted systems, automations and Parallel North systems.

1. Who We Are

7 Degrees Media Ltd is the data controller for personal data we collect for our own business, sales, marketing, client management, finance, recruitment, website and operational purposes.

Contact address: 2 Police Houses, Station Road, Rossington, Doncaster, DN11 0DZ.

Email: hello@7degrees.co.uk.

Where we process personal data on behalf of a client, for example data uploaded to a website, CRM, mailing list, social account, analytics platform or client system, the client may be the controller and we may act as processor.

2. Personal Data We Collect

We may collect:

• Identity and contact details, such as name, email address, phone number, job title, company, billing address and delivery address.
• Client, supplier and project information, such as briefs, messages, meeting notes, approvals, files, feedback, contracts, quotes, invoices and support requests.
• Website and CRM usage information, such as login activity, page views, quote views, invoice views, portal visits, QR scans, email clicks, browser type, device information, IP address and approximate location.
• Marketing and communication data, such as email preferences, enquiry sources, campaign interactions, form submissions, newsletter subscriptions, unsubscribes and advertising audiences.
• Image, audio and video data, including photographs, video footage, audio recordings, drone footage, behind-the-scenes content, event content, subject releases and consent records.
• Social media and advertising data, such as account IDs, page names, access tokens, scheduled posts, comments or analytics where you connect or authorise accounts.
• Finance and transaction data, such as invoices, payment status, expenses, receipts, tax records and accounting notes.
• Technical and security data, such as logs, access tokens, API responses, error reports, audit logs, backups and system monitoring records.
• AI and automation data, such as prompts, generated drafts, task summaries, planning notes, email-to-task data and CRM automation outputs where these are used to provide or improve services.

We may receive data directly from you, from your organisation, from public sources, from suppliers, from connected platforms, from website forms, from CRM portals, from social media platforms, from analytics tools, from advertising platforms and from payment or finance systems.

3. How We Use Personal Data

We use personal data to:

• Respond to enquiries and provide quotes, proposals and advice.
• Plan, deliver, manage and support client projects.
• Build and maintain websites, CRM systems, portals, forms, automations and integrations.
• Provide photography, video, design, print, animation, marketing, advertising and content services.
• Send project updates, proof requests, quote links, invoice links, reminders and service communications.
• Schedule and publish social media content where authorised.
• Run analytics, tracking, reporting, conversion measurement and performance reviews.
• Manage accounts, invoices, payments, expenses, tax and business records.
• Keep systems secure, diagnose errors, prevent fraud and maintain audit trails.
• Improve our services, templates, workflows and internal systems.
• Send marketing emails or targeted advertising where lawful.
• Comply with legal, tax, accounting, regulatory and contractual obligations.

4. Lawful Bases

We rely on the following lawful bases under UK data protection law:

• Contract: to provide services, respond to instructions, manage projects, send quotes, fulfil orders and take payment.
• Legitimate interests: to run and improve our business, manage client relationships, secure our systems, keep records, send relevant business communications, measure performance and promote our services in a proportionate way.
• Consent: where required for certain marketing, cookies, photography/video releases, testimonials, optional communications or specific uses of content.
• Legal obligation: to keep accounting, tax, company, employment, regulatory and compliance records.
• Vital interests or public task: only in rare situations where legally relevant, such as safety or emergency matters.

Where we rely on legitimate interests, we consider whether the use is necessary, proportionate and within reasonable expectations.

5. Email, Marketing and Advertising

We may send:

• Service emails, such as project updates, quote links, invoice reminders, proofs, portal links, booking information and security notices.
• Marketing emails, such as updates, offers, case studies, newsletters or useful business information.
• Targeted or retargeted advertising through platforms such as Meta, Google, LinkedIn or similar providers.

We will not disguise who we are when sending marketing emails, and marketing messages will include a way to opt out where required. For some business contacts and existing customers, we may rely on legitimate interests or the soft opt-in where lawful. Where consent is required, we will ask for it.

Advertising platforms may act as independent controllers or joint controllers for some activities. Their own privacy terms also apply.

6. Cookies, Analytics and Tracking

Our websites and CRM may use cookies, pixels, tags, logs and similar technologies to:

• Keep sites and portals working.
• Remember preferences and sessions.
• Measure traffic, enquiries, quote views, invoice views, email clicks, QR scans and conversions.
• Improve security and diagnose errors.
• Support analytics, advertising and reporting.

Where required, we will ask for consent before using non-essential cookies or similar tracking technologies. You can also control cookies through your browser settings.

7. AI-Assisted Tools and Automations

We may use AI-assisted tools and automation to help with planning, drafting, design support, coding, customer service workflows, task summaries, email summaries, social media drafts, research, data matching, scheduling, finance checks and internal productivity.

We use AI as a support tool, not as a substitute for human judgement where decisions materially affect people. We aim to avoid placing confidential or sensitive personal data into public AI tools unless there is a suitable privacy, security or business arrangement in place.

AI-generated outputs may be reviewed, edited, accepted or rejected by our team. If you provide personal data for a project, it may be processed by relevant AI or automation providers only where reasonably needed for the service or system.

8. Photography, Video and Creative Content

When we capture or process photographs, video, audio or other media, we may process images, voices, names, job roles, signatures, consent forms, release forms and related production information.

We use this data to plan, capture, edit, deliver, licence, archive and promote creative work. Where required, we will use consent, contract, legitimate interests or another appropriate lawful basis.

If you are a client arranging a shoot, you are responsible for ensuring that participants, staff, customers, children, vulnerable people, private property owners or venue managers receive appropriate information and permissions unless we expressly agree to handle this.

9. Client Data We Process

Clients may provide us with personal data about their customers, staff, suppliers, contacts, social media audiences, website users or project participants.

Where we process this data on behalf of a client, we will process it to provide the agreed services, follow documented instructions, protect systems, keep necessary records and meet legal obligations.

Clients are responsible for ensuring they have a lawful basis, privacy notices and consents where required for data they provide to us.

10. Sharing Personal Data

We may share personal data with:

• Hosting, website, CRM, cloud storage, backup and security providers.
• Email, calendar, messaging and communication providers.
• Payment, accounting, banking and finance providers.
• Analytics, advertising, social media and marketing platforms.
• AI, automation, development and productivity providers.
• Print suppliers, couriers, production partners, freelancers and subcontractors.
• Professional advisers, insurers, accountants and legal advisers.
• Regulators, public authorities, law enforcement or courts where required.
• A buyer, investor or successor if our business is reorganised, merged or sold.

We only share data where we have a lawful reason and appropriate safeguards where required.

11. Examples of Providers and Platforms

Depending on the services you use, data may be processed through providers such as Microsoft, Google, Meta, LinkedIn, OpenAI, hosting providers, email providers, payment processors, accounting systems, print suppliers, analytics tools, CRM tools and automation platforms.

The exact providers may change as our systems and client requirements change.

12. International Transfers

Some providers may process data outside the UK. Where required, we use appropriate safeguards such as adequacy regulations, standard contractual clauses, UK international data transfer agreements or equivalent protections.

13. Security

We use reasonable technical and organisational measures to protect personal data, including access controls, authentication, permissions, backups, audit logs, secure hosting arrangements and staff awareness.

No system is completely secure. You should also protect your passwords, devices, accounts, access tokens and files.

14. Retention

We keep personal data only for as long as reasonably needed for the purpose collected, including:

• Enquiry and quote records: for a reasonable sales and audit period.
• Project records, contracts, approvals and proof records: for the project duration and a reasonable period afterwards.
• Finance, tax and accounting records: normally at least 6 years.
• Website, security and technical logs: for a limited period unless needed for investigation or legal reasons.
• Photography/video source files and working files: for a reasonable production/archive period unless a storage agreement says otherwise.
• Marketing data: until you unsubscribe, object, withdraw consent or the data is no longer useful.
• CRM and portal records: while needed to provide services, maintain audit trails, meet legal obligations or support clients.

We may keep anonymised or aggregated data for longer.

15. Your Rights

Depending on the circumstances, you may have rights to:

• Access your personal data.
• Correct inaccurate data.
• Request deletion.
• Restrict processing.
• Object to processing, including some marketing.
• Receive a portable copy of certain data.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner's Office.

To exercise your rights, contact hello@7degrees.co.uk.

The UK regulator is the Information Commissioner's Office: https://ico.org.uk.

16. Children's Data

We do not knowingly provide CRM accounts to children. Some creative projects may involve children, for example school, sport, family, event or community photography/video. In those cases, appropriate parent/guardian, school, organiser or client permissions may be required.

17. Automated Decisions

We do not currently use solely automated decision-making that produces legal or similarly significant effects about individuals. We may use automation to triage tasks, send reminders, draft plans, detect errors, schedule content or support internal workflows.

18. Your Responsibilities When Using Our Systems

If you use a client portal, CRM form, release form, social scheduler, quote link, invoice link or Parallel North system, you must only upload or submit data you are authorised to provide. You must not share access links with unauthorised people or submit unlawful, harmful, confidential or infringing content.

19. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will be posted on this page with the effective date.

20. Contact

For privacy questions or requests:

7 Degrees Media Ltd

2 Police Houses, Station Road, Rossington, Doncaster, DN11 0DZ

hello@7degrees.co.uk