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Open Field Tone
Legal

Privacy Policy

We respect your privacy and are committed to protecting your personal data. This policy explains what we collect, why, and how you can exercise your rights.

Effective date: 12 September 2025

Secure data and privacy illustration

Who we are

Open Field Tone (“we”, “us”, “our”) provides photography and related services.

  • Company No.: 45906130
  • Address: 1 Wood Ferry West, Hollietown WA3 3UR
  • Phone: +44 2299 449250
  • Email: [email protected]
  • Data controller: Open Field Tone

What data we collect

  • Contact details (name, email, phone) when you submit our form or book services.
  • Project information (event dates, locations, preferences, shot lists).
  • Business details for invoicing (billing address, VAT/Tax IDs if applicable).
  • Communications (emails and messages related to your inquiry or project).
  • Usage data and device info via cookies/analytics (pages viewed, referrers, approximate location, browser and device type, IP address).
  • Media you provide (reference photos) and media we create for you (photographs, videos).

How and why we use data (lawful bases)

  • To respond to inquiries and provide quotes (contract/legitimate interests).
  • To perform and manage bookings, production, delivery, and customer support (contract).
  • To issue invoices, process payments, and keep records (legal obligation/contract).
  • To improve our website and services through analytics and diagnostics (legitimate interests/consent where required).
  • With your permission, to showcase non-sensitive project work in our portfolio (consent/legitimate interests; opt-out anytime).
  • To comply with legal requests and enforce terms (legal obligation/legitimate interests).

Cookies and similar technologies

We use cookies for core functionality and performance analytics. You can manage preferences via the cookie banner on our site or your browser settings.

  • Strictly necessary: site navigation and security (cannot be disabled).
  • Analytics: Google Analytics (GA4) to measure traffic and usage patterns.
  • Marketing/measurement: Facebook Pixel for aggregate campaign insights.

Analytics opt-out: use the banner on our site, install Google’s opt-out add-on, or adjust your ad settings on relevant platforms.

Analytics and advertising partners

We may process pseudonymous usage data with:

  • Google Analytics (GA4) — aggregated site usage statistics.
  • Meta (Facebook) Pixel — page views and events for campaign measurement.

These providers may process data on servers outside your country. Where required, we rely on appropriate safeguards such as standard contractual clauses.

Sharing your data

  • Service providers: hosting, email, analytics, payment processing, print labs—only as needed to provide services and under confidentiality obligations.
  • Legal: if required by law, court order, or to protect rights, safety, and property.
  • Transfers: we do not sell your personal data. We may transfer data in case of reorganization or business acquisition with appropriate safeguards.

Retention

  • Inquiry records: up to 24 months after last contact.
  • Client/project files: typically 6–7 years for legal/accounting purposes.
  • Portfolio images: until you withdraw consent or we retire the work.
  • Analytics data: per provider defaults or as configured for minimal retention.

Security

We use reasonable technical and organizational measures to protect data, including encrypted transport (HTTPS), access controls, and principle of least privilege. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

Your rights

Depending on your location, you may have rights to:

  • Access, correct, or delete your personal data.
  • Object to or restrict processing; withdraw consent at any time.
  • Data portability (receive data in a structured, machine-readable format).
  • Lodge a complaint with your data protection authority.

To exercise rights, contact [email protected]. We may need to verify your identity before acting on your request.

Children

Our website and services are not directed to children under 13. We do not knowingly collect data from children. If you believe a child provided personal data, contact us to remove it.

International transfers

When transferring personal data outside the UK/EU, we use lawful mechanisms such as standard contractual clauses and additional safeguards where appropriate.

Updates to this policy

We may update this policy from time to time. We will post the new version on this page with a revised “Effective date”. Material changes may be announced via a site notice.

Contact

  • Open Field Tone
  • 1 Wood Ferry West, Hollietown WA3 3UR
  • +44 2299 449250
  • Company No.: 45906130
  • Email: [email protected]