Privacy & Cookie Policy

Last updated: 3 September 2026

At Video & Web Ltd, we take the privacy and security of your personal information seriously.

This Privacy & Cookie Policy explains what information we collect, why we collect it, how we use it, who we may share it with and the rights you have over your personal information.

It applies when you use our website, contact us, book a meeting, subscribe to our communications, become a client or otherwise interact with Video & Web Ltd.

Who we are

Video & Web Ltd is the data controller responsible for the personal information covered by this policy.

Video & Web Ltd
20–22 Wenlock Road
London
N1 7GU

Telephone: 020 7111 1644
Email: info@videoandweb.com

What personal information we collect

The information we collect depends on how you interact with us.

It may include:

your name;
company or organisation;
postal address;
email address;
telephone number;
details you provide when making an enquiry or booking a meeting;
correspondence between you and Video & Web;
notes from conversations or meetings;
details relating to projects, quotations, contracts and services we provide;
invoicing and payment-related records;
newsletter and marketing preferences;
information supplied through forms on our website;
IP address, browser, device and technical information associated with use of our website; and
information about how visitors use our website, where permitted by law and your cookie choices.

We do not intentionally collect special category personal data through our website and ask that you do not provide sensitive personal information unless it is genuinely necessary.

How we collect your information

Most of the personal information we process is provided directly by you.

For example, you may provide information when you:

contact us by telephone, email or through our website;
complete an enquiry or booking form;
request a quotation;
become a customer;
attend a meeting with us;
subscribe to Emma’s Insights or another communication;
respond to one of our emails;
communicate with us through social media; or
otherwise do business with us.

We may also receive business contact information from publicly available sources, referrals, your employer or organisation, or another person who introduces you to us.

Some technical information about use of our website may be collected automatically through server logs, cookies and similar technologies.

Why we use your information

We use personal information only where we have a lawful reason to do so.

Responding to enquiries

When you contact us about our services, we use the information you provide to respond to your enquiry, discuss your requirements and, where appropriate, prepare quotations or proposals.

Our lawful basis will normally be our legitimate interests in responding to business enquiries and developing our business, or taking steps at your request before entering into a contract.

Providing our services

If you become a client, we process information so that we can:

provide the services you have requested;
communicate with you about your project or account;
organise meetings and appointments;
administer contracts and projects;
provide support;
invoice for our services; and
maintain appropriate business records.

Our lawful basis is principally the performance of a contract and, where appropriate, our legitimate interests in managing our business and client relationships.

Business administration and legal obligations

We may process information for accounting, taxation, record-keeping, fraud prevention, security and other legitimate administrative purposes.

Where the law requires us to retain or process information, our lawful basis is a legal obligation.

In other circumstances, we rely on our legitimate interests in operating and protecting our business.

Marketing and newsletters

If you subscribe to Emma’s Insights or another communication for which we ask for permission, we use your details to send the communications you requested.

Where required, we rely on your consent. You may withdraw that consent at any time by using the unsubscribe facility in our emails or contacting us.

We may also send relevant information about our own services to existing business contacts and customers where permitted by law.

Where we rely on legitimate interests for business-to-business communications, our legitimate interest is maintaining and developing appropriate commercial relationships and informing businesses about services that may be relevant to them.

We respect the rules governing electronic marketing and will honour requests to stop receiving marketing.

You have an absolute right to object to the use of your personal information for direct marketing. If you ask us to stop, we will stop using your personal information for that purpose.

Improving our website and services

We may use information about how our website and services are used to understand what works well, diagnose technical problems, improve the visitor experience and inform future development.

Depending on the information involved, we rely on our legitimate interests or your consent.

Our legitimate interests

Where we rely on legitimate interests, these may include:

responding to business enquiries;
providing good customer service;
maintaining relationships with clients and business contacts;
improving our products and services;
understanding how our website and services are used;
securing and protecting our website, systems and business;
maintaining appropriate business records; and
promoting our services to relevant business audiences where permitted by law.

We consider the impact on your privacy and do not rely on legitimate interests where our interests are overridden by your rights and freedoms.

Cookies and similar technologies

Our website uses cookies and similar technologies.

Cookies are small pieces of information stored on your device when you visit a website. Some cookies are necessary for a website to operate, while others can be used for functions such as analytics, preferences or embedded third-party content.

Strictly necessary cookies

These are required for the website to function properly, provide security or deliver a service you have specifically requested.

Because these cookies are necessary to provide the website, they do not normally require consent.

Analytics cookies

We may use analytics services to help us understand how visitors use our website, such as which pages are visited, how visitors move through the site and how well the website performs.

Analytics services may process information including cookie identifiers, IP addresses, device information, browser information and website activity.

Where consent is legally required, analytics cookies will only be used after you have given that consent.

Embedded and third-party content

Some pages may contain content provided by third-party services, such as embedded video.

These services may use cookies or similar technologies and may receive technical information when you interact with their content.

Where required, we will obtain consent before non-essential technologies are activated.

Controlling cookies

You can accept or reject non-essential cookies where cookie controls are provided on our website.

You can also control or delete cookies using your browser settings. Blocking some cookies may affect the way certain website features operate.

You can change your mind about optional cookies at any time.

Website analytics and technical information

Our website and hosting systems may automatically record technical information necessary for security, troubleshooting and the operation of the website.

This can include:

IP address;
date and time of requests;
pages requested;
browser and device information;
referring pages; and
information relating to errors or attempted misuse of the website.

We use this information where necessary for our legitimate interests in operating, securing and maintaining the website.

Who we share personal information with

We do not sell your personal information.

We may share or make personal information available to trusted organisations that help us operate our business and provide our services.

These may include:

website and server hosting providers;
email and communications providers;
cloud and data-storage providers;
website analytics providers;
video hosting and embedded-media providers;
IT and website support providers;
payment and accounting service providers;
professional advisers such as accountants, solicitors and insurers; and
other suppliers or subcontractors where necessary to provide a service you have requested.

Where another organisation processes personal information on our behalf, we take reasonable steps to ensure that appropriate contractual and security arrangements are in place.

We may also disclose information where required by law, regulation, court order or a legitimate request from a public authority.

International transfers

Some of the companies providing technology and online services to us may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we take appropriate steps to ensure that the transfer is lawful and that suitable safeguards are in place.

Depending on the destination and service provider, these safeguards may include UK adequacy regulations or approved contractual safeguards.

You may contact us if you would like more information about safeguards relating to a particular transfer.

How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting and reporting requirements.

The period varies according to the type of information.

For example:

general enquiries that do not result in a business relationship will normally be retained only while they remain relevant;
client and project records may be retained for the duration of our relationship and for an appropriate period afterwards in case we need to refer to the work or correspondence;
financial and accounting information is retained for the periods required by law;
information used for marketing will be retained until you unsubscribe, withdraw consent or object, subject to keeping sufficient information to ensure that we respect your preference in future; and
technical and security records are retained only for an appropriate period according to their purpose.

We periodically review the information we hold and delete or anonymise information that we no longer need.

Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

These measures include appropriate controls over our computer systems, website, accounts and business processes.

No internet-based system can be guaranteed to be completely secure, but we take the security of personal information seriously and review our measures as appropriate.

Your rights

Depending on the circumstances and the lawful basis on which we process your information, UK data protection law may give you the right to:

access the personal information we hold about you;
have inaccurate or incomplete information corrected;
ask us to erase personal information;
ask us to restrict how information is used;
object to certain types of processing;
receive certain information in a portable format or have it transferred to another organisation (data portability); and
withdraw consent where we rely on your consent.

These rights are not absolute and some apply only in particular circumstances.

You will not normally have to pay a fee to exercise your rights.

If you make a valid request, we will normally respond within one month. In certain circumstances the law allows additional time or permits us to refuse or charge a reasonable fee for a manifestly unfounded or excessive request.

To exercise your rights, email info@videoandweb.com.

We may need to ask for information to confirm your identity before acting on a request.

Your right to object to direct marketing

You have the right to object at any time to our use of your personal information for direct marketing.

You can use an unsubscribe link in one of our marketing emails or contact us at info@videoandweb.com.

We will stop using your information for direct marketing once your request has been processed.

We may retain a minimal suppression record so that we know not to contact you for marketing again.

Automated decision-making

We do not use personal information to make decisions about individuals solely by automated means where those decisions have legal or similarly significant effects.

Links to other websites

Our website contains links to websites and services operated by other organisations.

Once you follow a link to another website, that organisation is responsible for its own privacy practices. We encourage you to read the privacy information provided by any external website you visit.

Social media

Video & Web maintains profiles on third-party social media services.

If you communicate with us through a social media platform, both Video & Web and the operator of that platform may process information relating to the interaction according to their respective privacy policies.

Our website may also provide links or sharing features that allow you to interact with social media services.

Complaints

If you are concerned about how we have used your personal information, please contact us first so that we have the opportunity to investigate.

Email: info@videoandweb.com

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

Further information is available at ico.org.uk.

Changes to this policy

We may update this Privacy & Cookie Policy occasionally to reflect changes to our services, technology, business practices or legal requirements.

The date at the top of this page shows when the policy was last updated.

Contact us

If you have questions about this Privacy & Cookie Policy, the information we hold about you or your data protection rights, please contact: