Privacy notice

Who we are

S.S Media Production is S.S MEDIA PRODUCTION LTD, a company registered in England and Wales (company number 12481438). Our registered office is 14 Church Street, Wolverton, Milton Keynes MK12 5JN.

We decide how your information is used, so we're responsible for it.
Questions about your data? Email info@ssmediaproduction.com.

What we collect when you enquire

When you send our enquiry form, we collect:

• your names
• your phone or WhatsApp number
• your email
• your events, their dates and your venue or location
• how you found us
• how you'd like us to send our pricing
• anything you add in the comments box

We also note how you arrived and what you looked at before enquiring: where you came from (for example, Instagram or Google), the first page you landed on, the pages you viewed, and how long you spent on the site. This helps us understand which parts of the website are useful to couples.

[LEGAL CHECK: this journey is recorded in the browser (session storage) and sent with the form. Confirm it falls within the statistics exemption, or say so plainly and let people opt out of it along with analytics.]

Why we use it

To reply to your enquiry, send you our pricing and brochure the way you asked, and follow up about your wedding.
We don't sell your details, and we don't add you to a mailing list.

Our lawful basis is that you've asked us for a quote, so we need your details to take steps before a possible contract, and our legitimate interest in replying to people who contact us. [LEGAL CHECK]

Where it's stored

• Our enquiries spreadsheet in Google Sheets, where we manage enquiries.
• Our email inbox on Google Workspace, because each enquiry is also emailed to us.
• A backup copy on Cloudflare, our website host, stored in Western Europe and kept only so an enquiry isn't lost if the spreadsheet can't be reached for a moment.

The confirmation email you receive is sent from our own inbox, info@ssmediaproduction.com, on Google Workspace.
Some of these providers may store data outside the UK. Where they do, they use the safeguards UK law requires. [LEGAL CHECK: confirm for Google]

How long we keep it

• If you don't book with us, we delete your enquiry 12 months after your event date has passed.
• The backup copy on Cloudflare is deleted after 30 days.
• If you book with us, your details become part of your booking. We keep them for 6 years, because the law requires us to keep our accounting records for that long.

Your rights

You can ask us to:

• send you a copy of the information we hold about you
• correct anything that's wrong
• delete your information
• stop using it, or use it only in limited ways

Email info@ssmediaproduction.com with the subject "My data". We'll reply within one month.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put it right first.

Spam protection

Our form uses Cloudflare Turnstile to check that enquiries come from real people, not bots. Most people never see it. Cloudflare only processes what it needs for this check, and it doesn't see what you type into the form. Cloudflare's Turnstile privacy terms

Website analytics, and how to opt out

We use Umami to see how people use this website: which pages are visited, how long for, and where visits end. We use this only to improve the site.

Umami doesn't use cookies, doesn't track you across other websites, and doesn't tell us who you are.
We use Umami Cloud, run by Umami Software, Inc. Its servers are in the US and the EU.

UK law allows analytics like this without asking first, as long as we tell you and make it easy to say no.

We remember your choice on this device only, using a small setting in your browser. If you clear your browser data or use another device, you'll need to opt out again.

Our Instagram feed and WhatsApp button

The Instagram posts on our site are copied onto our own website, so viewing them doesn't send your information to Instagram.
If you tap our WhatsApp button, you leave our site and WhatsApp's own privacy policy applies.

If you book with us: your client portal

When you book, we open your private client portal at clientportal.ssmediaproduction.com. It holds what we need to plan, film and deliver your wedding:

• your names, contact details and portal login
• your contract, your acceptance of our T&Cs, your invoices and payments
• your event details: dates, venues, itinerary and notes for our team
• the names and contact details you add for your vendors and VIP guests
• your music selections and any inspiration photos you upload
• your photos, trailer, films, sneak peeks and behind-the-scenes clips
• your conversations with Skadoosh, the AI assistant in your portal

Why we use it. To carry out our contract with you: planning your coverage, delivering your products and invoicing. We keep invoices and payment records because the law requires us to.

Other people's details. If you add details of guests or vendors, please let them know. We only use them to plan and coordinate your events.

Where it's stored:

• Your portal and its data: Supabase (database and logins), with the portal itself hosted by Vercel.
• Emails from your portal: sent through Resend.
• Your photos and films: Dropbox, with smaller preview copies on Cloudflare.
• Skadoosh: your messages are sent to Anthropic, the company behind the Claude AI, to write its replies. [LEGAL CHECK: confirm Anthropic's commercial terms (no training on API data) and the data region]

Some of these providers may store data outside the UK. Where they do, they use the safeguards UK law requires.

How long we keep it:

• Invoices and payment records: 6 years, as HMRC requires.
• Your contract: 6 years after your last event.
• Your portal: open until 1 month after your final delivery, then it closes, so please download your photos and films before then.

Your rights are the same as for an enquiry. See "Your rights" above.

Changes

If we change this notice, we'll update the date at the top of this page.