Privacy policy

Privacy Policy
Last updated: 22 June 2026

Euro Film Scout is a trading name of EFS Media Services Ltd, a company registered in England and Wales under company number 17285484.

This Privacy Policy explains how we collect, use and protect personal information when you use our website, contact us, request a quotation, work with us, or take part in a project, event, filming, webinar or production supported by Euro Film Scout.

1. Who we are
Euro Film Scout
A trading name of EFS Media Services Ltd
Registered in England and Wales
Company number: 17285484
Registered office: Suite A, 82 James Carter Road, Mildenhall, IP28 7DE
Email: [email protected]
Website: eurofilmscout.online

For the purposes of data protection law, EFS Media Services Ltd is the data controller for the personal information we collect and use.

2. Information we collect
We may collect and use the following types of personal information:

Name
Email address
Phone number
Company or organisation name
Job title or role
Billing and payment details
Project, event or production details
Messages and correspondence
Information provided through our website contact form
Images, video, audio or recordings where you appear or are heard as part of a project, event, webinar or production
Technical information such as website usage, IP address, browser type and cookies, where applicable
We only collect personal information that is relevant to our business and the services we provide.

3. How we use personal information
We use personal information to:

Respond to enquiries
Provide quotations and estimates
Communicate with clients, suppliers, crew, speakers and event participants
Plan and deliver filming, AV production, live streaming, webinar support, event recording and related services
Manage bookings, schedules, logistics and production requirements
Issue invoices and process payments
Keep accounting and business records
Manage contracts and client relationships
Improve our website, services and communications
Comply with legal, tax and regulatory obligations
Protect our business, clients, staff, freelancers and suppliers
4. Our lawful basis for using personal information
We use personal information under one or more of the following lawful bases:

Contract
Where we need the information to provide a quotation, enter into a contract, deliver services, manage a project or communicate about work we are carrying out.

Legitimate interests
Where we have a reasonable business need to use the information, such as responding to enquiries, managing client relationships, coordinating projects, keeping business records, improving our services, or protecting our legal position.

Legal obligation
Where we need to keep or share information to comply with legal, tax, accounting or regulatory requirements.

Consent
Where consent is required, for example for certain marketing communications, optional cookies, or specific uses of images, video, audio or recordings where consent is appropriate.

5. Filming, photography, audio and recordings
As part of our services, we may record video, audio, photographs, live streams, webinars, interviews, presentations, panel discussions, meetings or events.

Where we are instructed by a client to capture an event or production, the client may also be a data controller for information relating to speakers, attendees, staff, guests or participants.

We will only use recordings, images or media content for the purpose of delivering the agreed project, unless otherwise agreed in writing.

We do not use client project footage, recordings or images for marketing, portfolio or promotional purposes unless permission has been given.

6. Who we share personal information with
We may share personal information where necessary with:

Clients and authorised client representatives
Freelancers, crew, contractors and production suppliers
AV, streaming, event and technical service providers
Venues and event organisers
Accountants, bookkeepers and professional advisers
Payment processors, banking providers and invoicing systems
Website hosting, email, cloud storage and IT service providers
Insurers or legal advisers, where required
HMRC, regulators or public authorities, where legally required
We only share information where it is necessary and appropriate for the relevant purpose.

7. International transfers
Some of our clients, suppliers or service providers may be based outside the UK.

Where personal information is transferred outside the UK, we will take reasonable steps to ensure that appropriate safeguards are in place, where required by data protection law.

8. How long we keep personal information
We keep personal information only for as long as necessary.

As a guide:

Enquiry information may be kept for up to 2 years
Client, supplier, contract, invoice and accounting records may be kept for up to 7 years
Project files, footage, recordings and production materials may be kept for the duration agreed with the client, or for as long as reasonably needed for delivery, backup, edits, legal protection or record keeping
Website and cookie data may be kept for shorter periods depending on the tools used
Where a client requires specific retention or deletion terms for project media, these should be agreed in writing.

9. How we protect personal information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

This may include password protection, access controls, secure cloud storage, limited access to project files, secure email practices and appropriate use of trusted service providers.

10. Your rights
Depending on the circumstances, you may have rights under data protection law, including the right to:

Ask for a copy of your personal information
Ask us to correct inaccurate information
Ask us to delete your information
Ask us to restrict how we use your information
Object to certain uses of your information
Ask us to transfer your information
Withdraw consent, where we rely on consent
To make a request, contact us at:

[email protected]

11. Marketing
We may contact business clients or contacts about services that may be relevant to them, where permitted by law.

You can ask us to stop sending marketing communications at any time by contacting:

[email protected]

We do not sell personal information to third parties.

12. Cookies and website tracking
Our website may use cookies or similar technologies to help the website work properly, protect forms from spam, understand website usage or improve performance.

Where required, we will ask for consent before using non-essential cookies.

If our website uses third-party tools such as Google reCAPTCHA, analytics, embedded video or similar services, those providers may also collect technical information in accordance with their own privacy policies.

13. Links to other websites
Our website may contain links to other websites. We are not responsible for the privacy practices, content or security of other websites.

14. Complaints
If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.

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

Website: ico.org.uk

15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website.