--- title: Privacy Notice | Ellie Spencer url: https://elliespencer.uk.com/privacy/ description: How Ellie Spencer collects, uses and protects personal information from enquiries, bookings, weddings, property work and EPCs. ICO registration C2004351. last_updated: 2026-10-07 publisher: Ellie Spencer --- Legal # Privacy Notice This notice explains what personal information I collect, why I collect it, what I do with it and what rights you have over it. It applies to enquiries made through this website, to clients I work with, and to people who appear in photographs and film I take. Last updated 10 August 2026 Version 1.0 ## Who I am I am Ellie Spencer, trading as Ellie Spencer Property Media & Wedding Films. I am the data controller for the information described in this notice, which means I decide how and why it is used. **Trading address**: Morton Spiert Farm, Abbots Morton, WR7 4NA **Email**: [ellie@elliespencer.uk.com](mailto:ellie@elliespencer.uk.com) **ICO registration**: C2004351 ## What I collect Depending on how you deal with me, I may hold: ### When you make an enquiry - Your name, and your partner's name where you give it - Your email address and, if you choose to provide it, your telephone number - Your wedding date and venue, or the address of the property to be photographed - The agency you work for, where relevant - Anything else you choose to write in the message field ### When you become a client - Booking and contract records - Payment records, including amounts and dates (I do not receive or store your card details) - Correspondence between us - Details needed to carry out the work, such as access arrangements, timings and key contacts ### Photographs, film and audio - Images and footage of you, your guests and the property - Recorded audio of vows and speeches, where a wedding film is booked ### Technical information My hosting provider records standard server information such as IP addresses and pages requested, in order to serve the site and guard against abuse. I do not use this to identify individual visitors. ## Why I use it, and my lawful basis UK data protection law requires me to have a lawful basis for using your information. Mine are as follows. **To answer your enquiry**: Basis: taking steps at your request before entering into a contract. Without this I cannot reply to you. **To provide the service you have booked**: Basis: performance of our contract. This covers planning, attending, editing and delivering your films or photographs. **To keep accounting and tax records**: Basis: legal obligation. HMRC requires business records to be kept for six years. **To lodge an EPC**: Basis: legal obligation. See section 5. **To show work in my portfolio, on this website and on social media**: Basis: your consent, which you can withdraw at any time. See section 4. **To keep my business secure and running properly**: Basis: my legitimate interests in operating a small business, backing up work safely and preventing fraud or abuse. ## Photographs and film Images and footage of identifiable people are personal information, and weddings in particular involve a great many people who have not booked anything with me. ### Using your wedding in my portfolio I will only publish images or film from your wedding (on this website, on social media, or in anything else promotional) if you have given me consent to do so. That consent is separate from your booking, is never a condition of it, and you can withdraw it at any time by emailing me. If you withdraw consent I will stop using the material going forward and remove it from anywhere I control. I cannot always retrieve material that others have already shared or copied, and material already printed cannot be recalled. ### Your guests I film and photograph guests as part of covering the day. If a guest would prefer not to appear in anything published, tell me and I will do my best to accommodate it. Please let guests know that filming is taking place. ### Property images Property photography is of buildings rather than people, and I ask that occupants and personal items are not in shot. If someone appears incidentally, tell me and I will remove or reshoot the image. ## EPCs and the national register Where I produce an Energy Performance Certificate, I am required by law to lodge it on the national EPC register. Once lodged, the certificate and the property address are publicly available and searchable. This is a legal requirement and is outside my control. My accreditation scheme, ECMK, also receives assessment data as part of its audit and quality assurance obligations. ## Who I share it with I do not sell your information, and I do not share it for anyone else's marketing. I do share it with the following, only as far as necessary: - **My website host and form provider**: enquiries submitted through this site pass through Netlify - **My email and cloud storage providers**: Pixieset and Dropbox - **A second photographer**: where you have booked photography alongside film, so they can attend and deliver the work - **My EPC accreditation scheme and the national register**: as set out in section 5 - **Professional advisers, insurers or authorities**: where I am required to, or need to establish or defend a legal claim ## Where it is stored Your information is held on my own equipment and with the providers listed above. Some of those providers are based outside the UK, including in the United States. Where information is transferred outside the UK, it is protected by the safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or adequacy regulations. Footage and images are backed up to at least two separate locations to protect against loss. ## How long I keep it **Enquiries that do not lead to a booking**: Up to 12 months, then deleted. **Client contracts, correspondence and accounting records**: Six years after the end of the contract, to meet HMRC requirements. **Wedding films and photographs**: Ten years, in line with the archive promised in your package. After that they are deleted unless you ask me to keep them for longer. **Property images**: Three years, then deleted unless kept with permission for portfolio use. **Portfolio material published with consent**: For as long as I use it, or until you withdraw consent. ## Your rights Under UK data protection law you have the right to: - Ask what information I hold about you, and receive a copy - Have inaccurate information corrected - Ask me to delete information, in certain circumstances - Ask me to restrict how I use it, in certain circumstances - Object to my using it where I rely on legitimate interests - Receive certain information in a portable format - Withdraw consent at any time, where I rely on consent To exercise any of these, email me at [ellie@elliespencer.uk.com](mailto:ellie@elliespencer.uk.com). I will respond within one month. There is normally no charge. Some rights are qualified. For example, I cannot delete records I am legally required to keep for tax purposes, and I cannot recall material already published elsewhere by others. ## Cookies and site storage This site does not use advertising or tracking cookies, and there is no analytics software on it. It does use a small amount of storage in your browser for one purpose: to remember whether you came in through the Wedding Films or Property Media entrance, so that the shared pages show you the right one. This is stored only for the duration of your visit, is deleted when you close the tab, and contains nothing that identifies you. Because it is strictly necessary to provide the feature you asked for, it does not require consent. If analytics or any other tracking is added later, this notice will be updated and a consent banner added, because that would require your consent. ## Changes to this notice I may update this notice from time to time. The date at the top shows when it was last changed. Where a change materially affects how I use your information, I will tell you directly. ## Contact and complaints If you have a question about this notice or how I handle your information, email me at [ellie@elliespencer.uk.com](mailto:ellie@elliespencer.uk.com) and I will do my best to put it right. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator, at any time. **Information Commissioner's Office**: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline 0303 123 1113 · [ico.org.uk](https://ico.org.uk) --- ## About this business - Business: Ellie Spencer Property Media & Wedding Films, a sole trader run by Ellie Spencer - Address: Morton Spiert Farm, Abbots Morton, Worcestershire WR7 4NA - Email: ellie@elliespencer.uk.com (no phone line; enquiries by email or the website forms) - Covers: Worcestershire, Warwickshire and the Cotswolds - Wedding films: from £1,000 (8 hours), £1,250 (12 hours), £2,100 with photography - Property media: photography from £95, with floor plan from £150, full package with EPC and aerials from £250; EPC or aerials alone from £80, floor plan alone from £50 - Credentials: accredited domestic energy assessor (ECMK); CAA certified drone pilot; £5m public liability, £1m professional indemnity - ICO registration: C2004351