Privacy policy

Made in Motion Media Ltd (“we”, “our” or “us”) respects your privacy. This policy explains what this website collects, why, who handles it and what your rights are.

Who we are

Made in Motion Media Ltd, company number 14736724, registered in england and wales. Registered office: 5 Harborough Road, Oadby, Leicester, LE2 4LE. We are the data controller for anything you give us through this site.

Email: madeinmotionmedia@gmail.com

What we collect

The enquiry form collects your name and email address, your phone number if you give one, what you need, what it’s for, when it is, a budget band if you give one, your Instagram handle if you give one, and your message. If you ask for a fix pack, we look at your public Instagram page and keep your handle with your enquiry. We use it to reply to you and to put a quote together. Nothing else.

If you contact us on WhatsApp, Instagram, Facebook or TikTok, or email us directly, we receive whatever you send us through that service. Messages to our Instagram account or Facebook page, and enquiries sent through this form, are also copied into HQ so one of us can reply and follow up.

If you book a call with us, the booking page collects your name, email address and any answers you give. If we have a video call, we tell you at the start that we record it to take notes. If you’d rather not be recorded, say so and we won’t.

If you become a client, we also keep your contract, your consent choices and the photos and films we make for you.

We don’t set any cookies ourselves, and there is no analytics or advertising tracking on this site.

Our lawful basis

Legitimate interests: replying to someone who has asked us a direct question, preparing a quote they have asked for, and following up on that enquiry. For clients, it is the contract we have with you.

We keep enquiries in HQ, our private client system, so we can follow up on what you asked about. We only send you anything else, such as a newsletter, if you ask for it, and every one of those emails has a link to stop them.

Prospect research

Before we contact a business, we may read its public Instagram and TikTok posts (dates, follower, view, like and comment counts) to prepare for a conversation. Lawful basis: legitimate interests. The raw data is deleted after 30 days. To object, email us or message us on Instagram, and we will stop and delete it within 7 days. We keep only your account name on a do-not-contact list, so we never contact you again.

Instagram keywords

If you comment a keyword on one of our Instagram posts, we automatically send you one direct message with what you asked for. We record your Instagram username and your comment as an enquiry, kept for 12 months after our last contact with you. To stop this, message us or email us and we will delete it.

Who handles it

• Resend delivers the enquiry to our inbox. It receives what you typed into the form.
• Google hosts our email (Gmail), where enquiries and emails arrive.
• Cloudflare hosts this site and runs the Turnstile spam check on the form. It receives your IP address and details about your browser.
• Google Fonts serves the typefaces this site uses. Your browser asks Google for them, so Google receives your IP address.
• Cloudflare also runs HQ, where we keep enquiries, client records and the files we deliver. Only the two founders can sign in to it.
• Cal.com runs our booking page. It receives your name, email address and booking answers.
• Google Calendar and Google Meet hold our bookings and video calls.
• Fathom records and transcribes video calls when you have agreed to it.
• Anthropic provides Claude, the AI assistant we use to draft replies and summarise call notes. It processes the details we give it.
• GitHub stores our private working notes and project files, which can include your name and what you asked for.
• Telegram carries notes we send ourselves from our phones through a private bot.
• DocuSeal handles signing our agreements. It receives your name, email address and signature.
• WhatsApp, Instagram, Facebook and TikTok handle messages you send us there, and Instagram carries our automatic keyword message, under their own privacy policies.

How long we keep it

Enquiries are kept for 12 months after our last contact with you, then deleted. Call recordings are deleted after one month; the written summary stays with your enquiry.

If you become a client, your details move into the job’s records and are kept for as long as the accounts need them (six years). Finished photos and films stay in your private online gallery for 12 months after delivery, and we keep an archive copy for two years. Unedited footage is deleted 12 months after delivery for weddings and events, and three months after posting for monthly clients.

Your rights

You can ask us what we hold about you, ask us to correct it, or ask us to delete it. Email madeinmotionmedia@gmail.com and we’ll deal with it within a month.

If you’re unhappy

Please raise it with us first and we’ll put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk.