Last updated: 20/10/2026
1. Who we are
Backdrop London Limited is a UK-based photography and videography services company. We arrange photography and videography services for clients, work with freelance photographers and videographers, and invoice clients for services provided.
For the purposes of this Privacy Policy, “we”, “us” and “our” refer to Backdrop London
Contact details
● Company name: Backdrop London Ltd
● Registered address or business address: The Old Police Station, West Square, Maldon, Essex CM9 5AL
● Email: admin@backdrop.london
● Company registration number, if applicable: 11696568
We are committed to protecting personal information and handling it in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.
2. What personal information we collect
Depending on our relationship with you, we may collect the following information:
Clients and prospective clients
● Names, business contact details, email addresses and telephone numbers.
● Company names, billing addresses and invoicing details.
● Project briefs, booking details, correspondence and contractual information.
● Payment records and information relating to outstanding invoices.
Freelance photographers and videographers
● Names, contact details and business addresses.
● Business information, such as company names, VAT registration numbers and invoicing details, where applicable.
● Bank details needed to make payments.
● Information about availability, assignments, fees, contracts and work completed.
● Relevant correspondence and records of our working relationship.
Individuals appearing in photographs or videos
Where relevant to a project, we may handle photographs, video footage, names, voices and other information that identifies individuals. This may include information supplied by clients or collected during a project.
We do not intentionally collect sensitive personal information unless it is necessary for a specific project and there is an appropriate legal basis for doing so.
3. How and why we use personal information
We use personal information for the following purposes:
● Managing enquiries and bookings: to respond to enquiries, prepare quotations and arrange services.
● Providing our services: to coordinate assignments, communicate with clients and freelancers, and deliver agreed work.
● Managing freelancers: to arrange assignments, agree fees, process invoices and make payments.
● Invoicing and accounts: to issue invoices, receive payments, manage outstanding balances and maintain financial records.
● Business administration: to maintain records, manage our relationships and operate our business.
● Legal and regulatory compliance: to meet our tax, accounting and other legal obligations.
● Handling disputes: to establish, exercise or defend legal claims where necessary.
4. Our lawful bases for processing
We only process personal information where we have a lawful basis under applicable data protection law.
Depending on the circumstances, these bases may include:
● Contract: where processing is necessary to enter into or fulfil a contract with you.
● Legal obligation: where we must retain or disclose information to comply with legal requirements, including tax and accounting obligations.
● Legitimate interests: where processing is necessary for our legitimate business interests, such as managing client relationships, coordinating freelance services, keeping appropriate business records and recovering unpaid invoices, provided those interests do not override your rights and interests.
● Consent: where we rely on your consent for a particular purpose, such as certain uses of identifiable photographs or videos, where consent is the appropriate legal basis.
Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Who we share personal information with
We only share personal information where necessary for the purposes described in this policy or where the law permits or requires us to do so.
This may include sharing information with:
● Freelance photographers and videographers engaged to carry out assignments.
● Clients, where necessary to arrange or deliver the agreed services.
● Accountants, bookkeepers and professional advisers.
● Banks and payment service providers.
● Providers of email, cloud storage, accounting, invoicing and other business software.
● HM Revenue & Customs, regulators, courts or other authorities where legally required.
We do not sell personal information to third parties.
Where freelancers or other suppliers receive personal information, we take reasonable steps to ensure it is handled appropriately and securely.
6. Photographs and video footage
Photographs and video footage may contain personal data if individuals can be identified.
We handle images and footage in accordance with our agreements with clients and the applicable data protection requirements.
Where we arrange photography or videography on behalf of a client, the client may be responsible for deciding the purposes for which the images or footage are used, including obtaining any necessary permissions or consents. Our responsibilities will depend on the particular project and our contractual arrangements.
We do not assume that permission to take a photograph automatically gives permission to publish or use it for every purpose.
We will not use identifiable client images or footage for our own marketing or promotional purposes unless we have an appropriate legal basis and, where required, the necessary permission.
7. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including meeting legal, accounting and reporting requirements and dealing with disputes.
Our retention periods will depend on the type of information and the circumstances. For example:
● Client and invoicing records: normally for the applicable statutory accounting and tax retention period, which is commonly at least six years for relevant company accounting records.
● Freelancer records: for the duration of our working relationship and for an appropriate period afterwards to deal with payments, accounting, contractual obligations or disputes.
● Project files, photographs and video footage: in accordance with our client agreements, project requirements and any agreed delivery or retention period.
● General enquiries and correspondence: for as long as necessary to respond and maintain appropriate business records.
When personal information is no longer required, we will securely delete it or anonymise it where appropriate, unless we are legally required or otherwise entitled to retain it.
8. How we protect personal information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.
These measures may include restricting access to information, using passwords and appropriate security settings, storing records securely and using reputable service providers.
No method of electronic storage or transmission is completely secure, but we take reasonable steps to protect the information we hold.
9. Transfers outside the UK
Some of our service providers may store or process information outside the UK.
Where personal information is transferred outside the UK, we will take steps to ensure that the transfer complies with applicable data protection law, including putting appropriate safeguards in place where required.
10. Your data protection rights
Under applicable data protection law, you may have the right to:
● Request access to the personal information we hold about you.
● Request correction of inaccurate or incomplete information.
● Request erasure of your personal information in certain circumstances.
● Request restriction of processing in certain circumstances.
● Object to processing based on legitimate interests in certain circumstances.
● Request the transfer of certain information to you or another organisation, where the right to data portability applies.
● Withdraw consent where we rely on consent.
These rights are subject to certain conditions and exceptions. We may need to verify your identity before responding to a request.
To exercise your rights, please contact us using the details in Section 1.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at www.ico.org.uk.
11. Cookies and our website
If we operate a website, it may use cookies or similar technologies to ensure the website functions properly and, where applicable, to understand how visitors use it.
Where required by law, we will obtain consent before using non-essential cookies or similar technologies.
Further information about the cookies we use will be provided in a separate cookie notice or through our website’s cookie settings, where applicable.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, the information we process or applicable legal requirements.
The latest version will be made available on our website or provided on request. The date at the beginning of the policy indicates when it was last updated.
13. Contact us
If you have any questions about this Privacy Policy or how we handle personal information, please contact:
Backdrop London Ltd
admin@backdroplondon
The Old Police Station
West Square
Maldon, Essex CM9 5AL
