Privacy & your files.

1. Who to contact

NEJO Cinematic Studio is the studio name used on this website. For privacy requests and information about the supplier responsible for your project, email hello@nejo.co.uk. Supplier identity, correspondence and applicable registration details are included in your written quotation and order confirmation.

2. What we collect and why

When you contact us, we receive your name, email, any optional phone or business details, your message and the preferences you give us. A sample or project brief may also include photographs, logos, artwork, scripts, audio, video and links. Only the details needed to reply are mandatory on the short contact form.

We use this information to answer questions, assess suitability, discuss scope, prepare an agreed sample and deliver commissioned work. For an individual making a contractual enquiry or buying a service, the basis is taking steps at their request or performing the contract. For business representatives and general enquiries, our legitimate interest is responding to the request and managing the relationship. We also keep necessary tax and contractual records to meet legal obligations and deal with disputes.

For security, the intake system uses a temporary session identifier and salted, pseudonymous network identifiers for rate limiting. The host may separately process IP addresses and access/error logs to operate and protect the service. Our legitimate interest is preventing misuse and protecting customer material. An email address does not automatically put you on a mailing list.

We do not use these enquiry details to make solely automated decisions with legal or similarly significant effects. A person reviews the creative brief.

3. Please minimise personal and confidential information

Send material you are entitled to share. Photographs may contain metadata such as capture location; remove unnecessary metadata before uploading. Where other people appear or are heard, check that you have an appropriate basis and any necessary permissions for the intended use. Do not upload identity documents, payment-card information, passwords, health information or sensitive client records through these forms. Discuss confidential work and any restrictions before sharing it.

The public website does not automatically publish files or send enquiry files to a generative AI service. Production processing starts only after the project scope is agreed. Portfolio publication and any identifiable voice cloning require a separate, specific agreement; they are not authorised by submitting an enquiry.

4. Who processes the information

Authorised studio personnel use the details to respond and, where commissioned, produce the work. Hostinger provides website hosting. Our business email provider processes the correspondence sent to and from the studio. We may use professional advisers for legal or accounting duties and disclose information where required by law.

Production may involve selected images, scripts or audio being processed by Runway and other agreed editing, voice, music or storage providers. The tools depend on the brief. We discuss significant restrictions before production and minimise the material shared. Provider terms, data locations and retention settings are checked for the chosen workflow; we do not promise that all provider data stays in the UK or that every provider has the same training policy.

Where personal information is transferred outside the UK, the applicable arrangements must be established before transfer, such as UK adequacy arrangements or appropriate contractual safeguards and any required risk assessment. Ask us for the providers and safeguards applicable to your project. Where we process personal data solely on a business client’s instructions, any required data-processing agreement is arranged before that work starts.

5. Where files are stored and for how long

Website intake files are stored outside the public website directory. A long, private download link is sent only to the studio inbox. The link expires after 30 days. Expired intake records and uploads are removed by the next maintenance cleanup; expiry does not mean every hosting backup is erased immediately.

Uncommissioned email enquiries are normally reviewed for deletion six months after the last substantive contact. For commissioned work, production-file retention is confirmed in the project agreement; our normal working target is 90 days after final delivery unless an archive service or a longer justified period is agreed. Necessary invoices, contracts and dispute records may be retained for up to six years, or longer where a legal obligation or an active dispute requires it.

Copies in email, project storage, provider systems and backups have separate retention arrangements. Ask us to explain or restrict retention before production. Please keep your own originals and download delivered files promptly; an indefinite archive is not included by default.

6. Security and payments

The forms use encrypted HTTPS transport, session protection, server-side checks, upload limits and restricted file storage. These measures reduce risk but do not make a website invulnerable. Uploaded files are treated as untrusted and must be checked before staff open them; this form does not claim automatic malware scanning.

These forms do not take payments and should never contain card details. A written quote and any payment instructions are provided separately.

7. Your choices and rights

Depending on the circumstances, you can ask for access, correction, deletion, restriction, portability, or object to processing based on legitimate interests. Where a separate activity relies on consent, you may withdraw it without affecting earlier lawful processing. These rights are not absolute; we explain any relevant limits.

Email hello@nejo.co.uk with your request and enough detail to locate the record. We may need proportionate identity checks. You can also complain to the UK Information Commissioner’s Office at ico.org.uk. We welcome the chance to address your concern first, but you do not have to contact us before complaining to the ICO.

8. Cookies and updates

See our cookie information for the temporary security session. This website contains no analytics tags, advertising pixels, marketing cookies or embedded third-party video players. If that changes, the relevant notices and controls must be updated before the new tracking is enabled.

We update this notice when our processing changes. Material changes affecting an existing project will be explained where appropriate.