Privacy Policy

Effective Date: 29th August 2026
Version 2.0

1. Who are we?
1.1 We are Jan and Danielle James trading as SchoolVideo.

1.2 We also operate specialist services and websites including Conference On Demand, Training On Demand and Sussex Funeral Livestream.

1.3 For the purposes of UK data protection law, we are the data controller for personal information collected through these websites and services.

1.4 If you have any questions about this privacy policy or how we use your personal information, please contact us using the contact details provided on the relevant website.

2. What does this policy cover?
2.1 This privacy policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and the rights you have in relation to your information.

2.2 It applies to our websites and to personal information we receive when you contact us, make an enquiry, place an order or use one of our services.

3. Might the policy change?
3.1 We may update this privacy policy from time to time to reflect changes to our services, technology or legal requirements.

3.2 The effective date and version number shown on this page indicate when it was last updated.

4. What personal information do we collect?

Information you give us
4.1 We may collect information that you provide when completing a form, making an enquiry, placing an order or communicating with us by email, telephone or other means.

4.2 This may include your name, organisation or family name, postal or billing address, email address, telephone number, information about an event, production, service or order, correspondence between you and us, and other information you choose to provide.

4.3 Some information may be necessary for us to respond to an enquiry or provide a requested product or service. If you choose not to provide information which is required, we may not be able to provide that product or service.

Information we collect automatically
4.4 When you use our websites, we may receive technical information such as your IP address, browser and device information, operating system, referring website and information about pages you visit.

4.5 We may also collect information about how you arrived at our websites, including advertising campaign information, UTM parameters and identifiers associated with advertising clicks, such as a Google Click ID (GCLID).

4.6 We use this information to operate our websites, understand how they are being used and measure the effectiveness of our advertising and services.

Information we receive from other sources
4.7 We may receive personal information from organisations and services we work with where this is necessary to provide our services or operate our business.

4.8 These may include payment providers, delivery providers, venues, organisations for whom we are providing a service, advertising services and website or analytics providers.

5. What about cookies?
5.1 Our websites may use cookies and similar technologies for essential website functions and, where applicable, analytics and advertising measurement.

5.2 Where consent is legally required for non-essential cookies or similar technologies, these will not be used until you have made your choice.

5.3 Further information may be provided in our cookie notice or cookie controls.

6. What is our legal basis for processing personal information?
6.1 Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we must have a lawful basis for processing personal information.

6.2 Depending on the circumstances, we may rely on the following lawful bases:

(a) Contract and steps before entering into a contract: where processing is necessary to respond to a request for a quotation, arrange a booking, fulfil an order or provide a service.

(b) Legitimate interests: where processing is reasonably necessary to operate and improve our business and services, communicate effectively with customers and prospective customers, maintain security and understand the effectiveness of our services and advertising, provided those interests are not overridden by your rights and interests.

(c) Consent: where we have specifically asked for and received your consent, for example for certain marketing communications or cookies. You may withdraw consent at any time.

(d) Legal obligation: where we need to process information to comply with a legal requirement.

7. How do we use your personal information?
7.1 We may use personal information to:

(a) respond to enquiries and provide quotations;
(b) arrange and provide our services;
(c) process orders and payments;
(d) deliver physical or digital products;
(e) communicate with customers about bookings, productions, orders and services;
(f) provide customer support;
(g) maintain appropriate business and financial records;
(h) operate, secure and improve our websites and services;
(i) understand how people find and use our websites;
(j) measure the effectiveness of our advertising;
(k) prevent fraud, misuse or security problems; and
(l) comply with our legal obligations.

7.2 We do not treat an enquiry or purchase as consent to receive unrelated marketing communications.

8. Marketing
8.1 Where required, we will ask for your consent before sending optional marketing communications.

8.2 Transactional or service communications, such as replies to enquiries, booking information, order updates or information necessary to provide a service, are separate from marketing communications.

8.3 Where you have consented to marketing, you can withdraw that consent at any time.

9. How do we protect personal information?
9.1 We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

9.2 No transmission or storage system can be guaranteed to be completely secure, but we take appropriate precautions having regard to the nature of the information we process.

10. To whom do we disclose personal information?
10.1 We may share personal information with third parties where reasonably necessary to operate our business or provide a requested service.

10.2 These may include website and IT service providers, email and communications providers, payment providers, delivery and fulfilment providers, professional advisers, venues, contractors or other suppliers involved in providing a service, and analytics and advertising providers where applicable.

10.3 We may also disclose information where required by law or where reasonably necessary to protect our rights, customers or others.

10.4 We do not sell personal information.

11. International transfers
11.1 Some of the service providers we use may process information outside the United Kingdom.

11.2 Where personal information is transferred internationally, we take appropriate steps to ensure that it is protected in accordance with applicable UK data protection law.

12. How long do we keep personal information?
12.1 We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing our services, maintaining appropriate business and financial records, resolving disputes and meeting legal requirements.

12.2 Different types of information may therefore be retained for different periods.

13. What are your rights in relation to your personal information?
13.1 Depending on the circumstances, UK data protection law gives you rights including the right to:

(a) request access to personal information we hold about you;
(b) ask us to correct inaccurate or incomplete information;
(c) ask us to delete personal information in certain circumstances;
(d) ask us to restrict processing in certain circumstances;
(e) object to certain processing based on legitimate interests;
(f) receive certain information in a portable format; and
(g) withdraw consent where processing is based on consent.

13.2 You can contact us using the contact details on our websites to exercise these rights.

13.3 You also have the right to complain to the Information Commissioner's Office.

For more information about your rights, see https://ico.org.uk/.

14. Changes to this policy
14.1 We may update this privacy policy from time to time to reflect changes to our services, technology or legal requirements.

14.2 The effective date and version number shown at the top of this page indicate when it was last updated.