Legal
Privacy policy
How Tobias Warner Media collects and uses personal information through tobiaswarnermedia.com and when you work with us.
Last updated 26 October 2026
Who we are
Tobias Warner Media is a photography, video, drone, web and brand design business run by Tobias Warner in Suffolk, UK. We are the data controller for the personal information described here.
Questions about this policy or your data:
- Email: tobias@tobiaswarnermedia.com
- Phone: 07468 483459
What information we collect
- Details you give us — your name, email address, phone number, business name, and anything you tell us about your project, when you use the project planner, email, call or message us.
- Client and billing details — names, contact details, addresses, invoices and payment records when you book work with us.
- Purchases — if you buy anything through the site's shop, your order, delivery and billing details. Card payments are handled by the payment provider; we never see your full card number.
- Website usage — your IP address, browser and device type, pages visited and how you arrived, collected through cookies and analytics.
- Images and footage — photos and video we take during shoots, which may include you if you appear in them.
How we use it and why
UK data protection law (UK GDPR and the Data Protection Act 2018) requires a lawful basis for each use.
| What we do | Lawful basis |
|---|---|
| Reply to enquiries and quote for work | Legitimate interests, or steps before a contract |
| Plan, deliver and invoice your project | Contract |
| Keep accounts and tax records | Legal obligation |
| Run, secure and improve the website | Legitimate interests |
| Non-essential cookies and analytics | Consent |
| Show finished work in our portfolio and social media | Consent where you are identifiable, otherwise legitimate interests |
| Occasional updates to past clients | Legitimate interests; you can opt out any time |
We do not sell your information or use it for automated decision-making.
How long we keep it
| Information | Kept for |
|---|---|
| Enquiries that don't lead to work | 2 years |
| Client project and contact records | 6 years after the project ends |
| Invoices and accounts | 6 years, as HMRC requires |
| Raw photos and footage | Up to 2 years after delivery, unless agreed otherwise |
| Analytics data | As set by Squarespace, then anonymised |
We protect your information with password-protected accounts, two-step sign-in where available, and access limited to people working on your project.
People in our photos, video and drone footage
People may appear in images we capture for clients, at events or from the air. We ask before featuring anyone identifiable in our own portfolio or social media, and we remove an image on request.
We follow Civil Aviation Authority drone rules and plan flights to avoid capturing people and private property where possible. Incidental footage of members of the public is not used to identify anyone.
If you appear in our work and want it taken down, email tobias@tobiaswarnermedia.com.
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- have inaccurate information corrected
- have your information deleted
- restrict or object to how we use it, including for marketing
- withdraw consent at any time, where we rely on consent
- receive your information in a portable format
To use any of these rights, email tobias@tobiaswarnermedia.com. We will respond within one month, free of charge.
If you're unhappy with how we've handled your information, please contact us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.
