Last updated: DRAFT 16 Oct 2026, set on launch
In short: I collect what I need to reply to you, run your project and keep the accounts HMRC requires. I don't sell your data, I don't use advertising trackers, and you can ask me to see, correct or delete what I hold.
1. Who I am
KJG Media is the trading name of Kian Goddard, a sole trader (“KJG Media”, “we”, “I”). I'm the data controller for the personal data described here.
- Email: kian@kjgmedia.co.uk
- Postal address: business address needed
- ICO registration number: ICO number, or remove if exempt
2. What I collect and why
| When | What | Why, and the legal basis | How long I keep it |
|---|---|---|---|
| You send an enquiry (contact form, email, phone or social media) | Name, email, project details, timeline, budget range and anything else you include | To reply and quote. Legal basis: taking steps at your request before a contract, and my legitimate interest in answering enquiries | 24 months after we last spoke, if we don't work together |
| You book a call through Calendly | Name, email, booking time and any answers you give | To arrange and hold the call. Legal basis: steps before a contract | As for enquiries. Calendly also keeps its own copy (see section 4) |
| We work together | Contact and billing details, contracts, invoices, project notes and messages | To deliver the project, get paid and keep accounts. Legal basis: performing our contract, and a legal obligation to keep financial records | Accounting records for at least 5 years after the 31 January Self Assessment deadline for that tax year, as HMRC requires. Other project records for 6 years after the project ends |
| You appear in footage or photos I shoot | Your image and voice, and sometimes your name or role | To make the work my client has commissioned, and to show it in my portfolio. Legal basis: my client's contract, my legitimate interest in showing my work, or your consent where I've asked for a release | Project files: archive period, e.g. 2 years. Portfolio: until you ask me to take it down (see section 6) |
| You visit this website | Technical data such as IP address, browser and pages requested | To host the site and keep it secure. Legal basis: legitimate interests | Held by the hosting provider under its own policy (see section 4) |
I don't set out to collect sensitive information (such as health, religion or ethnicity). Footage can sometimes reveal it, though, especially in documentary work like In Focus. Where that's likely, I'll explain it and ask for your explicit written consent before filming.
I don't use your data for automated decision-making or profiling, and I won't add you to a mailing list.
3. This website
This site doesn't use advertising or tracking cookies. To see how many people visit and which pages they view, it uses Cloudflare Web Analytics, which doesn't use cookies, doesn't store anything on your device and doesn't build a profile of you or follow you across other sites. The Cookie Policy has the full detail.
When you send the contact form, Cloudflare Turnstile checks that it's coming from a person and not a bot. It looks at technical signals from your browser for that check only, and isn't used for advertising.
The fonts on this site are hosted on the site itself, so no font service receives your details.
The Calendly booking calendar and the YouTube films (on the Work and In Focus pages, and in the project pop-ups on the Home page) only load if you click to show or play them.
4. Who I share data with
I don't sell personal data. I only share it with services that help me run the business, and only as much as they need:
- Cloudflare: website hosting, security, the contact form's spam check (Turnstile) and cookieless visitor statistics (Web Analytics)
- Resend: delivers contact form messages to my inbox
- Google: email (Gmail) and file storage and delivery (Google Drive)
- Calendly: call booking
- Pixieset: photo gallery delivery
- YouTube: hosting finished videos
- ClickUp: project management, including with freelance editors
- Accounting/invoicing software and payment provider, once chosen
- Freelancers who help on a project (such as editors or second shooters), who only receive what they need and are bound to keep it confidential
- My accountant, insurers or legal advisers where needed, and HMRC or other authorities where the law requires it
Some of these providers are based in, or store data in, the United States. Where data leaves the UK, it's protected by UK adequacy regulations (such as the UK–US data bridge) or by the UK's approved contract clauses.
5. Your rights
Under UK data protection law you can ask me to:
- give you a copy of the personal data I hold about you
- correct anything that's wrong or incomplete
- delete your data, where I don't have to keep it for legal reasons
- restrict or object to how I use it, including portfolio use
- send your data to you or another organisation in a usable format
- stop using it where I relied on your consent (withdrawing consent doesn't affect anything done before)
Email kian@kjgmedia.co.uk. I'll reply within one month, and it's normally free.
6. Portfolio, showreels and social media
I may use work I've made in my portfolio, showreels and social media unless we agree otherwise in writing before the shoot. If you appear in my work and would like it removed, email me. I'll take it down from my website and channels within a reasonable time. I can't recall copies other people have already shared or downloaded.
I only film or photograph under-18s with consent from a parent or guardian.
7. Keeping data secure
I use accounts protected by strong passwords and two-factor authentication, share files through access-controlled links, and limit who can see project material. confirm 2FA is on for email, Drive and Calendly
8. Complaints
If you're unhappy with how I've handled your data, please contact me first so I can put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint (opens in a new tab), or call 0303 123 1113.
9. Changes
I'll update this policy if anything changes, for example when the client portal launches. The date at the top shows when it was last updated.