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privacy policy

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Updated: September 2026

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1. Who we are

Ash Sands Media is the trading name of Ash Sands, who is the data controller responsible for personal information collected through this website and in connection with our services.

For privacy or data-protection enquiries, please contact Ash Sands Media through the contact form on this website.

2. Personal information we may collect

We may collect personal information when you contact us, request a quotation, commission our services or otherwise communicate with us. This may include:

  • your name

  • business or organisation name

  • email address

  • telephone number

  • property or project address

  • information relating to your enquiry or commission

  • billing and invoicing information

  • correspondence and other information you choose to provide

We may also collect limited technical information about visits to this website, such as device, browser, approximate location, pages viewed and website usage information, where permitted through our cookie and analytics settings.

3. How we use personal information

We use personal information where necessary to:

  • respond to enquiries and provide quotations

  • arrange and deliver photography, property film, aerial media and floor-plan services

  • communicate about bookings, projects, revisions and delivery

  • issue invoices and maintain business and accounting records

  • manage our client relationships

  • operate, maintain and improve our website and services

  • protect our legitimate business interests and establish or defend legal claims

  • comply with legal, tax, accounting and regulatory obligations

4. Lawful bases for processing

Under UK GDPR and the EU General Data Protection Regulation, we rely on one or more of the following lawful bases:

Contract — where processing is necessary to take steps at your request before entering into a contract or to provide services you have commissioned.

Legitimate interests — where necessary for the reasonable operation and administration of Ash Sands Media, including responding to business enquiries, managing client relationships, protecting our business and improving our services.

Legal obligation — where we must retain or process information to comply with legal, tax, accounting or regulatory requirements.

Consent — where consent is required, for example for certain non-essential website cookies or marketing communications. Consent may be withdrawn at any time.

5. Sharing personal information

We do not sell personal information.

We may share information only where reasonably necessary with service providers that support the operation of Ash Sands Media, such as:

  • website hosting and website-service providers

  • email and communications providers

  • cloud storage and file-delivery services

  • payment, banking and accounting providers

  • professional advisers

  • photography, video or post-production suppliers where required for a commission

These providers may process personal information only to the extent necessary to provide their services or meet their own legal obligations.

We may also disclose information where required by law, a court, regulator or competent public authority.

6. International transfers

Some of the technology and service providers we use may process or store information outside the United Kingdom or European Economic Area.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate lawful transfer mechanism or recognised safeguard is in place, such as an adequacy decision or approved contractual safeguards.

7. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including fulfilling contracts, responding to enquiries, maintaining client records and meeting legal, tax and accounting requirements.

Different categories of information may therefore be retained for different periods.

When information is no longer required, it will be securely deleted or anonymised where reasonably practicable.

8. Cookies and website analytics

This website may use cookies and similar technologies that are necessary for the website to function.

Non-essential cookies, including analytics or similar technologies, will only be used where permitted by applicable law and, where required, after consent has been obtained.

Visitors can manage their cookie preferences through the website's cookie controls.

9. Marketing

We will not send electronic direct marketing to individuals unless we have an appropriate lawful basis to do so.

Where marketing is sent on the basis of consent, that consent can be withdrawn at any time.

Any marketing communication we send will provide a straightforward way to opt out of future communications.

10. Your data-protection rights

Depending on the circumstances and applicable law, you may have rights including:

  • the right to be informed about how your personal information is used

  • the right to access personal information held about you

  • the right to correct inaccurate or incomplete information

  • the right to request deletion of personal information

  • the right to restrict certain processing

  • the right to object to certain processing, including direct marketing

  • the right to data portability in applicable circumstances

  • the right to withdraw consent where processing is based on consent

  • rights relating to certain automated decisions

These rights are not absolute and may be subject to legal exemptions.

Requests can be made through the contact form on this website.

We may need to confirm your identity before responding to a request. Under GDPR, requests generally need to be answered without undue delay and, in principle, within one month. 

11. Complaints

If you are unhappy with how your personal information has been handled, please contact Ash Sands Media first so that we can try to resolve the matter.

You also have the right to complain to the data-protection authority relevant to where you live, work or where the alleged infringement took place. EU GDPR specifically provides for complaints to the competent supervisory authority, and UK users may complain to the Information Commissioner’s Office. 

12. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, suppliers, legal obligations or data-handling practices.

The latest version will always be published on this website with the date of the most recent update.

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