Privacy Policy

Your Privacy Matters at Swiftblade Media

 

Last updated: 01/08/2026

 

Swiftblade Media respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect personal data when you contact us, request a quote, book voice-over services, visit our website, or work with us.

For the purposes of data protection law, the data controller is:

Swiftblade Media
Email: damian@swiftblademedia.co.uk
Website: www.swiftblademedia.co.uk
Location: Northern Ireland, UK

1. Information We Collect

We may collect and process the following types of personal information:

  • Your name
  • Email address
  • Phone number, if provided
  • Business or organisation name
  • Billing and payment details
  • Project details, scripts, briefs, notes, deadlines, and usage requirements
  • Communication records, including emails and messages
  • Files you choose to send, such as scripts, pronunciation guides, reference audio, or creative briefs
  • Website usage information, such as IP address, browser type, device information, and pages visited, where analytics or cookies are used

We only collect the information needed to respond to enquiries, provide voice-over services, manage bookings, process payments, and maintain professional records.

2. How We Use Your Information

We may use your personal information to:

  • Respond to enquiries
  • Provide quotes and availability
  • Discuss, prepare, record, edit, and deliver voice-over work
  • Manage bookings, revisions, invoices, and payments
  • Keep records of completed work and business communications
  • Send important service-related updates
  • Maintain the security and functionality of our website
  • Improve our services and client experience
  • Comply with legal, tax, accounting, and contractual obligations

We do not sell your personal information.

3. Lawful Basis for Processing

Under UK data protection law, we must have a lawful basis for using personal information. The lawful bases we may rely on include:

Contract
When we need to use your information to provide a quote, discuss a booking, deliver voice-over services, or manage an agreement with you.

Legal obligation
When we need to keep certain records for tax, accounting, or legal purposes.

Legitimate interests
When we use your information to manage client relationships, respond to business enquiries, maintain records, improve services, protect our business, and communicate about relevant services.

Consent
Where we ask for your permission, such as for optional marketing emails, testimonials, or use of your name, brand, project, or feedback in promotional material.

The ICO explains that organisations must identify and explain their lawful basis for processing personal data.

4. Voice-Over Projects, Scripts, and Audio Files

If you send us scripts, reference materials, direction notes, or audio files, we will use them only for the purpose of preparing, recording, editing, delivering, and managing your project.

Completed recordings, project files, and related materials may be stored for a reasonable period in case you request revisions, replacements, future edits, or proof of delivery. We will not publish confidential scripts, unreleased campaign details, or private project materials without your permission.

5. Marketing Communications

We will only send marketing emails where we have a valid lawful basis to do so. You can unsubscribe or ask us to stop sending marketing messages at any time by contacting us at damian@swiftblademedia.co.uk

Service-related messages, such as project updates, invoices, delivery links, and booking information, are not considered marketing and may still be sent where necessary.

6. Sharing Your Information

We may share personal information with trusted third parties where necessary to run the business and deliver services. This may include:

  • Email and cloud storage providers
  • File transfer services
  • Payment processors
  • Accounting or bookkeeping services
  • Website hosting providers
  • Analytics providers
  • Professional advisers, where required
  • Legal or regulatory authorities, if required by law

We only share information when needed and expect service providers to handle it securely.

7. International Transfers

Some service providers, such as email, cloud storage, website hosting, file transfer, or payment platforms, may process data outside the UK.

Where this happens, we will take reasonable steps to ensure your personal information is protected in accordance with applicable data protection laws.

8. How Long We Keep Your Information

We keep personal information only for as long as necessary for the purposes described in this policy.

As a general guide:

  • Enquiry emails may be kept for up to 12 months
  • Client and project records may be kept for up to 6 years for tax, accounting, and contractual purposes
  • Audio/project files may be kept for up to 12 months, unless agreed otherwise
  • Marketing consent records may be kept until consent is withdrawn
  • Website analytics data may be kept according to the settings of the analytics provider

After this, information will be deleted, anonymised, or securely archived where appropriate.

9. How We Protect Your Information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, alteration, or disclosure.

These steps may include password protection, secure cloud storage, limited access to files, device security, and careful handling of client materials.

However, no method of online transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Cookies and Website Analytics

If our website uses cookies or analytics tools, they may collect information about how visitors use the site.

This may include:

  • Pages visited
  • Time spent on the site
  • Browser and device type
  • Approximate location
  • Referral source

Where required, we will ask for consent before placing non-essential cookies on your device.

11. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

  • Request access to your personal information
  • Ask for inaccurate information to be corrected
  • Ask for your information to be deleted
  • Ask us to restrict how we use your information
  • Object to certain types of processing
  • Withdraw consent where we rely on consent
  • Request a copy of your data in a portable format

The ICO lists these rights as part of the information people should receive in a privacy notice.

To exercise any of these rights, contact us at:

damian@swiftblademedia.co.uk

We may need to verify your identity before responding to certain requests.

12. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office.

ICO website:
ico.org.uk

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website with the updated date shown at the top.

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