Privacy & Cookies Policy

Last Updated: 4 December 2025

1. Who We Are

This website is operated by Mooncast Films (“we”, “us”, “our”), a wedding videography business based in the United Kingdom.

We are the data controller of the personal information we collect through this website and in the course of providing our services.

If you have any questions about this policy or how we handle your data, you can contact us:

  • Website: https://www.mooncast-films.com/
  • Contact form: via the “Contact” / “Enquire” page on our website
  • Email: [replace with your preferred contact email address]
  • Postal address: [add your business / registered office address here]

2. Scope of this Policy

This Privacy & Cookies Policy explains how we collect, use, share and protect personal information when you:

  • visit our website;
  • submit an enquiry or request a quote;
  • book us for wedding videography (and any related services);
  • interact with us by email, phone or social media; or
  • see or interact with our advertising on platforms such as Google or Meta (Facebook/Instagram).

It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR).

3. The Personal Information We Collect

We only collect information that we need for clear, specific purposes. The categories of data we may collect are:

3.1. Information you provide directly

When you contact us or book us, you may provide:

  • Contact details: name, email address, phone number
  • Wedding details: date, venue(s), country, number of guests, timeline, suppliers
  • Booking information: package chosen, pricing, contract details, payment status
  • Messages: any information you include in enquiry forms, emails or messages (for example, what you’re looking for in your wedding film, special requests, or how you heard about us)

If you appear on camera or you are a client, our footage will naturally include your image and voice, and possibly those of your partner, family and guests.

3.2. Information we collect automatically (website usage)

When you visit our website, we may automatically collect:

  • IP address and approximate location (city/country)
  • Device type, operating system and browser type
  • Pages visited, time on page, links clicked, referring URL
  • Basic technical data about how your browser interacts with our site

This information may be collected using cookies and similar technologies (see Section 6), mainly via Google Analytics 4 and Google Ads, once you have given consent to analytics/advertising cookies in our cookie banner.

3.3. Information from social media and advertising platforms

If you visit our website after clicking our advert on:

  • Google (Search / Display / YouTube), or
  • Meta (Facebook / Instagram),

these platforms may tell us that an anonymous user clicked our ad and visited or converted on our site. We do not see your full profile; we see aggregated reports (for example, “X people clicked this ad and sent an enquiry”).

We use:

  • Google Ads tags to measure conversions and improve campaigns;
  • Meta Pixel to measure and optimise our Facebook/Instagram advertising.

Both are subject to your cookie choices.

3.4. Does Mooncast Films collect sensitive data?

We do not intentionally seek to collect special category (sensitive) data such as information about your health, religion, or ethnicity. However:

  • weddings can take place in religious settings;
  • some information may be visible in the footage (e.g. symbols, ceremonies).

We do not use this information to profile you or make decisions about you. It only appears incidentally as part of our role in documenting your day.

4. How We Use Your Information (Purposes)

We use your personal information for the following purposes:

  1. Responding to enquiries and providing quotes
    • To answer your questions and provide information about our services.
  2. Booking management and contract administration
    • To confirm availability, send proposals and contracts, take deposits and payments, and manage your booking from initial enquiry to delivery of your films.
  3. Planning and delivering your wedding videography
    • To understand your timeline, preferences and any key moments or people we need to be aware of.
    • To coordinate with your planner, venue or other suppliers where necessary.
  4. Creating, editing and delivering films and related content
    • To film and edit your wedding footage;
    • To deliver your films and any agreed extras (for example, highlight film, feature film, full ceremony/speeches).
  5. Customer service and communication
    • To respond to emails or messages;
    • To follow up on outstanding information or payments;
    • To keep you updated about progress and delivery.
  6. Marketing and advertising
    • To understand which pages are most popular and how people find our site (Google Analytics 4);
    • To measure how effective our advertising is (Google Ads and Meta Pixel);
    • To show relevant ads to people who are likely to be interested in wedding videography services.
    These activities rely on non-essential cookies and similar technologies and only take place when you have consented to analytics/advertising cookies in our cookie banner.
  7. Security, fraud prevention and website performance
    • To protect our website and email accounts from abuse, spam and attacks;
    • To monitor server logs and keep our services running smoothly.
  8. Legal, tax and compliance
    • To keep records required by tax and accounting laws;
    • To handle complaints, disputes or legal claims.

5. Legal Bases We Rely On

Under UK GDPR, we must have a legal reason (“lawful basis”) for using your personal data. Depending on the context, we rely on:

5.1. Consent

We rely on your consent when:

  • you accept non-essential cookies (analytics and advertising) in our cookie banner, enabling tools such as Google Analytics, Google Ads and Meta Pixel;
  • you ask us to contact you about availability, quotes or other information by submitting a form or ticking an opt-in box where one is provided.

You can withdraw your consent at any time:

  • by using the “Cookie settings” link in our website footer to change or withdraw your cookie preferences;
  • by contacting us to unsubscribe from any non-essential communications.

Withdrawing consent does not affect the lawfulness of processing carried out before you withdraw it.

5.2. Contract

We rely on contractual necessity when we:

  • provide quotes and proposals at your request;
  • enter into a booking agreement with you;
  • process your personal information to deliver our videography services and fulfil our contract with you.

5.3. Legitimate Interests

We rely on legitimate interests where we use data in ways that are necessary for our business and which are not overridden by your rights, for example:

  • general website security and maintenance (server logs, security tools);
  • keeping basic statistics that do not rely on non-essential cookies;
  • handling enquiries from third parties (e.g. planners or venues) relating to your booking;
  • defending legal claims and protecting our rights.

When we rely on legitimate interests, we consider and balance any potential impact on you.

5.4. Legal Obligations

We process some information because we are legally required to do so, for example:

  • keeping financial records for HMRC;
  • responding to valid requests from regulators or law enforcement (where we are legally obliged to).

6. Cookies and Tracking Technologies

6.1. What are cookies?

Cookies are small text files stored on your device when you visit a website. They can be used for:

  • making the site work (e.g. remembering your cookie choices);
  • measuring how people use the site;
  • personalising advertising.

PECR requires consent for non-essential cookies, including most analytics and all advertising cookies.

6.2. How we manage cookies and consent

We use Termly as our consent management platform (CMP). When you first visit our site, you will see a cookie banner that:

  • explains that we use cookies and similar technologies;
  • allows you to accept all, reject all (except strictly necessary cookies), or choose categories (for example, Analytics and Advertising);
  • links to a detailed cookie list managed by Termly.

You can change your choices at any time by clicking the “Cookie settings” link in our footer.

6.3. Cookie categories we use

We group cookies into the following categories:

  1. Strictly Necessary
    • Required for the site to function (e.g. security, load balancing, remembering your cookie preferences).
    • These do not require consent under PECR.
  2. Analytics (e.g. Google Analytics 4)
    • Help us understand how visitors use our site (which pages are popular, how visitors move around the site).
    • We use this information in aggregated form to improve our content and user experience.
    • These cookies are only set after you accept Analytics in the cookie banner.
  3. Advertising / Marketing (e.g. Google Ads, Meta Pixel)
    • Help us measure how effective our advertising is and ensure our ads reach people who are looking for wedding videography services.
    • May be used to create custom audiences or to measure conversions from ads.
    • These cookies are only set after you accept Advertising/Marketing in the cookie banner.

For a current list of cookies used on this site, including names, providers and expiry times, please refer to the Cookie Policy generated by Termly (linked from our cookie banner and/or footer).

6.4. Google Analytics 4

We use Google Analytics 4 (GA4) to understand how visitors use our website and to help us improve content and navigation. GA4 uses cookies and similar technologies to collect:

  • IP address (with IP anonymisation features where configured);
  • device and browser information;
  • pages visited, time spent, and interactions on our site.

We configure GA4 to retain event data for a limited period (e.g. 14–26 months) and use it in aggregate form wherever possible. GA4 only runs after you consent to Analytics cookies in our banner.

Google may process data on servers located inside and outside the UK, including the United States. Where data is transferred to the US, this is supported by the UK–US Data Bridge, which extends the EU–US Data Privacy Framework to the UK and allows transfers to certified US organisations without additional transfer tools.

You can also:

  • use Google’s opt-out tools; and/or
  • disable or delete cookies in your browser settings.

6.5. Google Ads

We use Google Ads tags to:

  • measure how many people who clicked our ads go on to send an enquiry or view key pages;
  • optimise our campaigns and spend.

These tags use cookies and similar technologies and only run when you consent to Advertising cookies.

6.6. Meta Pixel

We use Meta Pixel (Facebook/Instagram) to measure and improve our advertising on Meta platforms.

What Meta Pixel does:

If you consent to Advertising cookies, Meta Pixel may collect and send to Meta:

  • IP address and device information;
  • browser information and referrer URL;
  • pages visited and actions taken on our website (e.g. PageView, form submissions);
  • approximate location based on IP;
  • timestamp and user agent.

If you submit an enquiry, we may send hashed identifiers such as your email address or phone number to Meta to help measure which ads lead to enquiries (conversion tracking and audience measurement).

Meta may use this data to:

  • measure the performance of our ads;
  • improve its targeting systems;
  • provide us with aggregated reports (for example, how many people contacted us after seeing a particular ad).

Meta Platforms, Inc. is based in the United States. Transfers of UK personal data to Meta are covered by the UK–US Data Bridge where Meta is certified, which the UK government has assessed as providing an adequate level of protection for personal data.

You can control how Meta uses data for advertising purposes via your Facebook/Instagram account settings, as well as via our cookie banner.

7. Who We Share Your Data With

We share your personal information only when necessary for the purposes outlined in this policy, with:

  • Service providers
    • Website hosting and maintenance providers
    • Email and productivity tools (e.g. for managing enquiries and bookings)
    • Cloud storage and backup providers
    • Online contract / e-signature tools (if used)
    • Video delivery platforms (for sending you finished films)
  • Analytics and advertising partners
    • Google LLC (Google Analytics 4 and Google Ads)
    • Meta Platforms, Inc. (Meta Pixel)
    • Termly LLC (cookie consent and cookie preference storage)
  • Professional advisors
    • Accountants, legal advisors, or other professionals where needed (for example, to comply with tax or legal obligations).
  • Authorities and regulators
    • Law enforcement bodies, courts, regulators or government authorities where we are legally obliged to do so or where this is necessary to protect our rights.

We do not sell your personal data.

Where third-party providers act as our processors (processing data on our behalf), we ensure they are bound by contracts that require them to protect your data in line with UK GDPR.

8. International Data Transfers

Some of our service providers are located outside the UK, or may store data on servers located outside the UK, including in the United States.

When we transfer your personal data outside the UK, we ensure that one of the following applies:

  • the destination country is covered by a UK adequacy regulation (for example, the UK–US Data Bridge for certified US organisations under the EU–US Data Privacy Framework);
  • we have appropriate safeguards in place, such as the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses;
  • a specific exception under UK GDPR applies (for example, where the transfer is necessary for the performance of a contract with you).

You can contact us for more information about the specific safeguards used for particular transfers.

9. How Long We Keep Your Information

We keep personal data only for as long as needed for the purposes described in this policy, and to meet our legal and accounting obligations.

Typical retention periods are:

  • Enquiries that do not lead to a booking:
    • Up to 2 years after our last meaningful contact, in case you return later or ask us about previous messages.
  • Clients and completed bookings:
    • Core booking and contract information: up to 7 years after the end of the financial year in which your wedding took place (to meet tax and accounting requirements).
    • Wedding films and raw footage: kept for a period determined by our backup and archive practices. We may keep final films for longer so we can resend them if you lose access, unless you ask us to delete them.
  • Analytics and advertising data:
    • Retained in line with the settings of the relevant tools (for example, GA4 data retention, Meta’s event data retention) and our own configuration choices. See the providers’ privacy policies for details.

We may keep some information for longer if we need it to resolve disputes, enforce agreements or defend legal claims.

10. How We Protect Your Information

We take appropriate technical and organisational measures to protect your personal data, including:

  • using HTTPS (SSL/TLS) on our website;
  • limiting access to personal data to those who need it;
  • using strong passwords and two-factor authentication where available;
  • keeping our systems, plugins and software up to date;
  • using reputable service providers with appropriate security in place.

However, no system can be guaranteed 100% secure. If we become aware of a data breach that affects your rights and freedoms, we will notify you and, where required, the Information Commissioner’s Office (ICO) in line with our legal obligations.

11. Your Data Protection Rights

Under UK GDPR, you have rights over your personal data. These include:

  1. Right of access
    • You can ask for a copy of the personal data we hold about you.
  2. Right to rectification
    • You can ask us to correct inaccurate or incomplete information.
  3. Right to erasure (“right to be forgotten”)
    • You can ask us to delete your personal data in certain circumstances (for example, where we no longer need it, or where you withdraw consent and there is no other legal basis for processing).
  4. Right to restrict processing
    • You can ask us to limit how we use your data in certain circumstances.
  5. Right to object
    • You can object to processing based on legitimate interests, and to direct marketing (including related profiling) at any time.
  6. Right to data portability
    • In some cases, you can ask us to provide your data in a structured, commonly used, machine-readable format, or to transfer it to another organisation.
  7. Right to withdraw consent
    • Where we rely on your consent (for example, for analytics/advertising cookies), you can withdraw that consent at any time.
    • You can do this via the “Cookie settings” link in our footer or by contacting us.

We may need to verify your identity before responding to your request. We do not charge a fee for normal requests, but may do so or refuse to act on requests that are manifestly unfounded or excessive.

To exercise any of your rights, please contact us using the details in Section 1.

12. Complaints

If you have any concerns about how we handle your personal data, we would encourage you to contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection regulator:

  • Website: https://ico.org.uk/
  • Phone: +44 (0)303 123 1113
  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

13. Children

Our website and services are aimed at adults planning weddings. We do not knowingly enter into contracts with, or collect personal data from, children for our services.

Children may appear in wedding footage as part of the event, but we do not use that footage to profile children or to target services at them.

If you believe that a child has provided us with personal data without appropriate consent, please contact us and we will review and, where appropriate, delete that data.

14. Changes to this Policy

We may update this Privacy & Cookies Policy from time to time, for example:

  • to reflect changes in our services;
  • to reflect updates in law or regulatory guidance;
  • to clarify or improve our explanations.

When we make significant changes, we will update the “Last Updated” date at the top of this page and, where appropriate, let you know by email or on our website.

We recommend that you review this page from time to time to stay informed about how we handle your personal data.

End of Privacy & Cookies Policy