Privacy Policy

San Roku Ku is committed to protecting your privacy and handling personal information in a transparent and secure manner. This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).

1. Who We Are

San Roku Ku is the controller of personal information collected through this website, our checkout flow, contact forms, order forms, and service communications.

You can contact us about privacy matters at [email protected].

2. Information We Collect

  • Contact information: name, email address, phone number, business details, billing details, and any information you provide when contacting us, placing an order, or commissioning services.
  • Order and project information: selected services, package choices, add-ons, order references, film titles, project notes, creative briefs, deadlines, runtime details, language choices, and delivery preferences.
  • Client materials: film stills, footage, scripts, subtitles, translations, artwork, logos, credits, names, likenesses, performances, metadata, passwords, access links, and other project assets you provide.
  • Payment information: payment status, transaction references, billing metadata, and fraud-prevention information from payment processors. Full card details are handled by third-party payment providers such as Stripe Checkout and are not stored by San Roku Ku.
  • Communications: emails, form submissions, project feedback, approval records, revision requests, support requests, and delivery confirmations.
  • Usage data: pages visited, browser type, device type, referral source, approximate location derived from IP address, and technical information used to keep the site secure and improve performance.
  • Cookies and similar technologies: information stored or accessed on your device for essential site functions, analytics, preferences, and performance where applicable.

3. How We Use Your Information

  • To respond to enquiries and communicate with you.
  • To process orders, verify payment status, manage projects, provide revisions, and deliver creative services.
  • To create, edit, format, translate, subtitle, export, or prepare project deliverables.
  • To manage client approvals, support requests, chargebacks, disputes, and record keeping.
  • To improve our website, services, checkout flow, security, and user experience.
  • To comply with legal, tax, accounting, regulatory, and fraud-prevention obligations.
  • To protect our rights, enforce our terms, and defend legal claims.

4. Legal Basis for Processing

We process personal information on one or more of the following legal bases:

  • Contract: to provide requested services, process orders, deliver files, and communicate about your project.
  • Legitimate interests: to operate and improve our business, protect our services, prevent fraud, manage records, resolve disputes, and market similar services in a proportionate way.
  • Legal obligation: to comply with tax, accounting, consumer, regulatory, and legal requirements.
  • Consent: where required for optional cookies, marketing communications, or specific uses of personal data.

5. Sharing Your Information

We do not sell personal information. We may share limited information with trusted providers and parties where necessary to run the website, process orders, deliver services, or protect our legal rights.

  • Payment processors such as Stripe.
  • Form, checkout, and order management tools.
  • Website hosting, analytics, security, and performance providers.
  • Email, cloud storage, file transfer, project management, and delivery platforms.
  • Professional advisers, accountants, insurers, legal advisers, banks, payment networks, and dispute-resolution providers.
  • Regulators, law enforcement, courts, or public authorities where required by law or necessary to protect rights.

Where providers process personal data for us, we expect them to use appropriate confidentiality, security, and data protection measures.

6. Client Materials and Third-Party Personal Data

Project materials may contain personal data relating to actors, crew members, clients, contributors, translators, rights holders, or other third parties. By submitting those materials, you confirm that you have the authority, rights, and consents needed for us to use them to provide the requested service.

Please do not provide unnecessary sensitive personal data. If a project requires material containing sensitive information, tell us before submitting it so we can assess appropriate handling.

7. Data Retention

We keep personal information only for as long as necessary for the purposes described in this policy. The exact period depends on the type of data, the service provided, legal and accounting obligations, dispute risk, and operational needs.

Order, payment, contract, and accounting records may be retained for the period required by law. Project files and delivery materials may be deleted, archived, or retained for a reasonable period after completion unless otherwise agreed.

8. International Transfers

Some service providers may process data outside the United Kingdom. Where personal information is transferred internationally, we rely on applicable safeguards such as adequacy regulations, standard contractual clauses, transfer risk assessments, or other lawful transfer mechanisms where required.

9. Data Security

We use reasonable technical and organisational measures to protect information from unauthorised access, misuse, loss, alteration, or disclosure. However, no online system, email system, file transfer service, or cloud service can be guaranteed completely secure.

Clients are responsible for using secure links, strong passwords, and appropriate permissions when sharing project files or access credentials.

10. Your Rights

Depending on the circumstances and applicable law, you may have the right to access, correct, delete, restrict, object to processing, request portability of your personal data, or withdraw consent where processing is based on consent.

The right to object applies in particular where we rely on legitimate interests or use your data for direct marketing. To exercise your rights, contact [email protected].

11. Complaints

If you are unhappy with how we handle your personal data, 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). The ICO website is https://ico.org.uk.

12. Cookies and Similar Technologies

Our website may use essential cookies or similar technologies required for site security, checkout, language preferences, and core functionality. These are used because they are necessary to provide the service you request.

Where we use non-essential cookies, analytics, performance tools, or similar technologies, we will provide information about their purpose and obtain consent where required. You can also control cookies through your browser settings.

13. Automated Decision-Making

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects for individuals.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page and applies from the date of publication.

15. Contact

If you have questions about this policy or how we handle personal data, please contact:

[email protected]