Track your order

Privacy Policy

San Roku Ku is committed to protecting personal information transparently and securely wherever our clients and website visitors are located. This policy explains what we collect, how we use and share it, and the rights available under privacy laws that apply to an individual or processing activity.

Last updated: 10 August 2026 · Version 2.2

1. Who We Are

San Roku Ku operates this website and is the controller of personal information collected through 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

Where applicable law requires a legal basis for processing, including the UK GDPR or EU/EEA GDPR, we rely on one or more of the following 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.

In Japan and other jurisdictions, we process personal information for the stated purposes and obtain consent or provide notices where required by applicable law, including Japan's Act on the Protection of Personal Information (APPI). Where information marked as required is needed to enter into or perform a contract, you do not have to provide it, but we may be unable to accept the order, process payment, communicate about the project, or deliver the requested service without it.

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

We work internationally and some providers may process personal information outside the country where it was collected. Depending on the data and applicable law, destinations may include the United Kingdom, European Economic Area, Japan, United States, and other countries in which our service providers operate.

Where transfer restrictions apply, we use an available lawful mechanism appropriate to the originating jurisdiction. This may include a UK or EU adequacy decision or regulation, UK international data transfer terms, EU standard contractual clauses, supplementary measures and transfer assessments, consent where legally valid, or another mechanism permitted by applicable law.

For personal data subject to Japan's APPI, we provide information and obtain consent for transfers to third parties in foreign countries where required, or rely on another applicable legal route and exercise appropriate supervision over service providers.

You may contact [email protected] to ask for further information about the safeguard used for a particular transfer and, where available, a copy of the relevant terms.

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

Your rights depend on where you live, where processing occurs, and the law that applies. They may include rights to be informed; request access or disclosure; correct inaccurate or incomplete information; request deletion, erasure, restriction, or suspension of use or third-party provision; object to processing; request portability; and withdraw consent where processing is based on consent.

UK residents may have rights under the UK GDPR and Data Protection Act 2018. Individuals in the EU or EEA may have rights under the EU GDPR and applicable national law. Individuals in Japan may have rights concerning disclosure, correction, addition, deletion, cessation of use, erasure, and cessation of third-party provision under the APPI, subject in each case to legal conditions and exceptions.

To exercise your rights, contact [email protected]. We may need to verify your identity before acting on a request.

Your right to object: You have the right to object at any time to processing based on our legitimate interests. You have an absolute right to object to direct marketing. Contact [email protected] to object; there is no charge for doing so.

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 may also have the right to complain to the privacy or data-protection authority responsible for your location or the processing. In the UK, this is the Information Commissioner's Office at https://ico.org.uk. In the EU or EEA, you may contact the supervisory authority in your country of residence, work, or the alleged infringement. In Japan, privacy oversight is provided by the Personal Information Protection Commission at https://www.ppc.go.jp.

12. Cookies and Similar Technologies

Our website may use essential cookies, local storage, or similar technologies required for site security, checkout, language preferences, and core functionality. We provide notice, consent choices, and objection controls as required by the laws applicable to the visitor and the technology's purpose.

With your permission, we use Google Analytics 4 (GA4), provided by Google, to understand traffic sources, language and page usage, service and portfolio engagement, clicks from our film, series, and documentary pages to streaming platforms, checkout progression, and completed purchases. Streaming-click measurement includes the title identifier and title, content type, platform name, access type, and site language; it does not include the destination URL or supporter information. GA4 may also process page URLs, campaign and interaction data, a randomly generated client identifier, and limited device, browser, and approximate-location information. Google uses an IP address during collection to derive general location information, but states that GA4 does not log or store individual IP addresses.

If you consent, GA4 may set first-party cookies including _ga, used to distinguish users, and _ga_<container-id>, used to maintain session state. Google lists a default expiry of up to two years for these cookies, although browser restrictions, our settings, or deletion by you may shorten that period.

We also measure checkout and purchase completion. Where you have consented to analytics, a GA client identifier may be attached to the Stripe Checkout Session and used after Stripe verifies payment to report a purchase to GA4. The report uses the Stripe Checkout Session ID as the transaction identifier and includes order value, currency, and purchased items. We do not send names, contact details, messages, project files, billing addresses, or payment-card details to Google Analytics.

Analytics is off unless you accept it, and checkout and use of the site remain available if you decline. Your analytics choice and its policy version are stored locally in your browser. You can reject analytics as easily as accepting it and can withdraw or change your choice at any time using the “Analytics preferences” link in the footer. Rejecting or withdrawing deletes the GA cookies that this site can access and stops future analytics collection. It does not remove information already processed by Google; browser controls can also be used to clear cookies and local storage.

Google receives analytics data as our analytics service provider and may process it outside the country where the visitor is located. International transfers are handled as described in section 8. We use GA4's data-retention controls and review the configured retention period against the principle that personal data must not be kept longer than necessary. For more information, see Google's explanation of how it uses information from sites and apps that use its services and the Google Privacy Policy. Privacy questions can be sent to [email protected].

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]