Privacy policy
Last updated 20 October 2026
This policy explains what personal information Politani Films Ltd collects through politani.com, the client portal and the documents we send, why we collect it, who processes it on our behalf, and the choices you have. We collect as little as the work requires and we do not sell personal information or use it for advertising.
01Who we are
Politani Films Ltd (Politani Media Agency) is the controller of the personal information described here. Our address is 539a Garratt Lane, London SW18 4SR, United Kingdom. For anything about your data, write to hello@politani.com.
02What we collect
When you contact us. The contact form asks for your name, email, company, the type of project and your message.
When you work with us. To prepare proposals, contracts and invoices we keep the business contact details of the people we work with, and the billing details of the organisation: registered name, tax or company number, address, email and phone.
When you sign a contract.Electronic signatures record the signer's name, email, signature, the time of signing and the IP address used, which together form the audit trail of the agreement.
When you use the client portal. We keep your name, email and a password, which is stored only as a one-way hash, plus a record of the files you download.
03How we use it, and on what basis
- To reply to an enquiry and prepare a proposal: our legitimate interest in answering people who contact us.
- To deliver the work, issue contracts and invoices and run the client portal: performance of a contract, or the steps before one.
- To keep accounting and tax records: our legal obligations under UK law.
- To keep our systems secure, including an audit log of changes made in our back office: our legitimate interest in protecting the business and our clients.
04Who processes it for us
We use a small number of service providers, each bound by a data processing agreement and only allowed to use the information to provide their service to us:
- Vercel: hosting of the website and storage of documents.
- Neon: the database behind the website and client portal.
- Resend: delivery of the emails we send you.
- SignWell: electronic signature of contracts.
- Intuit QuickBooks: our accounting, including invoices and payments.
- Barclays: our bank, when you pay an invoice.
We may also share information with our accountants and advisers, or when the law requires it.
05Transfers outside the UK
Some of these providers process data outside the United Kingdom, mainly in the United States. Where they do, the transfer is covered by the safeguards UK law requires, such as the UK International Data Transfer Addendum or an adequacy regulation.
06How long we keep it
- Enquiries that do not lead to work: up to 24 months after our last contact.
- Contracts, invoices and payment records: at least six years after the end of the financial year they belong to, as UK law requires for accounting records.
- Client portal accounts: for as long as the account is active, and deleted on request once there is no legal reason to keep the related records.
07Cookies
We set a single cookie, and only when you sign in to the client portal or our back office: it keeps you signed in and expires when your session ends. We do not use analytics, advertising or tracking cookies.
08Your rights
You can ask to see the personal information we hold about you, to correct it, to delete it, to restrict or object to how we use it, or to receive a copy in a portable format. Write to hello@politani.com and we will answer within one month. Some records, such as invoices, we must keep for the period the law sets even if you ask us to delete them.
09Complaints
If you are unhappy with how we handle your information, please tell us first at hello@politani.com. You can also complain to the Information Commissioner's Office at ico.org.uk.