Privacy Policy
Wayne Sables Project (WSP) Last updated: 31 August 2026
1. Who we are
Wayne Sables Project ("WSP", "we", "us") is the data controller for the personal information described in this policy.
Trading name: Wayne Sables Project
Legal entity: [sole trader / limited company name and company number]
Address: [registered or business address]
Phone: 07799 875 339
ICO registration number: Pending
This policy explains what we do with personal information when you visit waynesablesproject.co.uk, buy something from our store, contact us about work, take part in a film, photography shoot or workshop, or work with us as a client, freelancer or contributor.
We handle personal information under the UK GDPR and the Data Protection Act 2018.
2. Information we collect, and why
Website visitors
Our site runs on Squarespace. When you visit, Squarespace records technical information on our behalf: your IP address, browser type and version, device type, operating system, referring page, pages viewed, time spent and rough geographic location derived from your IP address.
We use this to keep the site working, to see which projects and pages people actually read, and to spot problems. We do not use it to identify you personally.
Lawful basis: legitimate interests (running and improving our website securely). Non-essential analytics and marketing cookies run on consent, which you give through the cookie banner.
Enquiries and quotes
If you use the contact form, email us or ring us, we collect your name, email address, phone number if you give it, your organisation, and whatever you tell us about your project, budget and timescale.
We use this to answer you, prepare quotes and proposals, and keep a record of the conversation if the work goes ahead.
Lawful basis: steps taken at your request before entering a contract, and legitimate interests (responding to business enquiries).
Store purchases
Our store sells digital downloads, prints and other items. When you order we collect your name, email address, billing address, delivery address where a physical item is involved, order contents and order history.
Card payments are processed by our payment providers ([Stripe / PayPal]). They receive your card details directly. We never see or store your full card number.
Lawful basis: performance of a contract, and legal obligation (keeping accounting and tax records).
Mailing list
If you subscribe, we collect your name and email address, and our email platform records whether you open messages and click links.
You can unsubscribe from any email using the link at the bottom, or by emailing us. We keep a note of your address on a suppression list afterwards so we do not accidentally add you again.
Lawful basis: consent. For existing customers we may email about similar products under the soft opt-in rule in PECR, with an unsubscribe option every time.
Clients, commissioners and suppliers
For commissioned work we hold contact details for the people we deal with, contracts, briefs, correspondence, invoices, payment records and, for freelancers and crew, bank details, invoices and where relevant insurance and DBS status.
Lawful basis: performance of a contract, legal obligation (tax and accounting), legitimate interests (managing the working relationship).
People we film, photograph and record
This is the part of our work that involves the most personal information about other people.
When you take part in a documentary, promotional film, portrait session, projection mapping project, installation or workshop, we may collect and hold:
your image, likeness and voice on video, audio and still photographs
your name, contact details, and the role or organisation you appear in
what you tell us in interviews and contributions, which can include information about your health, beliefs, family, background or other sensitive matters if that is what the subject of the film calls for
signed consent or release forms, and for anyone under 18, consent from a parent, carer or the school
We use this material to produce the commissioned or self-initiated work, to deliver it to the client or funder, and to show it publicly: in cinemas and galleries, at festivals, on broadcast and online platforms, in installations, and in our own portfolio and marketing.
Lawful basis: consent for participation, recorded in a release or consent form. Where you appear as a representative of a client organisation, legitimate interests and the contract with that organisation. Where the recording captures special category information (health, beliefs, ethnicity, sexual orientation or similar), we rely on your explicit consent, and we tell you before recording how the material will be used.
Some of our work is journalistic, artistic or literary. In limited cases the special purposes exemption in Schedule 2 of the Data Protection Act 2018 applies, which can restrict certain rights where complying would stop us publishing the work. We only rely on this where it genuinely applies, and we will explain our reasoning if you ask.
Workshops and education projects
For workshops in schools and community settings we collect participant names, the work participants make, media consent forms, and any access or safeguarding information the host organisation needs us to hold. Consent for under-18s comes from the school or the parent or carer, not from the child.
We share safeguarding-relevant information with the host organisation, and with statutory services where we have a legal or safeguarding duty to do so.
3. Cookies
Squarespace sets a small number of cookies that are strictly necessary for the site and the store to work, including cart and checkout cookies and security cookies. These do not need your consent.
We also use [Squarespace Analytics / Google Analytics 4] to measure site usage, and pages containing embedded video from [Vimeo / YouTube] set cookies from those services when the video loads.
You can accept or reject non-essential cookies through the banner when you first visit, and change your mind later through your browser settings. Blocking cookies may break the store and some embedded content.
4. Who we share information with
We do not sell personal information. We share it with:
Squarespace, which hosts the site, the store and our forms
Payment providers ([Stripe / PayPal]), which process card payments
Our email platform ([provider]), which sends the mailing list
Cloud storage and backup providers ([Google Workspace / Dropbox / other]), where project files, footage and correspondence sit
Our accountant and bookkeeper, for invoices and tax returns
Clients, funders and commissioners, who receive the finished work and the participant consents that go with it. Examples include local authorities, Arts Council England, National Lottery Heritage Fund and Historic England.
Festivals, broadcasters, distributors and venues, when a film or installation is submitted, screened or exhibited
Professional advisers, insurers and, where the law requires it, public authorities
Everyone we use as a processor is bound by a contract that limits what they can do with the information.
5. Where your information is held
Our main service providers, including Squarespace, are based in the United States. Where personal information leaves the UK it is protected by the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or a UK adequacy decision.
6. How long we keep it
InformationRetentionWebsite analyticsAs set by the analytics provider, typically 14 to 26 monthsEnquiries that do not become projects24 months from last contactClient project files and correspondence7 years from the end of the projectInvoices, orders and financial records6 full financial years plus the current year, as HMRC requiresMailing list subscriptionUntil you unsubscribe, then suppression list onlyConsent and release formsFor as long as we hold and use the footage or images they coverRaw footage, audio and photographsIndefinitely as part of our archive, unless you ask us to review this or the commissioning contract says otherwiseWorkshop and safeguarding recordsAs agreed with the host organisation, usually 3 years
Archive material is a real feature of documentary and photographic practice. If you appear in our footage and want to know what we still hold, ask us.
7. Your rights
Under UK data protection law you can ask us to:
give you a copy of the personal information we hold about you
correct information that is wrong or incomplete
delete information where we no longer have a good reason to keep it
restrict how we use it while a dispute is sorted out
transfer information you gave us to another provider, where it is held electronically under consent or contract
stop using it for direct marketing, which we will always do
object to processing we carry out under legitimate interests
Where we rely on consent, including consent to appear in a film, you can withdraw it at any time. Withdrawal stops future use. It cannot always undo past use: once a film has been broadcast, screened, delivered to a funder or distributed on a platform, we may not be able to recall copies that are no longer under our control. We will tell you honestly what can and cannot be done.
To exercise any of this, email artistic@waynesablesproject.co.uk. We respond within one month. There is no charge unless a request is clearly excessive or repetitive.
If you are unhappy with how we have handled your information, tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
8. Security
Accounts are protected with strong passwords and two-factor authentication where the provider supports it. Project drives and backups are access-controlled. Camera cards and drives holding footage of participants are handled as confidential material and wiped once footage is backed up and delivered.
No system is completely secure. If a breach happens that puts your rights at risk, we will tell you and report it to the ICO within 72 hours.
9. Children
We do not knowingly collect personal information from children through this website. Where children take part in filming or workshops, we work through their school or organisation and rely on consent from a parent, carer or the school, with written media consent recorded before any filming starts.
10. Changes to this policy
We update this policy when what we do changes. The date at the top shows the current version. Significant changes will be flagged on the site.
11. Contact
Questions about this policy or about information we hold:
Wayne Sables Project artistic@waynesablesproject.co.uk 07799 875 339