Last updated: 15 October 2026
Who we are
The Tape Project is a sole trader business providing media transfers, video editing, family films and vintage equipment services. This policy explains how we handle personal information when you contact us, use our website or entrust us with recordings.
Contact: info@thetapeproject.com. Postal address: 108 Larchcroft Road, Ipswich, Suffolk, IP1 6PE. Please arrange any visit or delivery in advance.
Information we handle
We may handle your name, contact details, correspondence, order details, delivery information and payment records. Your project may contain photographs, recordings, voices, names, dates and personal stories about you and other people, including children. Website hosting and security systems may also process technical information such as IP addresses and request logs.
Please only send material relevant to your project. Discuss particularly sensitive material with us before sending it, so we can consider appropriate handling arrangements.
Why we use information
We use customer details to respond to requests, prepare quotations, carry out agreed services, arrange delivery and handle questions. Processing necessary to enter into or fulfil our contract with you relies on the contractual legal basis. We retain information where required by law, including applicable accounting obligations.
We may rely on legitimate interests to manage enquiries, secure our systems and resolve disputes, where those interests are not overridden by individuals’ rights. A customer’s contract does not automatically provide a legal basis for information about everyone appearing in a recording; we consider the appropriate basis for that information separately. Where material contains special-category information, an additional applicable legal condition is needed.
Permission to carry out a project is separate from permission to use it for publicity. We will seek separate permission before using private family material in promotional work. Where processing relies on consent, you can withdraw that consent without affecting processing already carried out lawfully.
Sharing and security
Providing our services may require support from hosting, email, storage, file-transfer, payment or delivery providers. Access should be limited to what each provider needs for its role. Information may also be shared with professional advisers or authorities where necessary and lawful. We do not sell your private family recordings.
We use reasonable safeguards appropriate to the information involved. No electronic storage or transfer method can be guaranteed completely secure. Where a provider transfers personal information outside the UK, the required UK data-protection safeguards must apply. Contact us for information about arrangements relevant to your project.
How long information is kept
We retain information for as long as necessary for the relevant purpose. Project files and transferred footage may be needed to complete and deliver the work, make agreed revisions, address queries or resolve disputes. Any separately agreed storage arrangement also affects retention. Files should be deleted when those purposes no longer justify keeping them, subject to legal obligations and the normal expiry of backup copies.
Enquiry records are retained while an enquiry and reasonable follow-up remain relevant. Accounting records may need to be retained for statutory periods; that does not by itself justify retaining the underlying family footage for the same period. We do not provide a permanent archive unless expressly agreed. Please download and keep your own backup of delivered files.
You can ask what we hold, how long we expect to retain it and whether it can be deleted. Where information must be retained despite a request, we will explain the applicable reason.
Website cookies and marketing
See our Cookie Policy for information about website storage and tracking. Google Analytics and Meta Pixel are being considered for future use; this policy does not establish that either is currently installed. Any introduction requires an updated explanation and appropriate controls. Sending an enquiry does not constitute consent to advertising tracking.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict personal information, object to processing and receive certain information in a portable format. These rights have conditions and exceptions. We may need proportionate information to verify your identity before responding within the applicable legal time limit.
Contact info@thetapeproject.com to exercise a right or raise a concern. You can also complain directly to the Information Commissioner’s Office at Information Commissioner’s Office. You do not have to complain to us first.
We may update this policy to reflect changes in our services and information handling.