Privacy policy

Mole Productions Ltd t/as Mole Digital takes the privacy of personal data seriously and the legal and compliant treatment of this data is at the core of our operations.

We are committed to respecting, securing, and protecting your privacy and private data. We are also committed to being transparent about what we collect from you and how we use it.

This policy covers your use of our website and services and provides information about what personal data we collect, how we use your data, how we ensure your privacy is maintained, and your legal rights relating to your personal data.

For the purposes of the UK General Data Protection Regulation and Data Protection Act 2018, the data controller is Mole Productions Ltd t/as Mole Digital.

We are registered with the Information Commissioner as a Data Controller under registration number ZA023597.

1. Who We Are

We are Mole Productions Ltd t/as Mole Digital, a digital marketing and video production company. Our registered office is Unit 2, The Grain Store Manor Farmyard, Coate, Devizes, England, SN10 3LP. We are registered in England and Wales – company number 05744529.

You can contact us by:
Email: info@moledigital.co.uk
Telephone: +44 (0)1380 718 170
Post: Data Protection Officer, Mole Productions Ltd, Unit 2, The Grain Store Manor Farmyard, Coate, Devizes, England, SN10 3LP
Website: https://www.moledigital.co.uk

Tim Ashton is our designated Data Protection Officer and can be contacted at info@moledigital.co.uk

2. Your Rights

Under the UK General Data Protection Regulation (UK GDPR) you have several rights about your personal data, which this policy and our use of your data has been designed to uphold:

to access your information and to get information about its use.
to have your information corrected
to have your information deleted
to restrict the use of your information
to receive your information in a portable format
to object to the use of your information
to withdraw your consent to the use of your information
to object to automated decision-making and profiling

If there are any changes in your details that we need to reflect, you need to check the accuracy of the details that we hold about you, or if you have any other questions about this Privacy Policy, please contact us using the details provided above.

Should you feel you need to complain about our use of your data or you would like to exercise any of your rights, please contact us using the details provided above, and we will do our best to solve the problem for you.

If we are unable to help, or you aren’t satisfied with our response, you also have the right to lodge a complaint with the UK’s supervisory authority – The Information Commissioner’s Office (ICO). The ICO can be contacted:

By post: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.
By telephone: 0303 123 1113
Via its website: www.ico.org.uk

3. What Data Do We Collect From You?

Depending on how you use our website or interact with us, we may collect some or all of the following personal data from you. (Please also see section on Cookies for information about our use of cookies and similar technologies.)

Personal identifiers and contact information, such as your name, email address, telephone number, mobile number, company name, job title, and postal address.
Business and account information, including company VAT number, billing and account contact details, and bank account details for payment purposes.
Project and service information, including details of enquiries, quotes provided, services you have purchased from us, project-related communications, and any preferences you have expressed regarding our services.
Device identifiers, such as your IP address, browser type, operating system, domain names, access times and referring website addresses.
Consent and release information for individuals featured in video or photography content, including name, job title, company or organisation name, email address (in some cases), video and photographic images, voice recordings, and signed consent forms.
Freelancer and subcontractor information, including name, address, date of birth, contact details, bank account details, National Insurance number or similar identification, and site access credentials where required.
Marketing preferences, including whether you have consented to receive marketing communications from us and permission to use your company logo or name in case studies and testimonials.
Webinar and event information (when we deliver services on your behalf), including attendee names, registration data, attendance records, and webinar platform interactions.
Demographic and audience information (when we deliver services on your behalf), including social media audience information, email subscriber lists, website visitor analytics and behaviour data.

4. How We Collect Your Data

Directly from you, such as when you complete forms on our website, contact us by email or telephone, instruct us to provide services, or provide information during meetings or project work.
When you sign consent or release forms for video or photography production.
Automatically through cookies and similar technologies when you visit our website, and through server logs when we host your website.
From our clients when they provide us with data to enable us to deliver services such as digital marketing campaigns, website development, or video production.
From third parties such as social media platforms (Facebook, Instagram, LinkedIn), advertising platforms (Meta, Google Ads), webinar platforms (Zoom and others), and analytics tools (Google Analytics, Google Tag Manager) when we deliver services on behalf of clients.

5. How We Use Your Data

All personal data is processed and stored securely. We do not keep your personal data for any longer than it is necessary, considering the reason(s) for which it was first collected.

You have the right to request deletion of your personal data at any time. However, we may be unable to comply with such a request where we have a legal obligation to retain the information (such as for accounting and tax purposes or in the event of ongoing legal proceedings or disputes). Where we retain data following a deletion request, we will provide you with a clear explanation of our legal basis for doing so.

Our use of your data will always have a legal basis (as set out in the Legal Basis section 7 below), and we may use your data for the following purposes:

Providing and managing your access to our website and services.
Responding to enquiries and providing quotes and proposals.
Delivering the services you have contracted us for, including video production, digital marketing campaigns, website development and hosting, and webinar delivery.
Communicating with you about projects and managing your account.
Processing payments and invoices.
Maintaining our accounts and tax records and complying with legal and regulatory obligations.
Managing our relationship with freelancers and subcontractors.
Sending you information about our services where you have consented to receive marketing communications (you may opt out at any time by contacting us or using the unsubscribe link in our emails).
Creating case studies and testimonials with your permission.
Displaying client logos on our website with your permission.
Analysing website usage to improve user experience and understand how our services are being used.
Running social media advertising campaigns on behalf of clients.
Managing website hosting, including logs, backups and security monitoring.
Creating marketing content and analytics reports for clients.

You will always be able to unsubscribe or opt out from marketing communications at any time.

6. Legal Basis

We process your personal data under the following legal bases:

Contract performance – where processing is necessary to perform our contract with you or to take steps at your request before entering into a contract.
Consent – where you have given clear consent for us to process your personal data for a specific purpose, such as signing up for marketing communications, providing consent to be filmed or photographed, or agreeing to be featured in case studies or testimonials.
Legitimate interests – where processing is necessary for our legitimate business interests. Where our processing of your data is based on our legitimate interests, we will have ensured that such processing is necessary, and we will not do so where our interests are over-ridden by yours.Our legitimate interests include:

Selling and supplying our services to customers and potential customers.
Handling customer and potential customer contacts, queries, complaints, or disputes.
Understanding our customers’ (or potential customers’) behaviour, activities, and preferences.
Improving our services, including developing new services.
Promoting, marketing, and advertising our services.
Protecting our business and assets.

Legal obligation – where we are required by law to process your personal data, such as for accounting, tax, or regulatory purposes.

7. Storing and Sharing Your Data

Data security is very important to us, and we take appropriate security measures to safeguard and secure your data.

Your personal data is stored on secure cloud-based servers. We use various systems including email, cloud storage, project management, file transfer, archiving, and website hosting. All third-party service providers we use have appropriate data protection measures in place.

We endeavour to keep all your personal information in the UK or countries and territories covered by UK GDPR Adequacy Regulations. A list of the countries or territories covered by the adequacy regulations can be found here: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/international-transfers/international-transfers-a-guide/#Q1

In limited and necessary circumstances, your information may be transferred to a country or territory not covered by the UK GDPR Adequacy Regulations. This will only happen where it can’t be avoided, and we will put special protections in place.

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected:

Client data – for the duration of our relationship with you, plus six years for accounting and tax purposes.
Project files and deliverables – for the duration of our relationship with you.
Website analytics data – in accordance with Google Analytics’ data retention policies.
Video footage and interview recordings – unlimited time, as these are archived in our off-site storage.
Release forms and consent records – unlimited time, alongside the associated footage.
Freelancer and subcontractor data – for the duration of the relationship, plus six years.

We will never sell your personal data. We may share your personal data with the following third parties:

Service providers and technology platforms, including StablePoint (our web hosting provider), Google (for Google Analytics, Google Tag Manager, cloud storage and email services), Meta/Facebook (for social media advertising and Meta Pixel), Asana (for project management), WeTransfer (for file transfer), cloud storage and archiving services, Zoom and other webinar platforms (when delivering virtual events), email and cloud providers (for email, cloud storage, and security), and WordPress plugins (various plugins used on our website and client websites).
Professional advisers, including accountants and auditors, legal advisers, and cyber security companies providing 24/7 monitoring and response services.
In certain limited circumstances, we may be legally required to share your personal data – for example, when we are involved in legal proceedings, to comply with a court order, regulatory requirement, or government department with appropriate legal authority to compel us to do so.
When we transfer your data to our trusted service providers, we will have confirmed that they apply data protection and security measures to the same standard we would. We will always impose contractual terms on all our providers to ensure your data remains secure.
When we engage sub-processors to handle personal data on behalf of our clients, we ensure appropriate data processing agreements are in place. By agreeing to website hosting services, you provide general authorisation for us to engage hosting service providers (currently StablePoint) as sub-processors.

Our security measures include multi-factor authentication for all cloud platforms and logins, industry standard security systems on all devices, 24/7 cyber security monitoring and response services, regular backups through both our cloud providers and a separate third-party backup service, password policies and access controls, physical security measures for our office, and Cyber Essentials certification.

While we take all reasonable steps to protect your personal data, please be aware that no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.
If you have any concerns about the security of your personal data, please contact us immediately at info@moledigital.co.uk

8. Use of Artificial Intelligence (AI)

We may use artificial intelligence tools and technologies in the provision of our services, including but not limited to content creation, design, coding, voiceovers, virtual presenters, and analysis.

The AI tools we use include ChatGPT and similar generative AI text tools, Co-pilot and similar coding assistance tools, generative packages for virtual presenters and voiceovers, and graphical generative packages (including those integrated into Adobe and standard design software).

We have AI usage guidelines in place which prohibit the processing of personal data through AI tools. All AI-generated output is reviewed, edited and approved by our staff before delivery.

9. Cookies

Our website uses cookies and similar tracking technologies to enhance your experience, analyse website usage, and deliver targeted advertising.

Cookies are small text files that are placed on your device when you visit a website. They help websites remember information about your visit, making it easier to visit again and making the site more useful to you.

We use the following types of cookies:

Strictly necessary cookies – These cookies are essential for our website to function properly. They enable core functionality such as security and accessibility.
Analytical cookies – These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. We use Google Analytics for this purpose.
Marketing cookies – These cookies track your online activity to help advertisers deliver more relevant advertising or to limit how many times you see an advertisement. We use Meta Pixel and similar tools for this purpose.
Functional cookies – These cookies enable enhanced functionality and personalisation, such as remembering your preferences.
WordPress and plugin cookies – Our website is built on WordPress, which uses cookies for basic functionality. Various WordPress plugins may also set cookies to enable specific features.

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or accept cookies, delete existing cookies, or be notified when new cookies are set. Please note that if you choose to block cookies, some parts of our website may not function properly.
For more information about cookies and how to manage them, visit www.allaboutcookies.org

10. Embedded Content from Other Websites

Our website may include embedded content from other websites, such as YouTube or Vimeo videos, Google Maps, and social media feeds (such as Instagram).

When you interact with embedded content, these third-party websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content.

We recommend reviewing the privacy policies of these third-party websites to understand how they handle your personal data.

11. Links to Other Websites

Our website may contain links to other websites, including client websites, social media profiles, and case studies hosted elsewhere. This Privacy Policy applies only to our website and services.

When you click on links to other websites, you should read their privacy policies to understand how they collect, use and share your personal data. We are not responsible for the privacy practices of other websites.

12. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational, legal or regulatory reasons.

When we make changes, we will update the “last updated” date at the bottom of this Privacy Policy. Where changes are significant, we will notify you by email or by placing a prominent notice on our website.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data.

Last updated: 1st January 2026