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Privacy Policy

Last updated: 28 October 2026

At Mammoth Digital Media Ltd, we respect your privacy and are committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us or use our creative services.

1. Who We Are

Mammoth Digital Media Ltd is a UK-based creative production company specialising in video production, editing, animation, motion graphics and graphic design.

We are responsible for personal information collected and used for our own business purposes.

If you have any questions about this policy or how we handle your information, please contact us.

Website: https://mammothdigitalmedia.com
Email: info@mammothdigitalmedia.com

2. Information We Collect

Depending on how you interact with us, we may collect and process:

  • Contact information: Names, email addresses, telephone numbers, company details and other information provided when contacting us.
  • Project information: Creative briefs, correspondence, specifications, feedback and materials supplied for production or design work.
  • Media and production materials: Video footage, photographs, audio recordings and other content that may include identifiable individuals.
  • Business and financial information: Details required for quotations, invoicing, payments and accounting.
  • Website information: Technical information such as IP addresses, browser details and server activity records generated when accessing our website.

We may receive information directly from you, from organisations we work with or through materials supplied as part of a project.

3. How We Use Your Information

We use personal information where reasonably necessary to:

  • Respond to enquiries and provide quotations.
  • Communicate with clients, prospective clients and suppliers.
  • Plan, produce, manage and deliver creative projects.
  • Maintain business relationships and provide ongoing support.
  • Manage invoicing, payments and accounting records.
  • Operate, maintain and protect our website and business systems.
  • Meet legal and regulatory obligations.

We do not automatically add people who contact us to marketing mailing lists, and we do not sell personal information to advertisers.

4. Our Lawful Reasons for Using Information

Under UK data protection law, we rely on different lawful bases depending on the circumstances.

Contract: Where processing is necessary to fulfil an agreement or take steps requested before entering into one.

Legitimate interests: Where reasonably necessary to respond to enquiries, maintain professional relationships, manage projects, support clients and operate our business effectively, provided these interests do not override individuals’ rights.

Legal obligations: Where we are required to process or retain information to comply with applicable laws and regulations.

Consent: Where we specifically request permission and consent is the appropriate lawful basis.

Where we process personal information on behalf of a client, our respective responsibilities may also be governed by the relevant project agreement.

5. Contact Forms and Enquiries

When you contact us through our website, including our contact form or creative brief form, we use the information you provide to review your enquiry and respond appropriately.

Form submissions may be stored within our WordPress website and sent to us by email.

We may retain relevant correspondence to manage ongoing enquiries, maintain business relationships and refer to previous discussions where reasonably necessary.

6. Client Projects and Production Materials

Our work frequently involves digital files, including video footage, photographs, audio recordings, graphics and project documents.

Some of these materials may contain personal information about identifiable individuals.

We use these materials to provide the services agreed with our clients, including production, editing, review, delivery and subsequent revisions.

We may retain project files, source footage and completed productions after delivery to support future revisions, ongoing client relationships, portfolio use where permitted and other legitimate business purposes.

Retention depends on the nature of the project, any agreements with the client and applicable legal requirements. Materials are reviewed and deleted when no longer reasonably required.

Where we process personal information on behalf of a client, we follow applicable contractual instructions and data protection obligations.

7. Third-Party Services

We use external services to support our business activities. Depending on the nature of the project or communication, these may include:

  • Krystal Hosting: Website hosting and email services.
  • Google Drive and Google Sheets: File storage, documents and business records.
  • Microsoft OneDrive: File storage and collaboration.
  • Trello: Project organisation and management.
  • Frame.io: Video review and client feedback.
  • Discord: Project communications where applicable.
  • Financial and accounting providers: Invoicing, payments and business records.

We share information with these providers only where reasonably necessary for our operations or the services being delivered.

Some providers may process information outside the United Kingdom. Where required by UK data protection law, appropriate international transfer arrangements and safeguards are used. You can contact us for further information about relevant safeguards.

8. Website Videos and YouTube

Some videos on our website are hosted directly by Mammoth Digital Media.

Other videos, including selected portfolio pieces and showreels, are hosted by YouTube, a service operated by Google.

For these videos, we display a thumbnail hosted on our own website rather than loading the YouTube player automatically.

YouTube is only activated when you choose to play a video.

We use YouTube’s privacy-enhanced embedding mode to help limit unnecessary tracking before playback.

When you press Play, your browser connects to YouTube and Google’s video delivery services. These services may receive technical information about your device and connection, and may use cookies, Local Storage or similar browser technologies to support video playback and related functionality.

Google is responsible for its own processing of information through YouTube.

For further information, please see Google’s Privacy Policy.

9. Cookies and Similar Technologies

We aim to minimise the use of cookies and other browser storage technologies on our website.

At the time of our latest review, our main website did not set cookies or use browser storage during ordinary browsing before visitors interacted with third-party video content.

Our website may use technologies necessary for its operation, security and administration.

We do not currently use behavioural advertising cookies or advertising-tracking technologies on our main website.

When you choose to play a YouTube video, YouTube may use browser storage technologies as described in Section 8.

Where any technology requires consent under applicable law, we will provide an appropriate choice before enabling it.

10. Google Fonts

Our website may use Google Fonts to display certain text and typography.

When these fonts are loaded, your browser may connect to Google’s servers to retrieve the relevant font files.

Google may receive technical information, such as your IP address, as part of this connection.

For more information, please refer to Google’s Privacy Policy.

11. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or used.

The appropriate retention period depends on factors such as:

  • The nature of the information.
  • Whether a business relationship or project remains active.
  • Whether information may reasonably be needed for future work, support or reference.
  • Any relevant contractual arrangements.
  • Applicable legal, financial or regulatory requirements.

For example, accounting records may need to be retained for legally required periods, while project materials and correspondence may be retained for different lengths of time depending on their ongoing relevance.

When personal information is no longer reasonably required, we take appropriate steps to delete or anonymise it.

12. Protecting Your Information

We use reasonable technical and organisational measures to protect personal information against unauthorised access, misuse, loss or disclosure.

These include appropriate access controls, account security measures and the use of established hosting and storage providers.

Although we take reasonable precautions, no method of electronic storage or transmission can be guaranteed completely secure.

13. Your Data Protection Rights

Under UK data protection law, you may have the right to:

  • Request access to personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Request deletion of information in certain circumstances.
  • Request restrictions on how information is used.
  • Object to certain processing, including processing based on legitimate interests.
  • Request the transfer of certain information where applicable.
  • Withdraw consent where we rely on it.

These rights are subject to applicable conditions and legal exceptions.

If you wish to exercise your rights or raise a privacy concern, please contact info@mammothdigitalmedia.com.

You also have the right to complain to the Information Commissioner’s Office (ICO).

ICO website: https://ico.org.uk

14. External Websites

Our website may contain links to third-party websites and services.

We are not responsible for the privacy practices of external websites and recommend reviewing their privacy policies when visiting them.

15. Mammoth Lab

Mammoth Lab is our collection of digital tools and applications.

As new tools and features are introduced, we will review and update this Privacy Policy where necessary to explain any additional collection, storage or use of personal information.

Individual tools may also provide their own privacy information where appropriate.

16. Changes to This Policy

We may update this Privacy Policy to reflect changes to our business, website, services or legal requirements.

The latest version will be published on this page, together with its most recent update date.

17. Company Information

Mammoth Digital Media Ltd
Registered in England and Wales
Company Number: 14702237

Registered Office:
111 New Union Street, Coventry, England. CV1 2NT

This is our registered office address for statutory correspondence. For general enquiries, please use our Contact Us page or email info@mammothdigitalmedia.com.