Privacy Policy
Visually Studios (“we”, “us”, or “our”) is an event production company that partners with third-party clients to conceptualise, plan, and deliver memorable live and virtual experiences. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our services. By engaging with us — whether as a client, vendor, guest, or website visitor — you acknowledge the practices described herein.
1. Scope of This Policy
This Policy applies to personal information processed by Visually Studios in the course of providing event production, creative direction, audio-visual coordination, logistics management, and related consulting services. It covers information collected:
- Directly from clients and their authorised representatives;
- From event attendees, performers, and vendors involved in productions we manage;
- Through our website, social media channels, and digital platforms;
- From third-party data sources where lawfully permitted.
2. Information We Collect
2.1 Client & Vendor Information
When you engage us for event services, we may collect:
- Full name, job title, and company/organisation name;
- Contact details (email address, phone number, mailing address);
- Billing information and payment details (processed via secure third-party processors);
- Contract and correspondence records;
- Event briefs, creative briefs, and production requirements.
2.2 Event Attendee Information
On behalf of our clients, we may process data about event guests, such as:
- Registration details (name, email, dietary requirements, accessibility needs);
- Photographic and video footage captured during events;
- Check-in and attendance data;
- Feedback and survey responses.
In such cases, Visually Studios acts as a data processor on behalf of the client (who is the data controller). Clients are responsible for ensuring attendees are informed about data collection activities.
2.3 Website & Digital Interaction Data
- IP address, browser type, and device information;
- Pages visited, referring URLs, and session duration (via cookies/analytics);
- Enquiry form submissions and newsletter sign-up details.
3. How We Use Your Information
We use personal information for the following purposes:
| Purpose | Detail |
|---|---|
| Service Delivery | To plan, coordinate, and execute event productions on behalf of our clients. |
| Contract Management | To negotiate, execute, and administer contracts with clients, vendors, and suppliers. |
| Communication | To respond to enquiries, provide project updates, and manage ongoing relationships. |
| Financial Administration | To issue invoices, process payments, and maintain accurate financial records. |
| Marketing & Business Development | To share portfolio content, case studies, and promotional materials — only where consent or legitimate interest applies. |
| Legal & Compliance | To meet obligations under applicable laws and protect legal rights. |
| Safety & Security | To ensure the health and safety of all persons at events. |
4. Legal Bases for Processing
Where data protection legislation applies, we rely on the following lawful bases:
- Contractual necessity — to fulfil contractual obligations;
- Legitimate interests — for business development and communication;
- Consent — for marketing and non-essential media usage;
- Legal obligation — to comply with applicable laws.
5. Sharing of Personal Information
We do not sell personal information. We may share it with:
- Clients engaged for event delivery;
- Service providers & sub-contractors (venues, AV, caterers, etc.);
- Technology platforms (registration tools, payment processors);
- Regulatory authorities where required;
- Professional advisers (legal, accounting, insurance).
6. Data Retention
We retain personal information only as necessary:
| Data Category | Retention Period |
|---|---|
| Client contracts & correspondence | 7 years after completion |
| Financial records | 7 years |
| Event photography / video | 3 years or as agreed |
| Attendee registration data | 1 year post-event |
| Website analytics | 26 months |
| Marketing consent records | Until withdrawal + 1 year |
7. Data Security
We implement appropriate measures to protect personal information, including:
- Encryption of sensitive data;
- Access control for authorised personnel;
- Staff training on data security;
- Vendor due diligence;
- Incident response procedures.
No method of transmission is completely secure, and absolute security cannot be guaranteed.
8. Photography, Video & Media at Events
- Clients must obtain consent from attendees;
- We follow client instructions on usage;
- Consent is obtained for portfolio or marketing use.
9. Your Privacy Rights
- Access your data;
- Request correction;
- Request deletion;
- Restrict processing;
- Request portability;
- Object to processing;
- Withdraw consent.
To exercise rights, contact us. We respond within 30 days.
10. Cookies & Online Tracking
We use cookies to enhance user experience and analyse traffic. You can control cookies via browser settings.
11. Changes to This Policy
We may update this Privacy Policy periodically. Continued use of services implies acceptance of updates.
12. Contact Us
If you have questions, contact:
Visually Studios — Privacy Enquiries
Email: hello@visuallystudios.com
Address:
Visually Studios, 233, 4th Cross, 1st Block, Koramangala, Bangalore, Karnataka – 560034
Website: www.visuallystudios.com
If unsatisfied, you may lodge a complaint with your local data protection authority.