Privacy policy


Last Updated:03/06/26

Hollowpixel Studio ("we," "our," or "us") is committed to protecting and respecting your privacy. We are a registered data controller in the UK under the Data Protection Act 2018. This policy explains how we collect, use, disclose, and safeguard your data when you visit our website, work with us as a client, or submit work as a freelancer/talent.

1. The Types of Data We Collect

We collect different types of information depending on how you interact with our studio:

  • Clients & Partners: Name, business email, phone number, company name, billing address, financial details, and project briefs.

  • Freelancers, Animators, & Artists: Name, contact details, CV, portfolio links, showreels, day rates, and bank details for payment.

  • Voiceover (VO) Talent & Actors: Audio recordings, showreels, headshots, physical attributes (if relevant for motion capture), and agency representation details.

  • Website Visitors: IP addresses, browser types, cookies, and usage data via analytics tools (e.g., Google Analytics).

2. How We Use Your Data (Lawful Basis)

Under the UK GDPR, we must have a lawful basis to process your data. We use your data for the following reasons:

Purpose

Type of Data

Lawful Basis for Processing

Fulfilling Contracts

Delivering animation assets, paying freelancers/voice actors.

Contractual Necessity

Studio Marketing

Sending newsletter updates or pitching to previous clients.

Consent or Legitimate Interests

Business Operations

Storing files on secure servers, managing project pipelines.

Legitimate Interests

Legal Obligations

Keeping tax records for HMRC, complying with UK employment law.

Legal Obligation

3. Special Category Data & Children's Data

  • Children’s Data: If our studio produces content targeting children or casts child voice actors, we strictly comply with the ICO’s Age Appropriate Design Code (Children’s Code). We never collect data from minors without explicit, verifiable parental or guardian consent.

  • Motion Capture/Biometrics: If we use biometric data for motion capture tracking linked to an identifiable individual, we will obtain explicit consent prior to production.

4. Who We Share Your Data With

We do not sell your data. However, to produce and deliver our animations, we may share your data with:

  • Cloud Storage & Production Tools: Secure third-party platforms used for rendering, project management, and asset sharing (e.g., Frame.io, Slack, Google Workspace, Dropbox).

  • Subcontractors: External sound designers, scriptwriters, or specialized VFX artists working on your project.

  • Financial & Legal Advisors: Accountancy software (e.g., Xero) and HMRC for tax compliance.

International Data Transfers

Animation is a global industry. If we transfer your data outside the UK (for example, to a cloud server based in the US), we ensure it is protected by using UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs).

5. Data Retention

We only keep your personal data for as long as necessary to fulfill the purposes we collected it for.

  • Invoices and Financial Records: Retained for a minimum of 6 years to satisfy UK HMRC requirements.

  • Freelancer Portfolios/Showreels: Retained on our active database for up to 3 years, after which we will ask you to update your details or remove them.

6. Your Rights Under UK GDPR

You have specific rights regarding your personal information. You can exercise these at any time by contacting us:

  • Right of Access: You can request a copy of the data we hold about you.

  • Right to Rectification: You can ask us to fix incorrect or incomplete data.

  • Right to Erasure ("Right to be Forgotten"): You can ask us to delete your data under certain circumstances.

  • Right to Restrict or Object: You can object to us using your data for direct marketing.

7. Contact Us and Complaints

If you have any questions about this Privacy Policy or want to exercise your rights, please contact our Data Protection Lead: