Privacy policy

1. Who we are

This policy explains how 12 Tribes Studios & Productions Ltd (“12 Tribes Studios”, “we”, “us”) collects and uses personal information when you use 12tribesstudios.com, or book and visit our podcast studio in London at 152–154 Curtain Road, Shoreditch, London EC2A 3AT.

We are the controller of that information, which means we decide how it is used and are responsible for looking after it.

2. What we collect

Booking details

When you book a studio we collect your name, email address, phone number, company or show name, the details of your session (studio, date, time, length, how the room is set up and any add-ons) and any notes you choose to add.

Your account

If you sign in to My bookings, we use your email address to send you a one-time sign-in link. Google Firebase then keeps you signed in on that device so you can see and manage the bookings made with that address.

Recordings

When you record with us, we keep the audio and video files of your session so we can deliver them to you, and for any editing you ask us to do. These include the voices and images of everyone recorded.

CCTV

The building has CCTV for security and safety, so you may be recorded on camera when you visit.

Enquiries

When you fill in our contact or post-production request form, we collect what you enter there, such as your name, email address, phone number and the details of your enquiry. Pressing Send delivers it straight to our business inbox, so we can reply to you by email.

Opening sign-ups

If you asked us to tell you when bookings open, we collect your name and email address.

Technical basics

Cloudflare, which hosts our website and protects it from attacks and automated abuse, processes standard connection details (such as your IP address and the pages requested) for security and reliability. Visitor statistics are measured with Plausible, a privacy-first service that uses no cookies and collects no personal data.

Bot protection

Our pages use Google reCAPTCHA, through Firebase App Check, to confirm that requests to our booking system come from real visitors rather than automated scripts. To do this, reCAPTCHA collects information about your device and browser and how the page is used, and sends it to Google. Google’s Privacy Policy and Terms of Service apply.

3. How we use it

Each use has a lawful basis under UK GDPR, shown in brackets.

• To provide, confirm, manage, reschedule and cancel your bookings (performance of a contract).
• To record your session and deliver your recordings to you (performance of a contract).
• To let you sign in and manage your bookings online (performance of a contract).
• To reply to your enquiries (legitimate interest).
• To email you once when bookings open, if you asked us to (consent, which you can withdraw at any time).
• To protect our booking system from spam, fraud and automated abuse (legitimate interest).
• To keep the building, our team and our visitors safe and secure, including with CCTV (legitimate interest).
• To keep records we are legally required to keep, such as accounting records (legal obligation).

We do not sell personal information, and we do not use it for third-party advertising.

4. Where it is stored, and for how long

Booking records are stored in Google Firebase (Firestore), our database provider, with access restricted to authorised 12 Tribes staff. Emails sent from our website (booking confirmations, and messages from our contact and post-production request forms) pass through Firebase, which keeps a record of each one. Messages from our forms are also saved there so our team can follow them up in our staff dashboard. Email correspondence is held in our business email accounts.

How long we keep things:

• Booking records: for as long as needed to manage your booking and to meet accounting requirements, then deleted.
• Session recordings: for 3 months after we deliver them to you, then deleted. Please keep your own copies.
• Messages from our forms: for 1 month in our staff dashboard and in Firebase, then deleted automatically. The email in our inbox is kept with our other correspondence.
• Opening sign-ups: until we have sent the email telling you bookings are open, then deleted.

5. Who we share it with

Only service providers who process data on our behalf:

• Google, for Firebase database hosting, sign-in and reCAPTCHA bot protection.
• Our email provider, which delivers booking confirmations and the messages sent through our forms.
• The service we use to send your recordings to you by secure link.
• Cloudflare, for website hosting and protection from attacks and automated abuse.

Each processes data under their own data-processing terms. Some of them may process information outside the UK; where they do, the transfer is covered by the safeguards UK data protection law requires, such as the UK International Data Transfer Addendum. We may also disclose information where the law requires it.

6. Cookies and your browser

We don’t use advertising or tracking cookies, and our visitor statistics use none at all. Our cookie policy lists everything we store in your browser, and why.

7. Your rights

Under UK GDPR you can ask us for a copy of your personal information, ask us to correct or delete it, object to or restrict our use of it, and ask for it in a portable format.

Email hello@12tribesstudios.com and we will respond within one month. You can also complain to the Information Commissioner’s Office at ico.org.uk.

8. Changes to this policy

If we change how we use personal information, we will update this page first, along with the date at the top.

9. Contact

12 Tribes Studios & Productions Ltd
152–154 Curtain Road, Shoreditch, London EC2A 3AT
hello@12tribesstudios.com