Privacy policy
123 Drone Limited | Last updated 5 November 2026
1. Who we are
123 Drone is a trading name of 123 Drone Limited, registered in England and Wales under company number 16038491. Our registered office is Unit 22 Ensign Business Centre, Westwood Way, Westwood Business Park, Coventry, England, CV4 9JA.
For privacy enquiries, email paulb@123drone.uk or write to our registered office, marked Privacy enquiry. Our website is www.123drone.uk.
This notice covers enquiries, customer and supplier contacts, website visitors and people whose personal information appears in our project photographs, video or other media. We handle personal information under the UK GDPR and Data Protection Act 2018, as amended.
We are the controller where we determine why and how information is used. Where we work solely on a client's documented instructions as a processor, the client is responsible for the relevant controller obligations and their privacy notice also applies. The actual project arrangements determine our role.
2. Information we collect
Depending on the service or interaction, we collect names, business roles, email addresses, telephone numbers, billing and project addresses, correspondence, quotations, invoices and payment records.
Our drone and ground photography, filming, construction progress recording, time-lapse, inspection, mapping and virtual-tour work may capture identifiable people, vehicle registrations, property details and recording dates and locations. Clients may also supply images, footage and project information for editing or visualisation.
Information comes directly from you, from the client or site contact arranging a project, and through our cameras and website. Website hosting and analytics can collect IP addresses, device and browser details, pages visited and interactions. These can be personal information. Please avoid sending sensitive personal information unless it is necessary and has been agreed with us.
3. Why we use information
Enquiries and bookings: we use contact and project details to answer enquiries, prepare quotations and organise work. Where you personally are our customer, our legal basis is taking steps towards or performing a contract. For people acting on behalf of a business, we rely on our legitimate interest in managing business relationships and delivering services.
Project delivery: we use the information needed to plan, capture, edit and deliver the agreed work. Contract applies to information necessary for a contract with the individual concerned. For incidental images of other people, we normally rely on legitimate interests in providing the commissioned service, balanced against their privacy and reasonable expectations. Where consent is the appropriate basis, we obtain it.
Business administration: we rely on legal obligation for accounting, tax and other legally required records. We rely on legitimate interests for proportionate security, handling enquiries and complaints, insurance matters and establishing or defending legal claims.
Portfolio or publicity use involving identifiable people requires its own appropriate legal basis; a client's permission does not automatically provide consent on behalf of everyone pictured. Where consent is required, it can be withdrawn by contacting us. Withdrawal does not affect processing that was lawful beforehand.
If you do not provide contact, access or billing information necessary for a booking, we may be unable to carry out the work.
4. Photography, filming and AI visualisation
We aim to record only what is needed for the agreed project and minimise unnecessary capture of neighbouring homes, private areas and uninvolved people. Depending on the project, this can include coordinating filming notices with the site contact and considering camera position, timing, masking or blurring.
If you have a concern about a recording, contact us with the location, approximate date and enough detail to identify the relevant material.
We use AI software to create visuals for clients only where the client has given explicit permission for that work. This may involve providing the relevant images or footage to an AI editing or visualisation service. Client permission for creative work does not replace the need for a lawful basis and appropriate protections for any other person's personal information included in those files.
AI use described here is for producing visual content, rather than making decisions about an individual's legal rights or eligibility for services.
5. Storage, delivery and access
Camera and drone recordings are transferred from memory cards to portable SSD storage and then to our computer hard drive. The computer is password-protected. We use WeTransfer to deliver files to clients. Access and sharing are limited to what is needed for the project and business purposes described in this notice.
Information may be shared with the commissioning client and their authorised contacts; website hosting, email, file-transfer and, where permitted for the project, AI editing providers; contractors needed to deliver the work; professional advisers and insurers; and authorities where disclosure is legally required or otherwise lawful.
The website is hosted by Squarespace. External services process information under their applicable arrangements and privacy information. We require appropriate contractual protections where a provider processes personal information on our behalf. We do not sell personal information.
Client delivery and public publication are different uses. Where material is published openly, it can be viewed by the public. Copies downloaded by a client are held under that client's own arrangements.
Website, file-transfer and AI service providers may process information outside the UK. Restricted transfers require an applicable UK adequacy arrangement or appropriate safeguards, such as the UK International Data Transfer Agreement or UK Addendum to standard contractual clauses. Contact us for information about the providers and safeguards relevant to your project and how to obtain a copy.
6. How long we keep information
We keep project photographs, footage and associated working files for a maximum of six months from capture or receipt. This applies to the project media copies we retain on memory cards, portable SSDs and our computer. Delivery links may expire sooner. Please download and keep your delivered files within the period provided; we do not offer indefinite file storage.
The six-month media limit does not govern copies independently retained by clients or the separate legal and business records needed to administer our company. We retain invoices, payment and accounting records for the periods required by tax and company law.
Enquiry and other business correspondence is retained only as long as necessary to respond, manage the relationship or resolve a complaint or claim. The purpose, applicable legal duties and any ongoing dispute determine the period. Information no longer needed is deleted or anonymised. Contact us if you have a question about a particular record or want to request deletion.
7. Website cookies and external content
Our Squarespace website uses cookies and similar technologies for site operation and usage analytics. Usage information may include IP addresses, browser and device information and pages visited. Essential cookies support functions such as security and user preferences; analytics cookies help measure website use.
You can block or delete cookies through your browser settings. Blocking essential cookies may affect website functions. Browser controls are separate from any consent that must be obtained before cookies requiring consent are used.
Pages may contain links to, or embedded content from, video, map and other external services. Loading or interacting with these services may share information with their providers and involve their own cookies. Consult the provider's privacy and cookie information for details. You can contact us for information about cookies and external services used on our website.
8. Your rights
Depending on the circumstances and legal basis, you may ask to access your personal information, correct it, have it erased, restrict its use or receive a portable copy. These rights are subject to legal conditions and exemptions.
Your right to object: you may object to processing based on legitimate interests because of your particular circumstances. You have an absolute right to object to use of your personal information for direct marketing.
Where we rely on consent, you can withdraw it at any time. Email paulb@123drone.uk to exercise a right or raise a concern. We may need information to verify your identity or locate relevant records. We normally respond to rights requests within one month; if the law permits an extension or pause, we will explain why.
9. Complaints and changes
Please contact us if you have a privacy complaint so that we can investigate and respond. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint/.
We update this notice when our practices or relevant requirements change. The date at the top identifies the latest version. Where required, we will bring material changes or new uses of personal information to affected people's attention.
