Vibe Immersive Ltd
Last updated: June 2026
1. Who We Are
Vibe Immersive Ltd ("we", "us", "our") is a 3D production studio specialising in immersive media, 2D videography, and digital twinning services. We capture, process, and deliver high-fidelity digital representations of real-world environments, objects, and people for use in XR experiences, architectural visualisation, heritage documentation, and related applications.
Our registered address is: Stratford upon Avon, CV37 0RJ
2. What Data We Collect
Depending on how you engage with us, we may collect the following categories of personal data:
Client and project data
Name, job title, company name, email address, phone number
Billing and invoicing information
Project briefs, site information, and correspondence
Location and site data
Physical site addresses and access details provided for filming or scanning assignments
Captured media data
Video footage, photogrammetric scans, LiDAR data, drone imagery, and 3D models captured during production
Where applicable, this may incidentally include images or likenesses of individuals present on site
Digital twin data
Spatial geometry, point cloud data, textured 3D meshes, and metadata generated from reality capture workflows
BIM or CAD data provided by clients for integration purposes
Website and enquiry data
Name, email, and message content submitted via contact forms
Analytics data (page views, device type, referral source) collected via cookies
Supplier and contractor data
Contact details and payment information for freelancers, subcontractors, and service providers
3. How We Use Your Data
We use personal data for the following purposes:
Delivering contracted services — managing projects, scheduling shoots, coordinating site access, and delivering final assets
Billing and accounting — issuing invoices, processing payments, and maintaining financial records
Client communication — responding to enquiries, providing project updates, and sharing deliverables
Legal compliance — meeting obligations under UK law including tax, employment, and health and safety regulations
Marketing — sending updates about our services where you have consented or where we have a legitimate interest to do so (you can opt out at any time)
Improving our services — analysing how our website and deliverables are used to improve quality and user experience
4. Legal Bases for Processing
We process personal data under the following legal bases (UK GDPR):
Purpose Legal Basis Delivering services Performance of a contract Billing and accounts Legal obligation Marketing communications Legitimate interests / Consent Site access and scheduling Legitimate interests Website analytics Consent (via cookie banner)
5. Captured Media and Digital Twin Data
Our work often involves capturing environments and locations that may incidentally include identifiable individuals (for example, members of the public present during a site scan or filming session).
We take the following steps to manage this responsibly:
We notify site owners of the nature and scope of our capture work before commencing
Where possible, we schedule capture sessions to minimise the presence of identifiable individuals
We process only the data necessary to fulfil the agreed project scope
Raw capture data is not shared with third parties without client instruction or a lawful basis
Clients are responsible for obtaining any necessary permissions for locations under their control
If you believe your likeness has been captured incidentally during one of our productions and you wish to raise a concern, please contact us
6. Data Sharing
We do not sell personal data. We may share data with:
Subcontractors and crew engaged to assist in production, under confidentiality obligations
Cloud storage and software providers used in our production pipeline (e.g. processing platforms, project management tools), subject to data processing agreements
Accountants and legal advisors where necessary for business operations
Regulatory authorities where required by law
Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
7. Data Retention
We retain personal and project data for as long as necessary to fulfil the purpose for which it was collected, and in accordance with legal requirements:
Client and project records — retained for 7 years following project completion (in line with HMRC requirements)
Raw capture data and 3D assets — retained for the duration agreed with the client, then securely deleted unless archiving has been agreed
Enquiry data — retained for 12 months if no contract results
Marketing contact data — retained until you unsubscribe or withdraw consent
8. Your Rights
Under UK GDPR, you have the right to:
Access the personal data we hold about you
Correct inaccurate or incomplete data
Erase your data where there is no lawful reason to retain it
Object to processing based on legitimate interests
Restrict processing in certain circumstances
Portability — receive your data in a structured, machine-readable format
Withdraw consent at any time where processing is based on consent
To exercise any of these rights, contact us. We will respond within one calendar month.
If you are dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
9. Cookies
Our website uses cookies to support basic functionality and to understand how visitors use our site. You can manage your cookie preferences through the consent banner on your first visit, or via your browser settings. F
10. Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include encrypted file storage, access controls on production systems, and secure transfer protocols for delivering client assets.
11. Changes to This Policy
We may update this policy from time to time. The date at the top of this page indicates when it was last revised. Where changes are material, we will notify active clients directly.
Vibe Immersive Ltd