1. Who We Are

This Privacy Policy describes how ReelTrack Media (“ReelTrack Media”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal information when you:

• Visit our website at  www.reeltrackmedia.com

• Communicate with us,

• Use our video production and related media services, or

• Work with us as a client, supplier, crew member, talent, or other collaborator.

If you do not agree with this Privacy Policy, please do not use our Website or provide us with your personal information.

Controller:
ReelTrack Media
ReelTrack Media LLC
Brooklyn, NY, USA
Email: jess@reeltrackmedia.com

2. Scope – Who This Policy Applies To

This Policy applies to personal information we collect about:

• Website visitors

• Prospective and current clients

• Crew, contractors, and vendors

• On-camera and off-camera talent (e.g., people appearing in productions, interviewees)

• Other business contacts who communicate with us about our services

This Policy does not apply to information collected by third-party websites, apps, or services that we do not control, even if they are linked from our Website.

3. Information We Collect

The information we collect depends on how you interact with us. We may collect:

3.1 Information you provide directly

a) Contact / inquiry / quote forms

When you contact us through our Website, email, or phone, we may collect:

• Name

• Company name and job title

• Email address

• Phone number

• Project details (e.g., type of video, timeline, budget range)

• Any other information you choose to share in your message

b) Client and project information

When you become a client, we may also collect:

• Billing and invoicing details

• Contract details and project history

• Feedback and communication regarding projects

c) Crew, contractor, and talent information

If you apply or work with us as crew, vendor, or talent, we may collect:

• Name and contact details

• Resume/CV, portfolio, reels, and links to your work

• Role/position, rates, and availability

• Company name and payment details (e.g., bank details or payment platform info)

• Tax information where required (e.g., for invoicing and compliance)

d) Releases and consent forms

For people appearing in our productions (e.g., employees at a client’s office, interviewees, or extras), we may collect:

• Name and contact details

• Signature and date

• Basic biographical or contextual info (if included in the release form)

e) Newsletter and marketing

If you sign up for updates, we collect:

• Name (optional)

• Email address

• Your marketing preferences

3.2 Information we collect automatically

When you visit our Website, we may automatically collect certain information, such as:

• IP address

• Browser type and version

• Device type and operating system

• Referring and exit pages

• Pages viewed and links clicked

• Date/time and duration of your visit

• Approximate location based on IP address

This information is typically collected through cookies, pixels, and similar technologies (see “Cookies & Tracking Technologies” below).

3.3 Information from third parties

We may receive information about you from:

• Clients who share contact details of their team or participants for scheduling and production

• Publicly available sources (e.g., professional websites, LinkedIn, industry directories)

• Service providers who help us with marketing, analytics, payment processing, or recruitment

4. How We Use Your Information

We use personal information for the following purposes:

1. Providing and managing our services

• Responding to inquiries and quote requests

• Planning, producing, and delivering video and media projects

• Managing contracts, scheduling, and project logistics

2. Communications

• Sending you updates about ongoing projects

• Responding to your questions and support requests

• Sending service-related notices, invoices, and administrative messages

3. Recruitment and collaboration

• Reviewing crew, vendor, and talent applications or proposals

• Managing our roster of regular collaborators

• Communicating about potential or ongoing work

4. Marketing and business development

• Sending you newsletters or marketing communications (if you’ve opted in or it’s otherwise permitted)

• Inviting you to events or sharing content relevant to our services

• Understanding what content and services are most interesting to our audience

5. Website operation, analytics, and improvement

• Monitoring and analyzing Website usage and performance

• Maintaining site security and preventing fraud or abuse

6. Legal, compliance, and protection

• Complying with legal and tax obligations

• Enforcing our contracts and exercising our legal rights

• Protecting our rights, privacy, safety, property, and that of our clients, users, and the public

Where required by law, we rely on appropriate legal bases such as performance of a contract, legitimate interests, your consent, or compliance with legal obligations.

5. Cookies & Tracking Technologies

We use cookies and similar technologies on our Website to:

• Make the Website function properly

• Analyze traffic and usage patterns

• Improve user experience

• [Optional: Run marketing or retargeting campaigns]

You can usually set your browser to refuse cookies or alert you when cookies are being sent. Note that some parts of the Website may not function properly if you disable cookies.

If we use a cookie banner or preference tool, it will provide further options for managing non-essential cookies.

6. How We Share Your Information

We do not sell your personal information.

We may share your information with:

1. Service providers and vendors

   Trusted third parties who help us operate our business and deliver services, such as:

• Website hosting and maintenance

• Email and newsletter platforms

• Customer relationship management (CRM) tools

• Cloud storage and file transfer providers

• Payment processors and accounting providers

• Analytics and marketing platforms

2. These parties are only allowed to process personal information on our behalf and must protect it.

3. Crew, contractors, and partners
   When necessary for a project, we may share limited contact or project information with trusted collaborators (e.g., freelance editors, camera operators, sound mixers) so they can perform their work.

4. Clients and participants
   In some cases, clients may receive access to footage, stills, or project files that contain personal information (e.g., images or voices of their employees or customers), as part of the services they requested.

5. Business transfers
   If we undergo a merger, acquisition, reorganization, or asset sale, personal information may be transferred as part of that transaction.

6. Legal and safety reasons
   We may disclose information if required to do so by law or in good faith belief that such action is necessary to:

• Comply with a legal obligation or respond to lawful requests

• Protect and defend our rights or property

• Prevent or investigate possible wrongdoing

• Protect the personal safety of users or the public

7. International Data Transfers

We are based in the United Stated.  If you access our Website or work with us from outside this country, your information may be transferred to, stored in, and processed in a country that may have different data protection laws than your own.

Where required by law, we implement appropriate safeguards (such as contractual protections) to ensure that your personal information remains protected.

8. Data Retention

We retain personal information for as long as reasonably necessary to:

• Fulfill the purposes described in this Policy

• Provide our services and maintain client relationships

• Meet our legal, tax, and accounting obligations

• Resolve disputes and enforce agreements

In practice, this often means:

• Inquiry and quote data: kept for as long as needed to follow up and for a reasonable period afterwards

• Client and project records: kept for the life of the client relationship plus any additional period required by law or our contractual obligations

• Footage and project files: retention depends on the project and our agreement with the client (e.g., we may archive content for a defined period or as agreed in our contract)

• Crew/talent information: kept for as long as we may work together or as required for legal and tax reasons

• Marketing data: kept until you unsubscribe or ask us to delete it, or until it is no longer useful

We may keep anonymized or aggregated data indefinitely.

9. How We Protect Your Information

We take reasonable and appropriate technical and organizational measures to protect personal information from loss, misuse, unauthorized access, disclosure, alteration, and destruction. These may include:

• Limiting access to personal information to those who need it for their role

• Using reputable, security-conscious service providers

• Requiring logins and, where appropriate, multi-factor authentication

• Using encryption in transit (e.g., HTTPS) and secure storage solutions

However, no method of transmission over the internet or method of electronic storage is 100% secure, so we cannot guarantee absolute security.

10. Your Rights & Choices

Depending on where you live, you may have certain rights regarding your personal information, which can include:

• The right to access and receive a copy of your personal information

• The right to correct or update inaccurate or incomplete information

• The right to request deletion of your personal information (subject to legal obligations)

• The right to object to certain types of processing or restrict their use

• The right to withdraw consent at any time (where processing is based on consent)

• The right to opt out of marketing communications

We always provide an unsubscribe link in marketing emails. You can also contact us at jess@reeltrackmedia.com to exercise your rights, ask questions, or raise concerns. We may need to verify your identity before fulfilling certain requests.

If you are located in a jurisdiction with specific privacy rights (e.g., certain U.S. states, the EU/UK), you may also have the right to lodge a complaint with your local data protection or consumer protection authority.

11. Children’s Privacy

Our Website and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13.

If you believe that a child has provided us with personal information, please contact us at jess@reeltrackmedia.com, and we will take appropriate steps to delete such information as required by law.

12. Third-Party Links & Embedded Content

Our Website may contain links to third-party websites or services, or embedded content (such as videos hosted on platforms like Vimeo or YouTube). We do not control and are not responsible for the privacy practices of those third parties.

We encourage you to review the privacy policies of those sites and services before providing them with your personal information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make changes, we will:

• Update the “Last updated” date at the top of this page, and

• Provide additional notice (such as a banner on our Website or an email) if the changes are significant.

Your continued use of our Website or services after any changes to this Privacy Policy constitutes your acceptance of the updated Policy.

14. How to Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact us at:

ReelTrack Media
Brooklyn, NY, USA
Email: jess@reeltrackmedia.com