Privacy And Policy
Privacy Policy
Sophos Media Productions, LLC is committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, store, and safeguard your data when you use our website or engage with our services.
Effective Date: 10/20/2025
Last Updated: 10/20/2025
1. Information We Collect
1.1 Personal Information
When you engage our services, register an account, or communicate with us, we may collect personal information including but not limited to:
Full name and contact information (email address, phone number, mailing address)
Billing and payment information
Company or business name (if applicable)
Project details and specifications
Communications and correspondence with Sophos Media Productions
1.2 Media Content
As a video and audio production company, we may collect and process:
Video footage and recordings featuring you or your representatives
Audio recordings, including voice recordings and podcasts
Images and photographs
Project files and related creative materials
Consent forms and release agreements
1.3 Usage Data
We automatically collect information about how you interact with our website and services, including:
IP address and geographic location
Browser type and version
Device information and operating system
Pages visited and time spent on our website
Referring website or source
Date and time of access
1.4 Cookies and Tracking Technologies
We use cookies, web beacons, and similar tracking technologies to:
Enhance your browsing experience
Remember your preferences and settings
Analyze website traffic and usage patterns
Deliver relevant content and advertisements
You may disable cookies through your browser settings, though this may affect certain functionality of our website.
2. How We Use Your Information
We use the information we collect for the following legitimate business purposes:
2.1 Service Delivery
Providing video and audio production services
Communicating about projects, timelines, and deliverables
Processing payments and managing contracts
Fulfilling our contractual obligations
2.2 Marketing and Portfolio Use
Creating marketing materials and promotional content (subject to your consent or opt-out rights as outlined in our Terms & Conditions)
Featuring client work on our website and social media platforms
Developing case studies and testimonials
Building our professional portfolio
2.3 Business Operations
Improving and personalizing your experience
Analyzing usage trends and optimizing our services
Conducting customer service and support activities
Sending important updates, notifications, and administrative communications
2.4 Legal and Safety
Complying with legal obligations and regulations
Protecting our rights and property
Preventing fraud and ensuring security
Enforcing our Terms & Conditions
3. Data Retention
Project Files: As outlined in our Terms & Conditions, we retain final products and project files for a maximum of six (6) months from project completion
Client Information: We retain client contact information and contract documentation for a minimum of seven (7) years for business and legal compliance purposes
Marketing Materials: Content used for marketing purposes (with appropriate consent) may be retained indefinitely unless you request removal in writing
4. Data Sharing and Disclosure
We respect your privacy and do not sell your personal information to third parties. We may share your information only in the following circumstances:
4.1 Service Providers
We may share information with trusted third-party service providers who assist us in:
Payment processing and billing
Cloud storage and hosting services
Email and communication platforms
Analytics and performance monitoring
These providers are contractually obligated to protect your information and use it only for specified purposes.
4.2 Legal Requirements
We may disclose your information when required to:
Comply with applicable laws, regulations, or legal processes
Respond to lawful requests from public authorities
Enforce our Terms & Conditions and contracts
Protect the rights, property, or safety of Sophos Media Productions, our clients, or others
4.3 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the successor entity, subject to this Privacy Policy.
4.4 With Your Consent
We may share your information for purposes not described in this policy when we have your explicit consent or at your direction.
5. Your Rights and Choices
You have the following rights regarding your personal information:
5.1 Access and Correction
Request access to the personal information we hold about you
Request correction of inaccurate or incomplete information
5.2 Marketing Opt-Out
Opt out of having your content used for marketing purposes (as detailed in our Terms & Conditions)
Unsubscribe from promotional communications
Request removal of your content from our marketing materials
5.3 Data Deletion
Request deletion of your personal information, subject to legal retention requirements
Request removal of your files after project completion (within the 6-month retention period)
5.4 Objection and Restriction
Object to certain processing activities
Request restriction of processing in specific circumstances
To exercise any of these rights, please contact us using the information provided in Section 9.
6. Data Security
We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction, including:
Encryption of sensitive data during transmission and storage
Secure servers and regular security audits
Access controls and authentication procedures
Employee training on data protection and confidentiality
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.
7. Third-Party Links and Services
Our website may contain links to third-party websites or integrate with external platforms (such as YouTube, social media platforms, or podcast hosting services). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.
8. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately, and we will take steps to delete such information.
9. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
Posting the updated policy on this page with a new "Last Updated" date
Sending email notification to registered users (for significant changes)
Displaying a prominent notice on our website
Your continued use of our services after any changes constitutes acceptance of the updated Privacy Policy.
10. International Data Transfers
If you are located outside of the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers and operations are located. By using our services, you consent to such transfer and processing.
11. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Sophos Media Productions, LLC
1220 School St, Suite 16,
Spring Hill, Tennessee
Info@sophosmediaproductions.com
615-583-2033
For Privacy-Related Requests:
Please submit requests in writing via email with "Privacy Request" in the subject line, or send correspondence to the address above.
Sophos Media Productions, LLC is committed to transparency and protecting your privacy. We will respond to all legitimate privacy requests within thirty (30) days.