Legal

Privacy policy

Last updated: October 2026

This policy explains what personal information we collect, why, and what your rights are. In this policy, “we”, “us” and “our” means Cool Vibe Company Ltd (company no. 12438020), trading as Vibe Content Studio and Rufio James Creative, registered office Apple Loft, Hollins Farm Granary Business Centre, Twemlow Lane, Cranage, CW4 8GE. We’re the data controller for the information described here.

What we collect

• Enquiries: when you use our contact form, we collect your name, email, and anything else you choose to give us (phone number, business or show name, what you’re interested in, when you’d like to start, how you heard about us, and your message).
• Messages and calls: if you contact us by phone, WhatsApp or email, we keep a record of the conversation so we can help you.
• Clients: if you book with us, we keep the details needed to run your bookings and invoice you, such as your name, business details, contact details and payment records.
• Recordings and photos: sessions involve filming, recording and photographing you and your guests. We handle these files as described in our terms.
• Technical information: our website host keeps basic technical logs (such as IP address and browser type) to keep the site secure and working.

Why we use it, and our legal basis

• To reply to your enquiry and give you a quote (legitimate interests, and taking steps before entering a contract with you).
• To deliver the work you book, manage bookings and get paid (performance of a contract).
• To keep financial records we’re required to keep by law (legal obligation).
• To keep our website secure and running properly (legitimate interests).

We don’t sell your information, and we won’t add you to a mailing list or send you marketing unless you ask us to.

Who we share it with

We only share information with services that help us run the business, and only what they need:

• Netlify, which hosts our website.
• Web3Forms, which receives contact form submissions and emails them to us.
• Google, which provides the fonts and the map used on our website, so your browser connects to Google’s servers when you load our pages.
• WhatsApp (Meta), if you choose to message us on WhatsApp.
• Our accountant and email provider, as needed to run the business.

Some of these providers may store data outside the UK. Where they do, they use legally recognised safeguards to protect it.

Cookies

Our website doesn’t use advertising or tracking cookies of its own. Some pages show an embedded Google Map so you can find the studio; Google may set its own cookies when the map loads, as described in Google’s privacy policy. If we ever add visitor statistics that use cookies, we’ll ask for your permission first and update this policy.

How long we keep it

• Enquiries that don’t turn into bookings: up to 12 months, then deleted.
• Client and financial records: 6 years, as required for tax purposes.
• Raw recordings: as set out in our terms.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to ask for it to be transferred to you or someone else. To make a request, get in touch using the details below. We’ll respond within one month.

If you’re unhappy with how we’ve handled your information, please talk to us first. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Contact us

For anything about your data: Email rufio@rufiojames.com, call 07961 551085, or write to us at the address above.