IMMERSIVE 360 · PRIVACY

Your privacy matters

This policy explains how Immersive 360 handles personal information when you visit our website, contact us or use our photography, drone imagery, Matterport virtual tour and scanning services.

Last updated: 8 October 2026

1. Who is responsible for your information?

Immersive 360 is the trading name of David Hawkins, a sole trader working across the South West and on projects across the UK. David is the data controller for website enquiries, business administration and Immersive 360’s own marketing.

Email: info@immersive-360.co.uk
Telephone: 07909 448071
Website: www.immersive-360.co.uk

For client-directed capture or hosting, our role may be that of a data processor acting on the client’s documented instructions. The client’s privacy information also applies to its use and publication of the material.

2. Information we collect

  • Names, business names, email addresses, telephone numbers and enquiry messages submitted through our forms, email, telephone, WhatsApp or social media.
  • Project and property addresses, access arrangements, booking details, correspondence, invoices and payment records.
  • Photographs, video, 3D scans, floorplans and related project files. These may incidentally contain identifiable people, vehicle registrations, personal possessions or documents.
  • Technical information such as IP addresses, browser details, pages requested and security logs. Embedded services may collect additional usage information.

We receive information directly from you and, where relevant, from the client, property owner, estate agent or other person arranging a project. Please avoid including sensitive personal information in enquiry messages.

3. Why we use it and our lawful bases

  • Quotes, bookings and delivering services: to take steps at your request before a contract and to perform our contract with you. For business representatives, our legitimate interest is communicating with clients and providing the commissioned service.
  • Customer support and business administration: our legitimate interests in managing enquiries, maintaining client relationships, resolving issues and keeping appropriate project records.
  • Accounting and tax: compliance with legal obligations.
  • Website security: our legitimate interests in preventing fraud, spam and unauthorised access.
  • Marketing and portfolio publication: consent where required, or a legitimate interest where appropriate after considering the people affected and their reasonable expectations. Permission to use a client’s project does not automatically establish a lawful basis for publishing identifiable people.
  • Cookies and similar technologies: consent where legally required. Essential technologies may be used without consent where an applicable legal exception permits this.

Providing enquiry details is voluntary. Without sufficient contact and project information, we may be unable to respond, provide a quote or carry out a booking.

4. Photography, scanning and virtual tours

We agree the intended use and access arrangements with the client. Clients should prepare spaces by removing personal documents, screens displaying private information and other items they do not want captured, and by informing people who may be present.

Where personal information is identified, we consider suitable measures such as reshooting, blurring, restricting access or removing affected content. Automated blurring is not guaranteed to identify every item. Please report anything concerning promptly using the contact details above.

Material published on websites, Matterport tours, Google Street View or social media can be viewed and shared by others according to its access settings. A public tour link should not be treated as confidential. Changes to material controlled by a client or third-party platform may require their cooperation.

5. Who receives information?

Where needed to deliver services and run the business, information may be processed by website hosting and maintenance providers, form and email delivery services, cloud storage and backup providers, accounting and payment services, professional advisers, and project platforms such as Matterport. Relevant project material may be supplied to the commissioning client and its authorised representatives.

Our website uses WordPress and Gravity Forms. Squarebird provides website support, Elastic Email Sender handles website email delivery, Wordfence provides security tools, and UpdraftPlus supports backups. Matterport provides the interactive tours featured on the site. Clicking WhatsApp or social media links takes you to those services, whose own privacy notices apply. We may also disclose information when required by law or necessary to establish, exercise or defend legal claims.

6. Overseas processing

Some services used for tours, email delivery and website features operate internationally, so information may be processed outside the UK. Matterport is based in the United States. Its Data Processing Addendum includes Standard Contractual Clauses and the UK Addendum for applicable transfers. Elastic Email’s privacy notice describes international processing for its email services.

You can contact us for information about the providers involved in your enquiry or project and the applicable transfer arrangements, including a copy or details of relevant safeguards. Further provider information is available in Matterport’s Data Processing Addendum and Elastic Email’s privacy notice.

7. How long we keep information

  • Enquiries that do not lead to a booking: up to 12 months after the last meaningful contact.
  • Client booking, contract and project correspondence: up to six years after the last project or the end of the client relationship, whichever is later, where needed for support, contractual records or legal claims.
  • Invoices and tax records: at least five years after the 31 January Self Assessment submission deadline for the relevant tax year, and longer where HMRC requires it or an enquiry remains open.
  • Photographs, video, scans and other project files: normally up to 12 months after final delivery or the end of the associated hosting service, whichever is later, unless a different archive period is agreed with the client.
  • Hosted virtual tours: for the duration of the agreed hosting service, followed by the project-file retention period above, subject to the platform’s deletion and backup processes.

We review retained information at least annually and delete or anonymise it when it is no longer needed. We may retain relevant records longer to meet a legal obligation or resolve an active dispute; this does not mean retaining all project material indefinitely.

Approved portfolio material is reviewed annually and retained only while it remains relevant to showcasing our work and we have an appropriate lawful basis. You can contact us with a concern or objection. Backup copies remain until overwritten under the applicable backup schedule; the timing depends on the provider’s backup and deletion processes.

8. Cookies and embedded tours

Cookies and similar technologies can support login, security, website preferences and third-party content. WordPress uses cookies for authorised users’ login sessions and administration settings. Wordfence supports website security and may use cookies to recognise authorised users.

Our website includes Google Analytics code and Google reCAPTCHA. Analytics technologies can collect information about visits, browsers and devices. reCAPTCHA helps protect enquiry forms against spam and can collect device and interaction information. Embedded Matterport tours can allow Matterport to receive device and usage information when they load or are used.

The website does not currently provide a dedicated cookie preference panel. You can manage cookies through your browser settings, although restricting them may affect forms or interactive content. Browser settings do not constitute consent to optional tracking. Contact us if you have questions about these technologies or want to raise an objection.

External services have their own privacy information. Google’s privacy information is available at policies.google.com/privacy. Clicking WhatsApp, social media or external tour links opens the relevant provider’s service.

9. Your rights

Depending on the circumstances, you can request access to your personal information, correction, erasure, restriction of processing or transfer of information. Where processing relies on consent, you can withdraw it at any time without affecting the lawfulness of earlier processing.

You can object to processing based on legitimate interests. You can object to direct marketing at any time. Contact info@immersive-360.co.uk to exercise these rights. Rights are subject to applicable conditions and exemptions; for example, we may need to retain legally required records. We may request proportionate identity verification before releasing information.

10. Questions or complaints

Please contact David Hawkins at info@immersive-360.co.uk if you have a privacy concern. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator, at ico.org.uk/make-a-complaint/.

11. Updates

We will update this policy when our services, providers or information-handling practices change. The latest update date appears near the top of this page.