Our Policies

Spectrum Media is the trading name of James Pearce - the founder of the organisation. We endeavour to form as a limited company in some form in the coming months, but for now, we remain a sole trader.

This is the case from 1st July 2026.

Spectrum Media respects your privacy and is committed to protecting your personal data in accordance with UK GDPR and applicable UK data protection laws.

This policy explains what information we collect, how we use it, and the rights you have regarding your information.

Information We May Collect

We may collect the following information:

Name

Email address

Telephone number

Postal address

Payment information

Project details and communications

Photography, video and audio recordings (only with permission)

How We Collect Information

Information may be collected through:

Website contact forms

Email communication

Telephone conversations

Social media interactions

Booking or enquiry forms

Contracts and invoices

In-person meetings and events

How We Use Your Information

We may use your information to:

Provide media production services

Manage bookings and projects

Process payments and invoices

Communicate regarding projects

Send updates or marketing communications

Improve our services

We will only use personal data where lawful and appropriate.

Photography & Video Content

Spectrum Media will never intentionally capture or publish identifiable photographs, video or audio recordings of individuals without appropriate permission or consent where required.

Separate consent forms may be used for commercial projects, promotional use or work involving children.

Marketing Communications

We may occasionally send marketing or promotional communications relating to our services. You may opt out of these communications at any time.

Children & Young People

We may occasionally work with children or young people. In these cases:

appropriate permissions and consent will be obtained

safeguarding considerations will be respected

content involving minors will be handled responsibly and appropriately

Data Security

We aim to store personal information securely and take reasonable steps to prevent unauthorised access, misuse or disclosure.

Data Sharing

We do not sell personal information and do not intentionally share personal data with unrelated third parties unless:

legally required

necessary to deliver agreed services

consent has been provided

Your Rights

You may request:

access to your personal data

correction of inaccurate data

deletion of your data where appropriate

withdrawal of consent for marketing communications

Requests can be made via 'Our Contacts' or by emailing hellospectrummedia@gmail.com

Changes to This Policy

We may update this Privacy Policy periodically. Updated versions will be published on our website.

Spectrum Media understands that plans can change. This policy outlines how cancellations, postponements and refunds are managed.

Deposits

Deposits may be requested at the discretion of Spectrum Media Ltd in order to secure bookings.

Unless otherwise agreed in writing:

deposits are non-refundable

deposits may be transferable to rescheduled bookings at our discretion

Client Cancellation Fees

Cancellation charges apply based on the amount of notice provided before the scheduled booking or production date.

Below are the fees that must be paid by clients in line with when notice is given of the cancellation, in regards to the event start date.

61+ days 0% fee

35–60 days 50% fee

8–34 days 75% fee

0-7 days 100% fee

Failure to attend or communicate on the agreed production date may be treated as a no-show and charged at 100% of the agreed fee.

All fees must be paid within 30 days of invoice being sent by the company. Failure to do so will incur interest and could result in legal action.

Rescheduling

Bookings may be rescheduled subject to:

availability

operational feasibility

agreement by both parties

If a cancelled booking is successfully rescheduled within 90 days of the original event date, Spectrum Media Ltd may apply a discretionary administration fee. If a rescheduled event is cancelled, a cancellation fee will be set from the original event date and enforce in line with the periods above. 

Cancellation by Spectrum Media

If Spectrum Media must cancel a booking within 7 days of the agreed production date, a full refund will be provided minus any reasonable unrecoverable costs already incurred.

Illness, Emergency & Severe Weather

Reasonable discretion may be applied in situations involving illness, emergencies, severe weather and circumstances outside either party’s reasonable control.

In such situations:

refunds may be provided up to 100% at our discretion

rescheduling options may be offered where practical

Spectrum Mediais committed to creating media and working environments that are respectful, inclusive, accessible and representative of the diverse communities around us. We recognise that every individual has unique experiences, identities, perspectives and needs.

Our Commitment

We aim to:

treat all individuals fairly and respectfully

promote inclusive and accessible communication

create welcoming environments during productions and events

work responsibly within diverse communities

represent people authentically and positively through media

Accessibility

We believe media should be as accessible as reasonably possible.

Where practical, we will:

consider accessibility needs during productions

communicate clearly and respectfully

adapt approaches where possible

support inclusive participation

Anti-Discrimination

Spectrum Media does not tolerate discrimination based on:

age

disability

race or ethnicity

religion or belief

gender identity

sex

sexual orientation

pregnancy or maternity

marital status

socioeconomic background

This applies to:

clients

contributors

freelancers

members of the public

audiences

individuals encountered during productions

Respectful Conduct & Anti-Harassment

All individuals working with or alongside Spectrum Media are expected to behave professionally and respectfully.

Harassment, intimidation, bullying or abusive behaviour will not be tolerated. Any reporting of unprofessional, offensive or inappropriate behaviour will be dealt with respectfully and with due process.

Working With Communities

We aim to work thoughtfully and responsibly within the communities and environments we enter.

We strive to:

listen before assuming

represent people fairly

avoid harmful stereotypes

highlight individuals in a positive and respectful manner

Young People & Safeguarding

Where projects involve children or vulnerable individuals, additional safeguarding and consent procedures will apply. Parents or guardians will also be consulted and asked to be present, where applicable, during production.

Spectrum Media recognises the importance of operating responsibly and reducing unnecessary environmental impact where practical.

As a growing media production company, we are committed to building sustainable habits into the way we work.

Our Approach

We aim to balance creativity, practicality and environmental responsibility through simplistic, realistic and achievable actions.

Current & Planned Commitments

Where practical, we aim to:

use digital paperwork and documentation

minimise unnecessary printing

hold remote meetings when appropriate

reduce avoidable travel

reuse equipment and uniforms where possible

recycle materials during our work

make environmentally conscious purchasing decisions where viable

Continuous Improvement

We understand sustainability is an ongoing process and will continue reviewing how our operations can become more environmentally responsible over time.

Services

Spectrum Media provides media production and related creative services as agreed in writing with clients.

Quotes & Bookings

Quotes are typically valid for 30 days unless stated otherwise.

Bookings are only confirmed once:

written agreement is received

and/or deposits are paid where required

Payments

Invoices must be paid within the agreed payment period stated on the invoice or contract.

Late payments may incur:

administrative charges

suspension of services

delayed delivery of final content

Client Responsibilities

Clients are responsible for:

providing accurate project information

obtaining permissions where required

ensuring safe and lawful production environments

Intellectual Property

Unless otherwise agreed in writing, Spectrum Media retains ownership of original raw footage, project files and production materials. Clients receive agreed usage rights upon full payment and completion of the relevant contractual paperwork.

Liability

Spectrum Media will take reasonable care in delivering services but cannot guarantee outcomes affected by:

technical failures outside reasonable control

actions of third parties

client actions

weather

venue restrictions

Liability is limited to the value of the agreed service fee where legally permitted.

Behaviour & Safety

We reserve the right to refuse or stop services where environments become unsafe, abusive or unlawful.

Spectrum Media is committed to promoting the safety and wellbeing of children and vulnerable individuals involved in our productions or events.

We aim to:

act responsibly and professionally

obtain appropriate permissions and consent

avoid inappropriate conduct or environments

respond appropriately to safeguarding concerns where identified

Where appropriate, projects involving children may require:

parental consent

supervised environments

additional safeguarding measures

Anyone under the age of 18 that is involved in working with us directly for a project will be covered by this policy. We will always work alongside a parent, guardian or professional representative to ensure their safety, wellbeing and consent are valued.