Privacy Policy

Last updated: 29 September 2026

This policy explains what personal information Squideo collects, why we collect it, who we share it with, how long we keep it and the rights you have. It covers our website at squideo.com, our quote and contact forms, our Online Brief Builder, the proposals and client portal at app.squideo.com, the emails we send and the way we work with our clients.

Squideo Limited is the controller of this information. That means we decide how and why it is used, and we are responsible for looking after it.

The short version

• We collect what you give us, for example when you ask for a quote, and some information about how our website is used.
• We use it to reply to you, to make and deliver your videos, to run our business and, where the law allows, to tell you about our services.
• We do not sell your personal information.
• In the UK, the Channel Islands, the Isle of Man, the European Economic Area and Switzerland, analytics and advertising cookies are only used if you accept them. Elsewhere they are used unless you turn them off. Wherever you are, you can change your mind at any time with the Cookie settings link at the bottom of every page.
• We keep information only for as long as we need it, and you have rights over it, including the right to see it and to ask us to delete it.

Who we are

Squideo Limited, a company registered in England and Wales, company number 09595255. Our registered office is 2 Exeter Street, New Village Road, Cottingham, East Riding of Yorkshire, HU16 4LU.

For any question about this policy or your information, email enquiries@squideo.co.uk, call 01482 738656 or write to us at the address above.

What we collect and how we use it

When you ask for a quote, a demo or contact us

Our forms ask for your name, email address, phone number, organisation and details of your project, and you can attach files. We use this to reply to you, prepare a quote and follow it up.

The quote form saves your answers as you go, in your browser and on our systems, so that nothing is lost if you leave the page. If you leave before sending it, we may contact you about the quote you started. If you ask us to email you a link to finish it later, we will send that link and occasional reminders, each with a link to stop them.

With each enquiry we record the IP address of the device it was sent from and the browser used, to help us spot and block spam.

If you have accepted cookies, or were not asked and have not turned them off (see Cookies below), we also record how you found our website, for example which search engine, advert or website sent you, and link your enquiry to the Squideo videos you watched on our website and how you answered them. This shows us which of our marketing works.

The Online Brief Builder and other free resources

When you start a brief, we ask for your name, email address and phone number, so that we can call you about it. Our other free resources ask only for your name and email address. We save your answers so you can come back to them and share them with colleagues, and we may send you a few reminders about a brief you have not finished. If you tick the box to hear from us, we will also send you marketing emails.

When you work with us

If you become a client, we hold the names, job titles, email addresses and phone numbers of the people we work with at your organisation, along with our proposals, contracts, correspondence, scripts, storyboards, feedback, project files and the videos we make for you. We use these to deliver the work, manage the project and keep proper records.

When we send you a proposal, we record when it is opened, with the IP address and browser used, so we know it has arrived and can follow it up. When you sign a proposal online, we record your name, email address, signature and the time you signed.

Invoices are issued through Xero. Card payments are handled by Stripe and Direct Debits by GoCardless, and we never see or store your full card details.

Emails you exchange with our team are kept in our email system and copied into our customer records, so that everyone working on your project can see its history.

Our client portal

The client portal at app.squideo.com is where you review videos, leave feedback, approve work, download files and manage your account. To sign in, we email you a one time code. We keep a record of what is done in the portal, with the time, the IP address, the approximate location worked out from it and the browser used, so that there is an accurate history of approvals and we can keep accounts secure.

Calls, meetings and demos

If you book a call with us, we use Google Calendar and Google Meet to arrange it, and the invitation includes your name and email address. If we set up a demo of Squideo Smart Hosting for you, we record when it is signed in to and the type of device used, so we can follow up.

Emails we send

Our emails, including emails from our team and our marketing emails, may contain a small image and tracked links. These tell us whether an email was opened and which links were clicked, with the approximate location and the type of device used. We use this to see whether our emails are useful and to follow up at the right time.

We send marketing emails about our services to our clients, to business contacts we have dealt with and to anyone who has asked to hear from us. Every marketing email has an unsubscribe link. If you unsubscribe, we keep your email address on a list of people not to contact, so that it stays that way.

How the videos on our website are watched

We measure how the Squideo Smart Hosting videos and interactive tours on our website are watched, so we can see which are useful and improve them. We do this for every visitor. For each viewing we record the video and page, how much of it was watched, any answers given to questions in it (including anything typed in reply), whether its buttons were pressed, the type of device and the approximate location (town, region and country) worked out from the IP address.

Nothing is stored on your device for this, and your IP address itself is not stored. A scrambled version of it, which changes every day, is kept for no more than two days to stop anyone flooding our records, and is then deleted.

If you have accepted cookies, or were not asked and have not turned them off (see Cookies below), the viewing is also linked to the random visitor ID described there and to how you found our website, so that if you later send us an enquiry, we can see which videos you watched and how you answered them, including anything you typed. Viewing records are kept for five years and then deleted.

Our website

Like most websites, ours is hosted by a provider whose servers record technical details of each visit, such as the IP address, browser and page requested. These logs are kept for a short time to keep the website secure and working.

Squideo Smart Hosting

When an organisation uses Squideo Smart Hosting to train its staff, learners or customers, we handle the learners' information on that organisation's behalf and follow its instructions. The organisation is the controller of that information and its own privacy notice applies. Questions about it are best sent to the organisation, and we will help it answer them.

Reviews

Our website shows reviews that clients have left for us on Google, with the reviewer's name as it appears there.

Cookies and similar technologies

Cookies are small files that a website stores on your device. Your browser's local storage works in a similar way, and so do the tags that advertising and analytics tools add to a page.

If you visit from the UK, the Channel Islands, the Isle of Man, the European Economic Area or Switzerland, we ask whether you accept analytics and advertising cookies. Until you accept, none are set and none of the tools listed under Analytics and advertising are allowed to run. Google's tags may still send Google a basic signal without cookies, such as that a page was viewed or that an advert led to an enquiry, which Google uses to estimate the results of our advertising overall.

If you visit from anywhere else, we do not ask, and these cookies and tools are used from your first visit unless you turn them off.

Wherever you are, you can change your choice at any time with the Cookie settings link at the bottom of every page. If your browser sends a Global Privacy Control signal, we treat it as a refusal.

Always on

• sq_consent (cookie, 12 months): remembers your cookie choice, so we do not ask again on every page.
• Quote form progress (local storage): keeps your answers while you fill in the quote form. It is removed when you send the form.

Analytics and advertising

• Squideo attribution, sq_attr (cookie and local storage, 90 days): records how you first found our website and a random visitor ID. Both are sent with any enquiry you make, so we can see which marketing works and which of our videos you watched. Refusing cookies later removes it.
• Google Analytics (cookies named _ga, up to two years): shows us how visitors use our website, in total.
• Google Ads (cookies named _gcl, 90 days, and Google's advertising cookies): measures which adverts lead to enquiries and calls, and lets us show our adverts to people who have visited our website. Visitors who arrive from one of our adverts may see a Google forwarding phone number, which counts calls from adverts.
• LinkedIn Insight Tag (LinkedIn cookies, up to a year): measures the results of our LinkedIn adverts and lets us show adverts on LinkedIn to people who have visited our website.
• Microsoft Clarity (cookies up to a year): records how visitors use our pages, such as clicks, taps, scrolling and mouse movement, so we can find and fix anything that is hard to use.
• WhatConverts: shows a tracking phone number on our website and tells us which page or advert led to a call or enquiry. For calls to a tracking number it records details such as the number called from, the time and the length of the call.
• Picreel: shows occasional messages on our website, such as offers or reminders, and remembers which ones you have seen.

Videos from Vimeo and YouTube

Some videos on our website are hosted by Vimeo or YouTube. Until you press play, we show a preview picture loaded from Vimeo's or YouTube's servers, which tells them your IP address but sets no cookies. The video itself only loads when you press play, and then Vimeo or YouTube may set their own cookies, under their own privacy policies. YouTube videos use YouTube's privacy enhanced mode.

Our lawful bases

The law requires a lawful basis for each way we use personal information. Ours are:

• Contract: to provide the services you have asked for, and to take steps you ask for before a contract, such as preparing a quote.
• Legal obligation: to keep financial and tax records.
• Legitimate interests: to reply to enquiries, follow up quotes, run and improve our business and website, keep our systems secure, understand how our videos and emails are used, send marketing emails to clients and business contacts and, for visitors from places where we do not ask about cookies, use the analytics and advertising tools and link what they watched to their enquiry. We have weighed these interests against your rights, and you can object at any time.
• Consent: where we ask for it, for analytics and advertising cookies and similar tools and for linking what you watched on our website to your enquiry, and for marketing emails where you ticked a box to receive them. You can withdraw consent at any time.

Who we share information with

We do not sell your personal information. We share it only with the service providers who run parts of our business for us, under contracts that require them to protect it and use it only on our instructions:

• Vercel: hosting for our website, client portal and systems.
• Neon: our databases.
• Google: email, calendars, video calls and file storage, and website analytics and advertising.
• Resend: sending emails from our systems.
• Microsoft (Clarity), LinkedIn, WhatConverts and Picreel: the website tools described under Cookies, and only when those are allowed to run.
• Stripe and GoCardless: payments. Xero: accounting and invoices.
• Vimeo and YouTube: video hosting and playback.

We may also share information with freelance animators, illustrators and voice artists working on your project, who see only what they need for it; with our professional advisers, such as accountants, lawyers and insurers; with a buyer if our business is ever sold; and with the police, regulators or courts where the law requires it.

International transfers

Some of these providers store or access information outside the UK, mainly in the United States. Where they do, the transfer is protected by UK adequacy regulations, such as the data bridge between the UK and the United States for providers certified under it, or by the International Data Transfer Agreement or Addendum approved by the UK Information Commissioner.

How long we keep information

• Video viewing records from our website: five years. The scrambled IP address kept with them: no more than two days.
• Records of when a proposal was opened: 12 months.
• Client records, contracts, invoices and payment records: while you are a client and for six years afterwards, which is how long the law requires us to keep financial records and how long a claim about a contract can be brought.
• Videos and project files we make for you: while you are a client, so that you can download them again, unless we agree otherwise.
• Enquiries, quote requests and briefs that do not lead to work: while there is a realistic chance of working together.
• Our marketing list: until you unsubscribe. After that, only your email address, on our list of people not to contact.
• Cookies: as listed above.
• Anything else: only as long as we need it for the reason we collected it. Then we delete it or make it anonymous.

Keeping information secure

We use secure connections throughout, sign clients in to the portal with one time codes, limit access to the people who need it and choose service providers with strong security. No system is perfectly secure, but if something goes wrong we will act quickly and tell you and the Information Commissioner's Office where the law requires it.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct anything that is wrong or incomplete;
• ask us to delete your information;
• ask us to limit how we use it;
• object to how we use it, including an absolute right to stop marketing;
• ask for information you gave us in a format you can take elsewhere;
• withdraw your consent at any time, where we rely on it, for example with Cookie settings or the unsubscribe link in our emails.

To use any of these rights, email enquiries@squideo.co.uk. We will reply within one month, and there is normally no charge. We do not make decisions about people based solely on automated processing.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, at ico.org.uk or on 0303 123 1113.

Children

Our website and services are for businesses and organisations, and are not aimed at children.

Other websites

Our website links to other websites, such as Trustpilot and social networks. Their own privacy policies apply when you visit them.

Changes to this policy

We update this policy when the way we use information changes. The date at the top shows when it last changed.