Privacy Policy

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Who We Are

Open Flow Media is a video and photography production company based in Kolkata, West Bengal, India. We provide visual content services including video production, photography, post-production, content strategy, and related creative services to brands, businesses, and individuals across India.

This Privacy Policy applies to all information collected through our website openflowmedia.com, our contact forms, email communications, and any other interactions you have with Open Flow Media.

By using our website or submitting your information to us, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our website and services.

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What Information We Collect

We only collect information that is necessary to provide our services and communicate with you. Here's exactly what that includes:

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Why We Collect It

We collect information for specific, legitimate reasons. We do not collect data just to have it — every piece of information we hold serves a clear purpose:

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  To respond to your project enquiries and provide accurate quotes
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  To understand your project requirements and deliver the right service
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  To communicate with you throughout the project lifecycle
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  To improve our website experience based on how visitors use it
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  To maintain a record of business relationships and project history
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  To comply with legal and accounting obligations under Indian law

We operate on a minimum data principle — we only collect what we genuinely need, and nothing more.

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How We Use Your Information

Your personal information is used solely to provide you with our services and keep communication clear and efficient. Specifically, we use your data to:

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  Reply to your project brief or enquiry within 24 hours
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  Send you a project proposal, quote, or discovery call invitation
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  Coordinate shoot logistics, timelines, and deliverables
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  Issue invoices and maintain financial records (as required by law)
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  Follow up after project delivery for feedback or future work
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  Analyse website traffic to improve our online presence

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Who We Share Your Data With

We do not sell, rent, or trade your personal information to any third party — ever. We may share limited data with trusted service providers who help us operate our business, but only as described below:

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  Email platforms (e.g. Gmail, business email) — used to send and receive project communications
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  Google Analytics — anonymised website usage data to understand site traffic
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  Cloud storage providers (e.g. Google Drive) — used to share and store project files securely
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  Accounting software — your name and invoice details for legal financial record-keeping only
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  Legal or regulatory authorities — only when required by Indian law or a valid court order

All third-party providers we work with are required to maintain the confidentiality and security of any information they access on our behalf.

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Cookies & Tracking

Our website uses cookies — small files stored in your browser — to help us understand how visitors use our site and to improve your experience. We use the following types of cookies:

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  Essential cookies — required for the website to function correctly (cannot be disabled)
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  Analytics cookies — help us understand which pages are popular and how visitors navigate the site (Google Analytics)
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  Preference cookies — remember your settings and preferences for future visits

We do not use advertising cookies, retargeting pixels, or any tracking that shares your data with ad networks. You can disable non-essential cookies through your browser settings at any time — this will not affect your ability to use our website.

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Your Rights

You have clear rights over your personal data. We respect these fully and will respond to any request within 30 days:

To exercise any of these rights, simply email us at hello@openflowmedia.com with the subject line "Privacy Request". We will acknowledge your request within 48 hours and resolve it within 30 days.

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Data Security

We take the security of your data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, loss, or misuse:

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  Our website uses HTTPS encryption — all data transmitted is secured in transit
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  Project files are stored on password-protected, access-controlled cloud platforms
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  Internal access to client data is restricted to team members on a need-to-know basis
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  We use two-factor authentication on all business accounts and email systems
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  No financial data (card numbers, bank details) is ever stored on our systems

While we take all reasonable steps to protect your data, no method of internet transmission is 100% secure. In the unlikely event of a data breach that affects your personal information, we will notify you promptly in accordance with applicable law.

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How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy:

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  Project enquiries that didn't proceed: Deleted after 12 months of inactivity
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  Active client communications: Retained for the duration of the project relationship
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  Financial records (invoices, contracts): Retained for 7 years as required by Indian tax law
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  Website analytics data: Anonymised and retained for up to 26 months (Google Analytics default)
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  Project files and deliverables: Stored for 1 year post-delivery, then deleted unless otherwise agreed

You may request early deletion of your data at any time by contacting us, except where we are legally required to retain certain records.

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Children's Privacy

Our services are intended for businesses and individuals aged 18 and above. We do not knowingly collect personal information from anyone under the age of 18.

If you are under 18 and wish to make an enquiry, please have a parent or guardian contact us on your behalf. If we become aware that we have inadvertently collected personal data from a minor, we will delete it promptly. Please contact us at hello@openflowmedia.com if you believe this has occurred.

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Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business, services, or legal obligations. When we make significant changes, we will:

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  Update the "Last updated" date at the top of this page
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  Post the revised policy on this page with the new effective date
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  Notify active clients by email if the changes materially affect how we use their data

We encourage you to review this page periodically. Your continued use of our website after any changes constitutes your acceptance of the updated policy.

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Contact Us About Privacy

If you have any questions, concerns, or requests relating to this Privacy Policy or how your personal data is handled, please don't hesitate to get in touch. We're real people and we'll respond personally — not with automated replies.

We aim to resolve all privacy-related requests within 30 days of receipt. For urgent matters, please reach out via WhatsApp or email and mark it as urgent — we will prioritise accordingly.