Privacy Policy
This Privacy Policy explains how FYO STUDIO PRIVATE LTD. collects, uses, stores and protects personal information when people visit this website, contact the studio desk, book studio time, hire edit suites, join a crew call or work with the photo and video production team. The website and the studio booking service are operated by FYO STUDIO PRIVATE LTD., a company registered in Singapore with its studio at 457 HOUGANG AVENUE 10, #04-427, 530457, Singapore (SG). The website was designed and is maintained by FYO Studios, acting as the studio technology partner for the company. Where this policy refers to the Company, it means FYO STUDIO PRIVATE LTD. Where it refers to the website, it means the pages served at the public address of the studio.
The Company treats privacy as part of the craft of running a trustworthy studio. Photographers, producers, stylists, talent and brand teams share schedules, files, contact details and sometimes sensitive commercial plans in the course of a booking. This policy is written in plain language so that every visitor and every client can understand what happens to that information, how long it is kept and how a request to change or remove it can be made. The policy applies to information collected through the website, by email, by telephone and in person at the studio.
This policy does not create rights beyond those already granted by the laws that apply to the Company, and it does not override a separate written agreement where one has been signed for a specific production. Where a client contract sets stricter rules than this policy, the client contract governs the handling of the project material described in that contract.
Who we are
FYO STUDIO PRIVATE LTD. runs a working photo and video studio in Hougang, Singapore. The studio houses a shoot floor with a seated cyclorama, a twelve head lighting grid, a carpentry bench for set builds and three edit suites. The Company takes bookings from photographers, production houses, brands, agencies and independent creators, and it also coordinates crews for those bookings. The Company is the controller of the personal information described in this policy unless a written production agreement states otherwise.
The registered and operating address of the Company is 457 HOUGANG AVENUE 10, #04-427, 530457, Singapore (SG). The studio desk can be reached by email at studio@fyostudio.buzz and by telephone on +14128446827. The website was designed and is supported by FYO Studios as the technology partner of the Company. Enquiries about this policy should be addressed to the studio desk, which routes privacy questions to the person responsible for data protection at the Company.
Scope of this policy
This policy covers personal information collected through the pages of this website, through email and telephone contact with the studio desk, through booking and invoicing systems used to run the studio, and through in person visits to the studio. It also covers information recorded about crew members, freelancers and suppliers who work on studio productions.
The policy does not cover websites, applications or services operated by other companies, even where a link from this website leads to them. A portfolio host, a payment processor, a courier or a social media platform will have its own privacy notice, and visitors should read that notice before sharing information with those services. Where the Company acts only as a processor for a client production and the client decides how personal information about talent or models is used, the client notice governs that material.
Information we collect
The Company collects information that is needed to answer an enquiry, quote a booking, run a shoot day, operate an edit suite, coordinate a crew and keep proper business records. The categories below describe the information in ordinary terms.
- Contact details such as a name, company name, role, email address, telephone number and postal address.
- Booking details such as requested dates, hours, rooms, crew size, equipment needs and the general nature of the production.
- Billing details such as an invoice address, purchase order reference, company registration number and payment status. Card numbers are handled by a payment provider and are not stored by the Company.
- Correspondence such as emails, messages sent through the contact form, call notes and a written scope of work.
- Crew information such as role, availability, day rate, identity documents where required by law and emergency contact details.
- Production material such as call sheets, shot lists, set plans and file transfer logs.
- Website technical information such as browser type, device category, general region and the pages viewed during a session.
- Visitor input such as a message typed into the contact form before it is sent by the visitor.
The Company does not ask for information about a person that is not needed for the purpose at hand. A visitor can browse the public pages without creating an account, and no account is required to read the service descriptions or the legal pages.
How we collect information
Most information arrives directly from the person concerned. A visitor types a message into the contact form, writes an email to the studio desk or calls the studio line. A producer sends dates and a brief. A crew member applies for work and shares a portfolio and a set of references. A client returns a signed scope and an invoice reference.
Some information is created during the work itself. The studio desk records the outcome of a call, the rooms assigned to a booking, the hours worked by a freelancer and the handover of files at the end of an edit session. Some technical information is collected automatically when a browser requests a page, because a web server needs to know where to send the response and whether the request succeeded.
A small amount of information may come from a third party. A production house may share a crew list, a payment provider may confirm that an invoice has been settled, and a courier may report the delivery status of a piece of equipment. The Company limits third party information to what is needed for the booking.
Why we use information
The Company uses personal information to answer enquiries, prepare quotes, hold dates, confirm bookings, arrange crew, run shoot days, deliver edit files, issue invoices, meet accounting duties and keep the studio safe for everyone on the floor. Information is also used to improve the service over time by understanding which pages visitors find useful and where a booking process can be made clearer.
The Company does not sell personal information. The Company does not rent a contact list. The Company does not use personal information to build advertising profiles about individual visitors, and it does not place tracking pixels that follow a visitor across unrelated websites.
Legal basis for processing
Where the law requires a stated basis, the Company relies on one or more of the following. Performance of a contract covers the work needed to prepare and deliver a booking, including invoicing and file handover. Legitimate interests covers the running of the studio, the safety of the floor, the protection of equipment and the improvement of the website, balanced against the rights of the people concerned. Consent covers optional marketing messages and any optional feature that asks for a clear yes. Legal obligation covers tax records, accounting records and any lawful request from an authority.
A person can withdraw consent for optional messages at any time, and the Company will stop the optional messages without affecting the booking or the service already provided.
Booking and scheduling records
A booking record holds the name of the person who placed the booking, the company they represent, the contact details used during the job, the dates and hours reserved, the rooms assigned, the crew requested and the written scope. The record is used by the studio desk to answer questions about the booking, to change a schedule when a shoot moves and to reconcile the invoice at the end of the job.
Where a booking is placed by a producer on behalf of a brand, the Company keeps the producer contact as the main point of contact and records the brand as the client. The Company will not contact the brand directly about the booking unless the producer asks for that or the producer becomes unreachable on an active shoot day.
Booking records are kept for as long as the commercial relationship continues and for a further period required for accounting, tax and dispute resolution. A customer can ask for the deletion of a booking record sooner where no legal duty requires the record to be kept.
Crew and freelancer records
The studio desk keeps a working list of photographers, digitechs, stylists, hair and make up artists, grips, set dressers and runners. A crew record includes a name, role, contact details, availability, a day rate and references. Where the law requires proof of the right to work, the Company records that proof and keeps it in a restricted folder.
Crew records are used to assemble a team for a booking, to send a call sheet, to confirm hours and to process payment through the studio where the client prefers a single invoice. Crew records are visible only to the desk staff who coordinate the booking and to the finance function that processes payment.
A crew member can ask for correction of an inaccurate rate, role or contact detail at any time. A crew member can ask to be removed from the working list, and the Company will honour that request except where a record must be kept for a payment already made or a legal duty that applies.
Shoot material and client files
Shoot material such as camera files, audio, proxies and project files belongs to the client unless a written agreement says otherwise. During a job, the Company keeps a working copy on a local array so that the crew can edit, review and back up the material. At handover, files are copied to the client drive and a checksum log is written so the client can verify that every file arrived intact.
The Company removes its working copy once the agreed handover window closes. The standard window is written into the scope for the job and is usually not longer than ten business days after the final handover. If a client needs a longer retention period for a project archive, the studio desk can arrange that in writing, and the archive will be kept on an encrypted volume with access limited to named staff.
Some productions capture images of people, and those images can be personal information. The Company handles such images only for the purpose of the production, does not publish them without written approval and does not use them in a portfolio without the approval of the client and, where relevant, the person pictured.
Cookies and local storage
This website is built to work with as little tracking as possible. The pages do not set advertising cookies and do not load third party advertising scripts. A small amount of browser storage may be used to remember a preference such as whether a menu was opened during the session, and that storage is cleared when the browser session ends or when the visitor clears site data.
Where a strictly necessary cookie is used to keep the site working, it is limited to the function described. Where a measurement cookie is used, the Company chooses a configuration that avoids collecting full internet addresses and avoids building a profile that can identify an individual visitor.
A visitor can block or delete cookies through browser settings. Blocking a strictly necessary cookie may affect how a page behaves, but the public pages remain readable without it.
Measurement and analytics
The Company measures how the website is used in a broad, aggregate way. Measurements may include the number of visits to a page, the type of device used, the referring page and the general region of a visitor. These measurements help the Company decide which service descriptions need clearer writing and which parts of the booking journey should be shortened.
The Company does not use measurement data to single out a visitor or to make an automated decision that affects a person. Where a measurement tool is operated by a third party, the Company chooses settings that limit the collection of personal information and reviews those settings from time to time.
Sharing information
The Company shares personal information only where there is a clear reason and a suitable safeguard. Sharing happens with the following groups of recipients.
- Service providers that host the website, deliver email, process payments, provide accounting software or store files on the instruction of the Company.
- Crew members and freelancers who need the details of a booking to do the work, limited to the details relevant to their role.
- Professional advisers such as an accountant, auditor or lawyer where a record is needed for a lawful purpose.
- A public authority where the law requires a response to a valid request, and only to the extent required.
- A successor entity in the event of a restructuring, merger or sale of the business, subject to this policy continuing to apply to information already collected.
Service providers act under a written agreement that limits their use of the information to the service they provide. The Company does not permit a service provider to sell personal information or to use it for the provider own marketing.
International transfers
The Company is based in Singapore and stores most records in Singapore. Some service providers operate infrastructure in other countries, so a record may be processed outside Singapore where that is necessary for hosting, email delivery or payment. Where a transfer leaves Singapore, the Company takes reasonable steps to ensure that the recipient is bound by protections comparable to those described in this policy.
A client or crew member who needs more detail about the location of a specific record can contact the studio desk, and the Company will explain the arrangement in plain language.
Retention and deletion
The Company keeps information only as long as it is needed for the purpose it was collected for, or as long as a legal duty requires. Enquiry messages that do not lead to a booking are removed after a short review period. Booking and invoice records are kept for the period required by accounting and tax rules. Crew records are kept while the crew member is active and for a short period afterwards in case a payment query arises. Shoot material is removed from the working array when the handover window closes, unless a longer archive has been arranged in writing.
When a record is no longer needed, the Company deletes it or removes the details that identify a person. Deletion is carried out in a way that also removes copies from backup systems within a reasonable period, except where a backup is held only for disaster recovery and cannot reasonably be altered before it is overwritten in the normal cycle.
Security measures
The Company protects information with a mix of technical and practical measures. Access to booking and crew records is limited to desk staff who need it, and accounts are protected by strong passwords and a second factor where the tool supports one. Files are held on drives that are encrypted at rest, and portable drives used on set are encrypted and signed out against a record. Paper call sheets are shredded at the end of a job.
The studio floor has controlled access, and gear and drives are locked away outside shoot hours. Staff are briefed on handling client material and on the rule that files are never copied to a personal account. The Company tests its booking tools and website from time to time and fixes issues as they are found.
If a security incident affects personal information, the Company will investigate promptly, take steps to limit the impact and notify the affected people and the relevant authority where the law requires that notification.
Privacy for Children
The studio is a working production space and is not directed at children. The Company does not knowingly collect personal information from a child for marketing or for an online account. Where a production brings a child onto the floor as talent, the Company collects only the information needed to keep the child safe, and the information is provided by a parent or guardian and handled under the production agreement.
If a parent or guardian believes that a child has sent personal information to the studio by mistake, they can ask the studio desk to remove it, and the Company will act promptly.
Your rights and choices
Depending on where a person lives, the law may give them the right to ask for a copy of their personal information, to correct an error, to delete a record, to restrict or object to certain uses, to withdraw consent and to receive certain information in a portable form. The Company honours these rights for everyone who contacts the studio, regardless of where they live, where the request is reasonable and the law allows it.
To make a request, write to studio@fyostudio.buzz with enough detail for the Company to find the record, such as the name used for a booking and the email address used to contact the studio. The Company may ask for proof of identity to protect the record from being released to the wrong person. A response is usually sent within thirty days, and the Company will explain any delay.
An individual can also ask how a particular use is justified, and the Company will explain the basis in plain language. If a request is refused, the Company will give a reason and explain how to raise a complaint.
Marketing communications
The Company sends marketing messages only to people who have asked for them or who have an existing relationship where the law permits a relevant message. A message about the winter shoot calendar or a new service is an example. Every marketing message includes a clear way to stop future messages, and the request is honoured promptly.
Booking confirmations, call sheets, invoices and file handover notes are service messages rather than marketing messages, and they continue to be sent for as long as a booking is active.
Third party services
The website links to a small number of external services, such as an email provider and a map service for the studio address. Those services have their own privacy notices, and the Company does not control how they handle information once a visitor leaves this website. The Company chooses well known providers with clear notices, but visitors should review those notices before sharing details with them.
Where a payment provider processes an invoice, the card details are entered on the provider page and are not seen by the studio desk. The Company receives a confirmation that the payment succeeded and a reference that can be matched to the invoice.
Changes to this policy
The Company reviews this policy from time to time as the studio, the website and the law change. When a change is made, the date at the top of the page is updated. If a change materially affects how personal information is used, the Company will give notice on the website or by direct message to people who have an active booking.
Continued use of the website after a change means that the updated policy applies to information collected after the change. Information collected before the change continues to be handled under the policy that was in force when it was collected, unless the Company obtains consent to a new use.
Contact and complaints
Questions about this policy, requests to access or correct a record, and complaints about how information has been handled can be sent to the studio desk. The Company treats a privacy complaint seriously, records it, investigates it and replies in writing.
FYO STUDIO PRIVATE LTD.
457 HOUGANG AVENUE 10, #04-427, 530457, Singapore (SG)
Email: studio@fyostudio.buzz
Phone: +14128446827
If a person is not satisfied with the response, they may raise the matter with the data protection authority in their country of residence or with the authority in Singapore that oversees personal data protection. The Company will cooperate with any lawful review.