Clear legal information about using DigitalForever

Last updated: 26 September 2026

At DigitalForever, we understand that the memories entrusted to us can be personal and irreplaceable. We take the privacy of our customers and the security of their personal information and media seriously.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, how long we keep it and the rights you have regarding your personal information.

DigitalForever Ltd provides local media conversion services, including the conversion of video tapes, camcorder tapes, cine film, audio cassettes, slides, negatives and other compatible media into digital formats.

DigitalForever Ltd
Company number: 17444436
Registered office: 102 Argyle Gardens, Upminster, Essex, RM14 3EU
Email: digitalforeverltd@gmail.com

For data protection purposes, DigitalForever Ltd is the controller of the personal information we collect and use.

When you contact us or use our services, we may collect:

• Your name 
• Email address 
• Telephone number 
• Messages and correspondence with us 
• Information provided through WhatsApp, Facebook Messenger or our website contact form 
• Photographs or files you send to us as part of an enquiry 
• Details about the tapes, films, photographs, audio or other media you ask us to convert 
• Payment and transaction information 
• Information required for accounting and business records 

We only collect information that is reasonably necessary to respond to your enquiry, provide our services and operate DigitalForever.

Our work involves handling personal media such as video recordings, cine film, photographs, slides and audio recordings.

These may contain images, voices, names or other information relating to you, your family or other people.

We access and process this material only as necessary to carry out the conversion service requested by you, including preparing, converting, checking and supplying the completed digital files.

We do not sell customer media or its contents to third parties.

All original media entrusted to DigitalForever is returned to the customer when the work has been completed.

We may use your personal information to:

• Respond to enquiries and provide estimates 
• Identify the type of media you would like converted 
• Arrange local handover, collection or return of your media 
• Carry out and manage your conversion order 
• Contact you regarding your order 
• Provide completed digital files 
• Process and record payments 
• Maintain appropriate accounting and business records 
• Resolve questions, problems or complaints 
• Protect our business and customers against fraud, misuse or legal claims 
• Comply with our legal and regulatory obligations 

We currently do not use customer contact details to send marketing emails, newsletters or promotional text messages.

If this changes in the future, we will review this Privacy Policy and ensure that any marketing is carried out in accordance with applicable law.

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we principally rely upon:

Contract / where processing your information is necessary to respond to a request for an estimate, take steps before entering into an agreement with you, or provide the conversion service you have requested.

Legal obligation / where we are required to retain or process certain information to meet legal, tax, accounting or regulatory requirements.

Legitimate interests / where reasonably necessary to operate and protect DigitalForever, maintain appropriate business records, respond to disputes or enquiries, and improve or secure our services, provided those interests are not overridden by your rights and interests.

Where consent is required for a particular use of your information, we will ask for it separately.

From time to time, DigitalForever may share photographs showing examples of the types of tapes, films or other media we work with on our website or social media pages.

Where customer media contains names, images or other information that could identify an individual, we will obtain appropriate permission before publishing it or take reasonable steps to obscure or remove the identifying information.

We will not publish the contents of a customer's converted video, photographs, audio or other personal recordings for promotional purposes without appropriate permission.

If you believe an image published by DigitalForever contains information relating to you and would like it removed, please contact us at digitalforeverltd@gmail.com.

We use a limited number of third-party services to operate DigitalForever. These may process or store personal information on our behalf where necessary.

These currently include:

• GoDaddy / website hosting and website services 
• Google/Gmail / email correspondence 
• WhatsApp / customer communication 
• Facebook Messenger / customer enquiries and correspondence 
• Mettle / business banking and payment records 
• FreeAgent / accounting and financial records 
• MEGA / cloud storage and backup of digital files 

We only use third-party services where there is a legitimate business reason to do so and only provide or store the information necessary for the relevant service.

Some service providers may process information outside the United Kingdom. Where this occurs, we rely on the safeguards and transfer mechanisms required by applicable data protection law and those implemented by the relevant service provider.

We do not keep personal information for longer than necessary for the purposes for which it was collected.

Our normal retention periods are:

Converted digital files / 6–12 months after completion

We normally retain a backup of completed digital files for between 6 and 12 months after an order has been completed. This allows us to assist if a customer loses or experiences a problem with their supplied copy.

After this period, backup copies may be permanently deleted. Customers should therefore ensure that they maintain their own copies of their digital files.

Original tapes, films and other physical media / returned after completion

All original tapes, films, photographs and other physical media are returned to the customer after the work has been completed. DigitalForever does not routinely retain customers' original physical media after an order has been returned.

Customer enquiries and correspondence / up to 24 months

Enquiries and related correspondence, including communications received through email, our website, WhatsApp and Facebook Messenger, will normally be retained for up to 24 months.

Information may be retained for longer where reasonably necessary because of an ongoing customer matter, complaint, dispute, legal requirement or other legitimate business reason.

After the applicable retention period, information that is no longer required will be deleted where reasonably practicable.

Financial and accounting records

Payment, transaction and accounting records will be retained for the periods required by applicable tax, accounting and legal requirements.

We periodically review the information we hold and delete information that is no longer required.

We take reasonable technical and organisational measures to protect the personal information and digital media entrusted to us against unauthorised access, loss, misuse or disclosure.

Access to customer information and converted media is limited to those who need it to provide or administer our services.

No method of electronic storage or transmission can be guaranteed to be completely secure, but we take reasonable precautions appropriate to the nature of the information we handle.

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information. These may include the right to:

• Ask us for a copy of the personal information we hold about you 
• Ask us to correct inaccurate or incomplete information 
• Ask us to delete your personal information in certain circumstances 
• Ask us to restrict how your information is used in certain circumstances 
• Object to certain uses of your personal information 
• Receive certain information in a portable format where applicable 
• Withdraw consent where we rely upon consent 

These rights are not absolute and can depend upon the reason we are processing the information.

To exercise any of these rights, contact us at digitalforeverltd@gmail.com.

Our website may use cookies and similar technologies that are necessary for the website to function and may also use services provided by our website provider.

Further information about the cookies used on our website and the choices available to visitors will be provided in our Cookie Policy.

If you have any concerns about how DigitalForever handles your personal information, please contact us first so that we have the opportunity to investigate and respond.

Email: digitalforeverltd@gmail.com

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Last updated: 26 September 2026

These Terms & Conditions apply when you use the media conversion services provided by DigitalForever Ltd.

We have tried to keep our terms clear and straightforward. If you have any questions before asking us to begin work, please contact us.

DigitalForever Ltd
Company number: 17444436
Registered office: 102 Argyle Gardens, Upminster, Essex, RM14 3EU
Email: digitalforeverltd@gmail.com

DigitalForever provides local media conversion services, including the conversion of video tapes, camcorder tapes, cine film, audio cassettes, slides, negatives and other compatible media into modern digital formats.

We convert compatible analogue and digital media into digital files.

The formats we currently handle and our standard prices are shown on our website. If you have an unusual format or are unsure what you have, please contact us before placing an order.

Acceptance of media by DigitalForever does not guarantee that usable material can be recovered or converted. Older media can deteriorate over time and its condition may not be apparent until we attempt to play, scan or inspect it.

If we discover a significant issue that prevents us from carrying out the work as expected, we will contact you where appropriate.

We recognise that tapes, films, photographs, recordings and other original media can be unique and irreplaceable.

We will handle customer media with reasonable care while it is in our possession and use it only as necessary to provide the service requested.

DigitalForever operates a local handover service. Customer originals are not sent through the post or couriered elsewhere for conversion, and our conversion work is not subcontracted to third-party conversion companies.

All original media will be returned to the customer after the work has been completed.

Many of the formats we work with are several decades old.

The quality and condition of original media can vary considerably as a result of age, previous storage, recording equipment, mould, physical deterioration, tape damage, previous use or other factors outside DigitalForever's control.

Conversion cannot improve information that was never present in the original recording, and the quality of the completed digital file will therefore depend significantly upon the quality and condition of the source material.

Where reasonably possible, we will let you know if we encounter a significant problem with your media.

Nothing in these Terms excludes or restricts DigitalForever's responsibility to exercise reasonable care and skill when handling your media and providing our services.

Our current standard prices are displayed on the DigitalForever website.

Unless otherwise agreed with you, the price applicable to an order will be the price quoted or communicated to you when the work is agreed.

If additional work or charges become necessary that could not reasonably have been identified beforehand, we will discuss these with you before carrying out additional chargeable work.

There is no additional charge simply because a video or camcorder tape contains a longer recording.

One USB is included with qualifying conversion orders in accordance with the pricing information displayed on our website. Additional USB drives are currently available from £10 each.

Our normal turnaround time is approximately 5–7 working days.

This is an estimate rather than a guaranteed completion date unless we specifically agree a completion date with you.

Turnaround may occasionally take longer because of the quantity, format or condition of media, equipment issues, unusually large orders or other circumstances.

If we become aware of a significant delay, we will make reasonable efforts to keep you informed.

Video conversions are normally supplied in MP4 format, audio cassette conversions in MP3 format and photographs/slides/negatives as digital image files, unless otherwise agreed.

Digital files are intended to work with commonly used modern devices and software, but we cannot guarantee compatibility with every television, computer, telephone, media player, operating system or other device.

Customers are responsible for ensuring that they have suitable equipment or software to access and copy their completed digital files.

We take reasonable steps to check completed conversions before returning them.

However, because customer recordings may contain many hours of material, our conversion process does not necessarily involve watching or listening to every recording continuously from beginning to end.

We therefore recommend that customers check their completed digital files after receiving them and contact us promptly if they believe something is missing or there is a problem with the conversion.

We will investigate reasonable concerns and, where appropriate, attempt to correct problems relating to the conversion service we have provided.

This does not affect your statutory rights.

DigitalForever normally retains a backup of completed digital files for approximately 6–12 months after completion.

This is intended to provide an additional opportunity to assist customers who subsequently experience a problem with or lose their supplied copy.

The backup is not a permanent archive service and customers should not rely upon DigitalForever as their only backup.

After receiving your completed order, you should make your own additional backup of important digital files.

DigitalForever may permanently delete its backup at any point after the applicable retention period.

Further information about how we handle personal information and customer files is contained in our Privacy Policy.

By asking DigitalForever to convert media, you confirm that you own the media or have the appropriate authority or permission to ask us to copy and convert it.

You are responsible for ensuring that our conversion of the material does not infringe another person's copyright, privacy or other legal rights.

We reserve the right to decline material where we reasonably believe that processing it would be unlawful.

Payment is due in accordance with the price and payment arrangements agreed with you.

Where an estimate has been provided, we will tell you if the scope of work materially changes before undertaking additional chargeable work.

Completed media and digital files may be held until payment of the agreed amount has been received, where appropriate.

If you change your mind, please contact us as soon as possible.

Where you enter into a contract with us at a distance or away from our business premises, you may have a statutory right to cancel within 14 days, subject to the applicable consumer protection legislation.

If you ask us to begin the conversion service during a statutory cancellation period, we may ask you to expressly request that work begins.

If you subsequently cancel after work has begun at your request, you may be required to pay a reasonable amount for services already provided up to the point of cancellation, where permitted by law.

If the service has been fully performed during the cancellation period following your express request and acknowledgement that your cancellation right will be lost once the service has been fully performed, your statutory right to cancel may end at that point.

Where no statutory cancellation right applies, we will nevertheless consider reasonable cancellation requests. If work has already begun, you may be charged a reasonable amount for work already undertaken and costs reasonably incurred.

Nothing in this section affects any cancellation rights you have under applicable consumer law.

This approach reflects the Consumer Contracts Regulations: distance/off-premises service contracts normally have a 14-day cancellation period, while a customer can expressly request that services start during that period.  It also avoids disproportionate cancellation charges, which CMA guidance identifies as potentially unfair. 

If you believe there is a problem with work carried out by DigitalForever, please contact us as soon as reasonably possible and give us the opportunity to investigate.

Where the service has not been performed with reasonable care and skill or does not otherwise meet your statutory rights, you may be entitled to remedies under consumer law.

Where appropriate, this may include carrying out the relevant part of the service again or providing an appropriate price reduction.

Nothing in these Terms affects your statutory rights.

DigitalForever will exercise reasonable care and skill when handling customer media and carrying out conversion work.

However, we cannot accept responsibility for deterioration, defects or loss of content that already existed in the original media, or for an inability to recover material because the original media is aged, damaged, degraded, blank, incorrectly recorded or otherwise unreadable, provided this was not caused by our failure to exercise reasonable care and skill.

We will not be responsible for losses that could not reasonably have been foreseen when the contract was entered into or that result from circumstances for which DigitalForever is not legally responsible.

Nothing in these Terms excludes or restricts liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or your statutory consumer rights.

We will arrange the return or collection of original media and completed digital files with the customer.

Customers should make reasonable arrangements to collect or receive completed orders when notified that they are ready.

If an order remains uncollected for an extended period, we will make reasonable efforts to contact the customer using the contact information provided.

We will not dispose of irreplaceable original customer media merely because it has not been collected without first taking reasonable steps to contact the customer and providing reasonable notice.

We process personal information in accordance with our Privacy Policy.

This includes information provided through our website, email, WhatsApp and Facebook Messenger, together with customer media and converted digital files where they contain personal information.

We aim to resolve any concerns fairly and promptly.

If you are unhappy with our service, please contact:

digitalforeverltd@gmail.com

Please provide your name, details of the order and a description of the issue so that we can investigate.

Further information is available in the Complaints section of our Legal page.

We may update these Terms & Conditions from time to time to reflect changes to our services, business practices or applicable law.

The Terms applying to an order will normally be those in effect when the order is agreed, unless a change is required by law or separately agreed with you.

The latest version will be available on our website.

These Terms are governed by the laws of England and Wales.

If you are a consumer, you retain any rights you have under applicable law regarding where legal proceedings may be brought.

Last updated: 26 September 2026

This Cookie Policy explains how DigitalForever Ltd uses cookies and similar technologies when you visit our website.

It should be read alongside our Privacy Policy, which explains how we collect, use and protect personal information.

Cookies are small files that websites can place on your computer, smartphone, tablet or other device when you visit them.

They can be used for a variety of purposes, such as enabling a website to function correctly, remembering preferences, maintaining security and helping website owners understand how their website is being used.

Similar technologies may also be used to store or access information on your device.

The DigitalForever website may use cookies and similar technologies to:

• Enable the website to function correctly 
• Maintain website security 
• Remember website or cookie preferences 
• Help us understand how visitors use our website 
• Measure website performance 
• Support features or services provided by third parties 

We do not use cookies to access the personal files stored on your computer or device.

Some cookies and similar technologies may be necessary for the operation, security and functionality of our website.

These may include technologies required to:

• Display and operate the website correctly 
• Maintain website security 
• Enable forms and other requested website features 
• Remember your privacy or cookie choices 

Where a cookie or similar technology is strictly necessary to provide a service requested by you, consent may not be required.

We may use analytics or performance technologies to understand how visitors use the DigitalForever website.

For example, these may provide information about which pages are visited, how visitors navigate around the website and how the website performs.

This information helps us understand and improve our website and services.

Where consent or another specific requirement applies to the use of these technologies, we will operate them in accordance with applicable law and the choices available through our website's cookie controls.

Our website is created and hosted using GoDaddy Websites + Marketing.

GoDaddy and other services integrated into our website may use cookies or similar technologies to provide website functionality, security, analytics or other services.

The types of technologies used may change as our website provider updates its services or as features are added to or removed from the DigitalForever website.

Where third-party services process personal information, further information is available in our Privacy Policy and the privacy information provided by the relevant service provider.

 When you visit our website, you can choose whether to accept or decline optional cookies and tracking technologies through our cookie notification.

Cookies that are necessary for the operation and security of the website may still be used because they are required for the website or a service you request to function correctly.

You can also control or delete cookies through your web browser. Most browsers allow you to view stored cookies, delete cookies, block some or all cookies and change your cookie preferences.

Blocking necessary cookies may affect the operation of some parts of the website.

We may update this Cookie Policy if our website, the technologies it uses or applicable legal requirements change.

The latest version will be published on our website with the date it was last updated.

If you have any questions about our use of cookies or how we handle personal information, please contact:

DigitalForever Ltd
Company number: 17444436
Registered office: 102 Argyle Gardens, Upminster, Essex, RM14 3EU
Email: digitalforeverltd@gmail.com

Last updated: 26 September 2026

At DigitalForever, we want every customer to be happy with the service they receive. If something has gone wrong or you are unhappy with any aspect of our service, please contact us so that we have the opportunity to investigate and put things right where appropriate.

You can make a complaint by contacting us at:

DigitalForever Ltd
Email: digitalforeverltd@gmail.com
Telephone: 07474 125160

When contacting us, please provide:

• Your name and contact details 
• Details of the service or order concerned 
• A clear description of the issue 
• Any photographs, files or other information that may help us understand the problem 
• What you would like us to consider doing to resolve the matter 

You do not need to use any particular wording or format to make a complaint.

We will acknowledge your complaint and review the circumstances surrounding it.

Where necessary, we may ask you for further information or request an opportunity to inspect the original media or completed digital files so that we can properly investigate the issue.

We aim to respond to complaints within 10 working days. If an issue requires further investigation and we are unable to provide a full response within that time, we will let you know and keep you informed of our progress.

Where we identify a problem with the service we have provided, we will consider the appropriate way to resolve it based on the circumstances.

This may include, where appropriate:

• Re-performing all or part of the conversion 
• Correcting or replacing digital files 
• Providing an appropriate price reduction or refund 
• Agreeing another reasonable solution with you 

The appropriate remedy will depend upon the nature of the problem and your rights under applicable consumer law.

Nothing in this complaints procedure affects your statutory rights.

If your complaint concerns the way DigitalForever has collected, used, stored or protected your personal information, please contact us first so that we can investigate your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

DigitalForever Ltd
Company number: 17444436
Registered office: 102 Argyle Gardens, Upminster, Essex, RM14 3EU
Email: digitalforeverltd@gmail.com
Telephone: 07474 125160