Privacy policy

Last updated 23 October 2026

1. Who we are

Graft Media is a trading name of GRAFT SCALING LTD, a company registered in England and Wales (company number 17227293). We provide social media management to outdoor brands in the UK. In this policy, “we”, “us” and “our” mean GRAFT SCALING LTD.

We are the data controller for the personal data described here. If you have any questions about how we handle your data, email privacy@graftsys.com.

2. What we collect

When you book a chat or get in touch, we collect:

  • your name, email address and phone number (if you give it)
  • your brand name, website and social media handles
  • your answers to the questions on the booking form, and anything else you tell us on calls, by email or in direct messages

If you take a free trial or become a client, we also hold:

  • contact details for the people we work with at your business
  • the footage, photos, text and other material you send us, which may show you, your staff or your customers
  • the access you give us to your social media accounts, and performance figures from those accounts (such as reach, saves, shares, watch time, profile visits, link clicks and messages) so we can report on them
  • billing details for the paid plans

When we repost content made by your customers, we hold the creator’s handle, the content itself and a record of their permission to share it.

3. How we use it

  • to arrange and hold your intro chat
  • to run your free trial and, if you go ahead, your monthly plan: planning, editing, posting and reporting
  • to ask your customers’ permission before we repost their content, and to credit them
  • to keep in touch with you about your account and invoices
  • to meet our legal and accounting obligations

We don’t sell your data or share it with anyone for their own marketing. We won’t use your footage or posts to promote Graft Media without your written permission.

  • Contract: to provide the trial and the service you’ve asked for, including the steps before we start
  • Legitimate interests: to run and improve the business, and to reply to people who contact us, in ways you’d reasonably expect
  • Consent: to repost customers’ content, and to send you marketing emails if you’ve asked for them. You can withdraw consent at any time.
  • Legal obligation: to keep financial records

5. How long we keep it

  • Enquiries: up to 12 months from our last contact, if you don’t go on to work with us
  • Client records and invoices: for as long as we work together, then 6 years, as UK law requires
  • Footage and working files: deleted within 3 months of our work together ending, unless you ask us to hand them over first. Posts we publish stay on your accounts, under your control.

6. Who we share it with

We use a small number of service providers to run the business. They act on our instructions and only use your data to provide their service to us:

  • Calendly: our booking calendar
  • Cloudflare: hosts this website and counts visits to it (see Cookies)
  • Meta (Instagram and Facebook), and TikTok once we add it: the platforms we publish to on your behalf. Content we post is then subject to their own policies.
  • the scheduling, editing, file storage and email tools we use to deliver the service

Some of these providers are based outside the UK. Where your data leaves the UK, we rely on the safeguards UK law requires, such as adequacy regulations or the UK International Data Transfer Addendum.

7. Your rights

Under UK GDPR you have the right to:

  • get a copy of the personal data we hold about you
  • have it corrected if it’s wrong or incomplete
  • have it deleted, where we don’t need to keep it by law
  • restrict or object to how we use it
  • receive it in a format you can take elsewhere
  • withdraw your consent, where we rely on it

To use any of these rights, email privacy@graftsys.com. We’ll reply within one month. If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk.

8. Cookies

We don’t run advertising trackers on this website. To see which pages people read, we use Cloudflare Web Analytics, which counts visits without cookies, doesn’t track you across other websites and doesn’t identify you. The booking calendar is provided by Calendly and uses the cookies it needs to work, so it only loads when you choose to show it. We save that choice in your browser so the calendar loads straight away next time. You can clear it, or block cookies, in your browser settings.

9. Contact

Email: privacy@graftsys.com
GRAFT SCALING LTD, trading as Graft Media
Registered in England and Wales, company number 17227293