Backup & Media Management

This page explains how we handle, store, and manage the photos and video files we create during your session. We want you to feel confident knowing exactly what happens to your media and how long we keep it.

What We Back Up

After every session, we back up all raw and unedited photos and video footage, all edited and retouched final images, all colour-graded and edited video files, client-selected images and proof galleries, and all exported files in their delivered formats (JPEG, PNG, MP4, etc.).

How We Store Your Data

Your files are stored securely across multiple locations to prevent accidental loss:

- Primary storage: On-site hard drives at our studio

- Secondary backup: An offsite encrypted external drive

- Cloud backup: A private, password-protected cloud storage service

All storage locations are password protected and accessed only by authorised studio personnel. We do not share your files with any third party without your explicit consent.

Data Retention Policy

All files — including photos, raw footage, edited videos, and exported deliverables — are retained for a period of 24 months from the date of your session. Below is a summary of what is covered:

Once the 24-month period has ended, all associated files are permanently and irreversibly deleted from all our storage systems — on-site drives, offsite backups, and cloud storage. It will not be possible to recover any files after deletion.

Deletion Process

At the end of the 24-month retention period, files are removed as follows:

1. A review is performed to confirm the retention window has passed.
2. Files are permanently deleted from all primary and backup storage locations.
3. Cloud copies are removed and deletion is confirmed.
4. No further recovery is possible after this point.

Clients are not notified before deletion as standard. If you would like a reminder before your retention period ends, please let us know at the time of booking and we will make a note on your account.

Requesting Early Deletion

You have the right to request that your files be deleted before the 24-month period ends. To do so, please contact us in writing with your full name, session date, and the specific files or file types you wish to have removed. We will confirm deletion within 14 days of receiving your request.

Media Delivery

Your final photos and videos are delivered on a physical storage device, typically a USB flash drive. The device will contain all exported files in their final delivered formats.

We strongly advise making a copy of the USB drive as soon as you receive it. USB devices can fail, be lost, or become damaged over time. Creating a backup copy immediately — on a personal computer, external hard drive, or cloud storage service — ensures you do not lose access to your files.

Your Responsibility

The client is responsible for making their own backup copies of all delivered files. This includes copying the contents of the USB drive to at least one additional location, such as a personal computer, an external hard drive, or a cloud storage service.

Once the 24-month service period ends, it will not be possible to recover files under any circumstances. We accept no liability for loss of files that have passed the retention period, that were not backed up by the client, or that were lost due to a damaged or missing storage device.

Questions & Contact

If you have any questions about how we manage your data, or if you would like to discuss your specific needs, please do not hesitate to get in touch.

Email: info@framestopstudio.com
Phone: +30 698 947 4846

Last updated: April 2026