Who we are
"DV Media" refers to DV Media (Pty) Ltd, the photography and video studio trading as DV Media, operating from South Africa, contactable at [email protected].
What we collect
We collect different details depending on which form you use:
- Booking enquiries — name, email, phone, property address, agency name, shoot date.
- Newsletter sign-ups — name, email, subscriber type (homeowner / agent / guesthouse / other), plus the IP and timestamp of your sign-up and which version of this notice you consented to (the POPIA audit trail).
- Property referrals — name, email, phone, the property’s location and type (sale / rental / long-term / short-term), your intent (selling / buying / letting / renting), and any notes you provide. We verify your email with a one-time code before processing the referral.
- Web analytics — page views, referrer, user-agent, anonymised IP.
We do not collect identity numbers, bank details, health data, or children’s data.
How we use it
- To reply to your enquiry and prepare a quote.
- To coordinate the shoot and deliver the finished work.
- To follow up on completed work and invite feedback.
- To match your property referral with an estate agent and track that referral through to outcome (full data flow under “Property referrals” below).
- To send the DV Media newsletter, only if you’ve explicitly opted in.
- To meet our tax and accounting record-keeping obligations.
Property referrals
If you submit our find-an-agent form, your data follows a multi-step process so we can match you to an agent and verify the outcome:
- Email verification. We send you a one-time code to confirm the email is yours before any data is processed further.
- Agent matching. We match your referral to a single estate agent in your area and offer it to that one agent first — we never broadcast your full details to multiple agents at once.
- If the first agent doesn’t respond. If your matched agent doesn’t take the referral within a short window, we may offer it to a small pool of additional vetted agents in your area, on a first-to-claim basis. At this stage those pool agents see only a limited preview — your first name, the property’s area, and the type of transaction. Your full contact details (email, phone, exact address and notes) are released only to the single agent who actually takes the referral on. You can also ask us at any time to match you with a different agent.
- Outcome tracking. Once an agent takes on your referral and reaches you, we track whether it progresses to a closed sale or rental.
- Tail-period tracking. If a sale or rental closes via that agent within the referral’s tail period (typically 12–24 months from match), we record any further transactions on the same property so the agent receives the correct ongoing commission. You can opt out of tail tracking at any time by emailing us.
You receive in-app and/or email notifications as the referral moves through each stage. Your full contact details are only ever held by the single agent who takes on your referral — we never sell your referral data, never give it to advertisers, and never share it with any agency or other third party beyond the matching process described above.
Newsletter & marketing
If you opt in to our newsletter — via the signup page or the checkbox on a contact form — we:
- Record your consent (version of this notice, your IP, timestamp) as the POPIA audit trail.
- Add you to our list via Brevo, our email provider (EU-hosted, processing terms in place).
- Mirror a row into our internal Google Sheets CRM so we can segment campaigns (e.g. homeowners only, agents only). The Sheet is accessible only to DV Media operators.
- If you unsubscribe (via any link in any email, or by emailing us), we suppress further sends within 24 hours and retain only a hash of your email so we cannot accidentally re-mail you in future.
Who we share it with
To run the business we rely on trusted service providers, all bound by appropriate data-processing terms:
- Google Workspace — Gmail for transactional and admin email, Google Sheets for the marketing CRM mirror, Google Calendar for shoot scheduling.
- Brevo — newsletter delivery, EU-hosted.
- Firebase / Google Cloud — hosting for our internal platform, in the europe-west region.
- Cloudflare — DNS routing.
- Xero — accounting and invoicing for confirmed shoots.
For property referrals, we additionally share the data described above with the single matched estate agent.
We never sell your data, and we never share it with advertisers.
How long we keep it
- Booking records — 5 years after the last shoot, for tax and accounting purposes.
- Referral records — the duration of the agreed tail period (typically 12–24 months from match), plus 5 years for tax and audit purposes.
- Newsletter subscribers — until you unsubscribe. After unsubscribe, we keep only a hash of your email on our suppression list so no further marketing reaches you.
- Web analytics — 14 months.
You can request immediate deletion of any record at any time — see “Your rights under POPIA” below.
Your rights under POPIA
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion (subject to our legal record-keeping obligations).
- Object to processing or withdraw consent.
- Lodge a complaint with the Information Regulator (South Africa).
Cookies
We use minimal analytics cookies only. No third-party advertising or tracking pixels. You can block cookies in your browser with no loss of site function.
Contact
Email [email protected] for any privacy question or data request. See also our POPIA statement and Terms of Service.