PRIVACY POLICY

Last updated 04/12/2018

At Dashing Bear Productions Ltd we produce films, images, audio and graphics for charities, brands, companies and public sector organisations.  Our work involves working together with these institutions and therefore we process information about the people involved in a project and share it with other relevant parties involved.  We also process information about prospective clients and suppliers. This privacy policy explains how Dashing Bear Productions Ltd uses any personal information we collect about you. 

 

We will only collect information we actually require and we we will never sell this information or trade personal information. We will only use this information and share it as required to perform our services as a video production company. We store your information in secure placesand make it available to you as per your legal requirements. 

 

We may collect:

Your name and contact details including an address, email and phone number. 

A signature as part of  signed agreement.

A VAT and/or company number

Bank details

Photos or videos of your identity

Your name and contact details

May be used for project management purposes

May be shared with our creative team, relevant clients or other people directly involved in the project such as third party suppliers to allow them to do their job. This is for contractual reasons.

May be used for reporting, contract monitoring and business assessments to allow us to manage our business.  This is because we have a legitimate interest.

May be copied from a database, such as LinkedIn, Facebook, Instagram, and any other social media platform, or as a result of an internet search for the purpose of contacting you with regards working together.    This is because we have a legitimate interests.  

May be added to LinkedIn or on social media platforms to allow us to connect on that platform. The legal basis for this is legitimate interests.

 

 

Photos or video of your identity

May be used for creative assessments (if you are being considered to be featured in one of our projects)

May be shared with our client, our creative team and other people directly involved in the project.

 

All of your information may also be:

Used for contract management and to make payments to you. This is based on a contractual interest

This information may be shared with our solicitors, insurances agencies, banks, bookkeepers and accountants as well as government agencies.

Stored for 7 years after our relationship ends for compliance purposes.

We may also contact you for market research

 

MARKETING MATERIAL

If you are an individual (not a business):

We will not send you any sales or marketing unless you have opted into our newsletter. If you have opted into the newsletter you may opt-out  of this at any time by click the opt-out link in the email.

If you are a client:

We may share your details with our marketing team. This is because of our legitimate interest.

We may email you a bi-weekly (or less) newsletter to keep you updated about what we are doing.  You may opt out of this at any time by clicking the opt-out link in the email.

With your permission sought, we would also like to share:

Your name, contact phone number and email address with prospective  and other clients for the purposes of collaboration. 

Your name in combination with a testimonial that you may have supplied for us on our website, marketing and sales materials, this includes social media posts.

If you are a potential business client:

If we have contacted you to introduce ourselves and you have said that you would like to stay updated, then we may send you a bi-weekly (or fewer) newsletter to keep you updated about what we are doing.  This is based on soft consent and because of our legitimate interests.  You may opt out of this at any time by clicking the opt-out link in the email.

 

SERCURITY

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Your information may be stored in the following locations:

 

Google (GSuite) 

for emails, contacts, document management and collaboration.    

Google is GDPR compliant and operate strict information security protocols https://cloud.google.com/security/gdpr

 

Our Tide bank account / Our Santander Bank Account

online portal for payments and payment history

Mailchimp

for sending email newsletters.  Mailchimp are GDPR compliant and their privacy policy can be found here – https://mailchimp.com/legal/privacy

 

On paper in organised folders

or printed contracts, invoices and agreements including release forms

 

On paper in locked cabinets 

for sensitive paperwork such as passport and visa copies, doctor letters and employment information.

 

Temporarily on paper

for risk assessments, call-sheets and other working materials that are required in-hand by the production team for providing services. This paper is incinerated.

 

Temporarily on recordable media (such as camera cards)

for film footage captured as part of a film or audio shoot.

 

Temporarily on portable backup harddrives 

 

You have a right: to request a copy of some or all of the information that we hold about you, to amend it, to ask us to delete it, to restrict how we use it,to object to us using it. If you want to exercise these rights or find out more, please email our data protection officer Dave Ashdown dave@dashingbear.co.uk

This policy may be changed from time to time and will be updated here.  If the change affects you then we may be required to contact you to inform you of the change.