GDPR POLICY – DATA PRIVACY NOTICE
This document outlines Blueprint Film’s EU GDPR policy. It is a ‘live’ document and we will update it as new information becomes available.
We have registered with ICO and this registration covers all Blueprint Film businesses.
BUSINESS OVERVIEW
Blueprint Film Limited is a small company with fewer than 10 employees. We have two main areas of business:
- Film & media production
- Social Media Account Management
WHY DO WE COLLECT DATA?
We collect data for normal business activities:
- to complete our projects and contractual obligations
- as part of our own due diligence to comply with our public liability and indemnity insurance.
- to invoice our clients, pay our suppliers and complete our annual accounts
- through documents and content supplied to us as part of our work (i.e. documents for film files for review, text for content etc)
to market our services to existing and new clients
We do not sell or trade data or pass on data to third parties without the specific written permission of the data supplier. For example, if we are asked to recommend a colleague for a job etc.
We will share data if required to do so by law (for example, by the police or as part of a legal process) or as part of our regular accounting activities (invoicing etc).
HOW DO WE COLLECT DATA?
We collect data in usual ways:
Business to business contact scenarios (trade shows, meetings etc)
- Introductions and recommendations
- E-mail contact and on-line agency contacts (for example LinkedIn etc)
- Through our website & social media
-
Contact information in the public domain
WHAT DATA DO WE COLLECT?
Client/customer information: contact names, job titles, addresses, email, contact number, web addresses, social media information, billing information & bank details.
Contributors for film projects: contact names, job titles, addresses, email, contact number, web addresses, social media information, photographs and digital film.
We do not collect sensitive personal data (health, sexual orientation, dates of birth, school/ college info etc) unless this is required for a particular project (e.g. a film production).
HOW DO WE STORE DATA?
Our contact lists are stored in Apple iOS (Mail & Contacts) and Gmail. All our computers and devices are password-protected with antivirus software installed.
We also have mailing list information stored on MailChimp securely with 2-factor authentication login.
SOFTWARE
We do not use facial recognition software.
We use some software as part of our workflows that stores data and metadata including:
- Adobe Photoshop – for design projects
- Final Cut Pro – film editing software
We understand that data stored on these systems cannot be deleted for legal reasons including the following:
- Public liability and indemnity insurance purposes.
- We need to be able to defend our work and back reference projects in case of legal challenge.
- Data (including film footage and archive material) from old journalism projects/films may be required in future productions
- Compliance for TV/film
- Accounting
- It is a requirement that all invoices and company paperwork should be retained for 7 years for HMRC VAT purposes and longer for income tax purposes.
As such, if you have contributed to a Blueprint Film project prior to 2018 (for example, as an interviewee on or off camera or as vox pop etc.) this contribution will remain as part of that published work and as part of the rushes and research material that support that work. For legal reasons, we are required to retain information in the event that we need to defend published work.
DATA MANAGEMENT & VIEWING YOUR DATA
We regularly update our contact lists and delete old & irrelevant contacts. If you wish to be removed from our contact list please send us an e-mail to admin@blueprintfilm.co.uk
If requested, any specific items of personal data held by Blueprint Film relevant to a Data Subject will be destroyed “beyond use” in line with the ICO guidelines, unless there is a requirement under EU or relevant member state law to preserve a specific type(s) of data.
A confirmation of data destruction will be provided to the relevant party.
If you require further information please contact Chris Searson chris@blueprintfilm.co.uk
Blueprint Film are supporters of the Kent Wildlife Trust. We believe in the importance of protecting wildlife across the county and we’d love you to join us too