Privacy Notice
1.0 INTRODUCTION
References to “Hartswood”, “Company”, “we”, “our”, “us” in this privacy notice (Privacy Notice) means Hartswood Films Limited, a company registered in England and Wales under number 01438109 whose registered office is at 55 Loudoun Road, St Johns Wood, London, NW8 0DL and business address is at 3A Paradise Road, Richmond, Surrey TW9 1RX, together with each of our subsidiaries.
Hartswood Films Limited is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. In some cases you will have an agreement with another Hartswood owned company, in which case, that subsidiary will be the controller.
The purpose of this Privacy Notice is to explain what personal information we collect about you and how we use it. It is important that you read this Privacy Notice, together with any other privacy notice we provide on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we are using such information.
2.0 THE TYPE OF PERSONAL INFORMATION WE COLLECT
We may collect, process and store the following information in the course of our business:
• Employment history or any other information relating to providing your work services;
• Contractual information and documentation (e.g. passport);
• Contact information;
• Instructions or requests;
• Payment information (bank account, credit card or other details);
• Information from our other Hartswood companies for internal reasons, primarily for business and operational purposes;
• Any other information you give us about you when you contact us, including via our Website, e-mail, letter, phone call or social media.
We may also collect health data and information on your criminal record. As this is considered “sensitive information” it will require special protections.
We do not knowingly collect personal information from children. If you are under 16 and interacting with us please seek your parent/guardian’s permission. If we learn we have collected personal information of someone under the age of 16 without permission we will delete this information unless we are required to retain it by law.
3.0 HOW WE GET PERSONAL INFORMATION & WHY WE HAVE IT
Most of the personal information we process is provided to us directly by you in the course of our dealings (e.g. applying for a job, speaking to us over the telephone, etc).
We also receive personal information indirectly through third parties, e.g. recruitment agencies, previous employers (such as references) and from social media sites (such as your LinkedIn bio).
We may also collect information automatically using cookies or similar technologies when you visit our website which tell us about your equipment, browsing actions and patterns (as detailed further in Section 8.0 below on ‘Cookies’).
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting films.tv@hartswoodfilms.co.uk.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
All personal data of job applicants will be processed solely for the purpose of assessing the merits of the candidates and their suitability for the role. This will be processed in accordance with the Company’s legitimate interests. The purpose of processing any health data (as mentioned above) will be to comply with employment requirements. We will only collect diversity information with your consent and there will be no consequences if you fail to provide this information.
Where candidates accept a job with the Company, their personal data will be held in as part of their HR file and retained in line with the Company’s staff privacy notice. Where candidates are unsuccessful, personal data will be held for a period of 12 months or longer if you request this.
4.0 HOW WE STORE YOUR PERSONAL INFORMATION
We have put in appropriate security measure to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Please be aware that it is not possible to guarantee the security of your information. We only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We will ensure that all records are safely destroyed if we no longer need to retain them. Third parties will only process your personal information on the Company’s instructions and where they have agreed to treat the information confidentially and keep it secure.
5.0 IF YOU FAIL TO PROVIDE YOUR PERSONAL INFORMATION
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we will be prevented from complying with our legal obligations (such as to ensure the health and safety of the Company’s workers). It is important that the personal information we hold about you is accurate and current. Please keep the Company informed if your personal information changes during your working relationship with the Company.
6.0 SHARING YOUR PERSONAL INFORMATION
We share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate
interest in doing so. In some cases, we will share your information with services providers who will also be data controllers, such as with the Company’s insurance provider.
They will provide their own privacy notice via their website for how they use your personal information and we encourage you to review this. This includes our third-party services providers for:
• Production Office and other team members;
• Processing personal information on the Company’s behalf, in connection with the provision of benefits and private insurance;
• Professional advisors so that we can obtain advice;
• IT providers and developers to help us:
run our website located at www.hartswoodfilms.co.uk (the/our “Site”).;
manage our cookies;
understand the analytics of those visiting our Site; and
carry out any marketing/advertising on our Site.
• Health and safety, law enforcement authorities, tax authorities and insurance companies;
• Law enforcement organisations where we deem it necessary;
• The sale, merger, acquisition, disposal, reorganisation or similar change in the business of the Company.
Where applicable the personal information will be subject to Data Processing Agreements.
7.0 TRANSFERRING YOUR PERSONAL DATA INTERNATIONALLY
Your personal information will be treated in accordance with UK law concerning data protection and may be transferred within the European Economic Area (EEA), as well as to countries outside the EEA.
When we transfer your personal information outside the EEA we will put in place appropriate safeguards in accordance with the Company’s legal obligations to ensure that your personal information is adequately protected irrespective of the country to which it is transferred.
We transfer personal information of employees working overseas, these transfers are occasional, and the transfer is necessary for the performance of a contract between the data subject and the controller.
8.0 COOKIES
We use cookies and similar technologies on our Site. Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. We may set and access cookies on your computer or mobile device to track and store preferential information about you. We may gather information about users through cookie technology on an individual and aggregate level.
You can learn more about cookies and how to delete them from your device HERE.
Analytics cookies
We use certain analytics cookies where you have provided us with your consent. For example, we use Google Analytics [(_ga4)] to learn about how people use our Site, which pages
users visit most often and how users engage with the Site’s features. If you wish to delete your data from Google Analytics, you can submit a deletion requestHERE. You can control the use of cookies through your cookie preferences at any time by clicking on “Manage Cookies” also found at the footer of our Site.
9.0 YOUR DATA PROTECTION RIGHTS
Under data protection law, you have rights including:
1. Your right of access – You have the right to ask us for copies of your personal information.
2. Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
3. Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
4. Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
5. Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
6. Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights.
Please contact us at films.tv@hartswoodfilms.co.uk or our business address listed above if you wish to make a request.
10.0 CHANGES TO THIS PRIVACY NOTICE
This Privacy Notice was last updated in September 2023. The Company reserves the right to update this Privacy Notice at any time, and we will communicate any substantial updates to you.
We may also notify you in other ways from time to time about the processing of your personal information.
11.0 HOW TO COMPLAIN
We hope that you won’t ever need to, but if you do want to complain about the Company’s use of personal data, please send an email with the details of your complaint to
films.tv@hartswoodfilms.co.uk. We will look into and respond to any complaints we receive. You also have the right to lodge a complaint about data protection matters to the UK data protection regulator Information Commissioner’s Office (ICO). The ICO is the UK’s independent body set up to uphold information rights. You can find out more about the ICO on https://ico.org.uk/concerns.
The ICO can be contacted by calling 0303 123 1113 or at the following address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF