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Privacy Policy

1. Introduction

Thanks for registering with FilmHub in conjunction with The Film Office Ltd (The Film Office)!

At The Film Office, we want to give you the best possible experience to ensure that you enjoy our service today, tomorrow, and in the future. Your privacy and the security of your personal data is, and will always be, very important to us. So, we want to transparently explain how and why we gather, store and use your personal data.

That is our objective, and this Privacy Policy (“Policy”) will explain exactly what we mean in further detail below.

2. About this Policy

This Policy sets out the essential details relating to your personal data relationship with The Film Office. The Policy applies to all The Film Office services and any associated services (referred to as the ‘The Film Office Services’). The terms governing your use of The Film Office Services are defined in our Terms and conditions.

From time to time, we may develop new or offer additional services. If the introduction of these new or additional services results in any change to the way we collect or process your personal data we will provide you with more information and additional terms or policies. Unless stated otherwise when we introduce these new or additional services, they will be subject to this Policy.

The aim of this Policy is to:

  1. Ensure that you understand what personal data we collect about you, the reasons why we collect and use it;
  2. Explain the way we use the personal data that you share with us in order to give you a great experience when you are using The Film Office Service; and
  3. Explain your rights and choices in relation to the personal data we collect and process about you and how we will protect your privacy.
We hope this helps you to understand our privacy commitments to you. For information on how to contact us if you ever have any questions or concerns, please see the ‘How to Contact Us’ Section 11 below.

3. Your rights and your preferences: Giving you choice and control

You may be aware that a European Union law, called the General Data Protection Regulation or "GDPR" gives certain rights to individuals in relation to their personal data. As available and except as limited under applicable law, the rights afforded to individuals are:

  • Right of Access - the right to be informed of and request access to the personal data we process about you;
  • Right to Rectification - the right to request that we amend or update your personal data where it is inaccurate or incomplete;
  • Right to Erasure - the right to request that we delete your personal data;
  • Right to Restrict - the right to request that we temporarily or permanently stop processing all or some of your personal data;
  • Right to Object -
    • the right, at any time, to object to us processing your personal data on grounds relating to your particular situation;
    • the right to object to your personal data being processed for direct marketing purposes;
  • Right to Data Portability - the right to request a copy of your personal data in electronic format and the right to transmit that personal data for use in another party’s service; and
  • Right not to be subject to Automated Decision-making - the right to not be subject to a decision based solely on automated decision making, including profiling, where the decision would have a legal effect on you or produce a similarly significant effect.
If we send you electronic marketing messages based on your consent or as otherwise permitted by applicable law, you may, at any time, respectively withdraw such consent or declare your objection (“opt-out”) at no cost. The electronic marketing messages you receive from The Film Office (e.g. those sent via email) also will include an opt-out mechanism within the message itself (e.g. an unsubscribe link in the emails we send to you).

If you have any questions about your privacy, your rights, or how to exercise them, please contact our Data Protection Officer via email to [email protected]. We will respond to your request within a reasonable period of time upon verification of your identity. If you are unhappy with the way we are using your personal data you can also contact and are free to lodge a complaint with your local Data Protection Authority.

4. How do we collect your personal data?

We collect your personal data in the following ways:

  1. When you sign up for The Film Office Services - we collect certain personal data so you can use The Film Office Services such as your name, email address and telephone number.
  2. Through your use of The Film Office Services - when you use The Film Office Service, we collect personal data about your use of The Film Office Service, such as what productions you have worked on and which locations you have booked.
We use anonymised and aggregated information for purposes that include testing our IT systems, research, data analysis, creating marketing and promotion models, improving The Film Office Service, and developing new features and functionality within The Film Office Service.

5.What personal data do we collect from you?

We have set out in the tables below the categories of personal data we collect and use about you:

Personal data collected when you sign up for The Film Office Service

Categories of personal data Description of category
Account Registration Data This is the personal data that is provided by you or collected by us to enable you to sign up for and use The Film Office Service. This includes your email address, telephone number, postal code, industry role and country.

Some of the personal data we will ask you to provide is required in order to create your account. You also have the option to provide us with some additional personal data in order to make your account more personalised.
Personal data collected through your use of The Film Office Service

Categories of personal data Description of category
The Film Office Usage Data This is the personal data that is collected about you when you are using The Film Office Services - this may include:
  • Information about your type of productions you work on.
  • Information about your interactions with The Film Office Services which includes the date and time of any requests you make, productions you have worked on, locations you have hired, producers you work with, and your interactions with other The Film Office users.
  • User Content (as defined in the Terms and Conditions) you post to The Film Office including messages you send and/or receive via The Film Office and your interactions with The Film Office.
Marketing Data This personal data is used to enable The Film Office to send you marketing communications either:

Via email;
Personal data collected with your permission that enables us to provide you with additional features/functionality

6. What do we use your personal data for?

We have set out in the table below the reasons why we process your personal data, the associated legal bases we rely upon to legally permit us to process your personal data, and the categories of personal data (identified in Section 5 ‘What personal data do we collect from you?’) used for these purposes:

Description of why The Film Office processes your personal data (‘processing purpose’) Legal Basis for the processing purpose Categories of personal data used by The Film Office for the processing purpose
To provide, personalise, and improve your experience with The Film Office Services and other services and products provided by The Film Office, for example by providing customized, personalized, or localized content, features, and advertising on or outside of The Film Office Services (including for third party products and services).
  • Performance of a Contract
  • Legitimate Interest
  • Account Registration Data
  • Service Usage Data
To understand how you access and use The Film Office Services to ensure technical functionality of The Film Office Service, develop new products and services, and analyse your use of The Film Office Service, including your interaction with applications, advertising, products, and services that are made available, linked to, or offered through The Film Office Service.
  • Performance of a Contract
  • Legitimate Interest
  • Account Registration Data
  • Service Usage Data
To communicate with you for The Film Office Services related purposes.
  • Performance of a Contract
  • Legitimate Interest
  • Account Registration Data
  • Service Usage Data
To process your payment to prevent or detect fraud including fraudulent payments and fraudulent use of The Film Office Service.
  • Performance of a Contract
  • Compliance with legal obligations
  • Legitimate Interest
  • Payment Data
To communicate with you, either directly or through one of our partners, for:
  • marketing,
  • research,
  • participation in surveys,
  • promotional purposes,
via emails, notifications or other messages.
  • Consent
  • Legitimate Interest
  • Surveys
  • Marketing Data
To provide you with features, information, advertising, or other content which is based on your specific location.
  • Consent
  • Voluntary Mobile Data

7. Sharing your personal data

We have set out the categories of recipients of the personal data collected or generated through your use of The Film Office Service.

Publicly available information

Information we may share

Categories of Recipients Reason for sharing
Law Enforcement and Data Protection Authorities We will share your personal data when we in good faith believe it is necessary for us to do so in order to comply with a legal obligation under applicable law, or respond to valid legal process, such as, a court order.

We also will also share your personal data where we in good faith believe that it is necessary for the purpose of our own, or a third party’s legitimate interest relating to law enforcement, litigation, criminal investigation, protecting the safety of any person, or to prevent death or imminent bodily harm, provided that we deem that such interest is not overridden by your interests or fundamental rights and freedoms requiring the protection of your personal data.
Purchasers of our business We will share your personal data in those cases where we sell or negotiate to sell our business to a buyer or prospective buyer. In this situation, The Film Office will continue to ensure the confidentiality of your personal data and give you notice before your personal data is transferred to the buyer or becomes subject to a different Privacy Policy.

8. Data retention and deletion

We keep your personal data only as long as necessary to provide you with The Film Office Services and for legitimate and essential business purposes, such as maintaining the performance of The Film Office Service, making data-driven business decisions about new features and offerings, complying with our legal obligations, and resolving disputes. We keep some of your personal data for as long as you are a user of The Film Office Service. For example, we keep your account information.

If you request, we will delete or anonymise your personal data so that it no longer identifies you, unless, we are legally allowed or required to maintain certain personal data, including situations such as the following:

  • If there is an unresolved issue relating to your account, such as an outstanding credit on your account or an unresolved claim or dispute we will retain the necessary personal data until the issue is resolved;
  • Where we are required to retain the personal data for our legal, tax, audit, and accounting obligations, we will retain the necessary personal data for the period required by applicable law; and/or,
  • Where necessary for our legitimate business interests such as fraud prevention or to maintain the security of our users.

9. Keeping your personal data safe

We are committed to protecting our users’ personal data. We implement appropriate technical and organisational measures to help protect the security of your personal data; however, please note that no system is ever completely secure. We have implemented various policies including pseudonymisation, encryption, access, and retention policies to guard against unauthorised access and unnecessary retention of personal data in our systems.

Your password protects your user account, so we encourage you to use a unique and strong password, limit access to your computer and browser, and log out after having used The Film Office Service.

10. Changes to this Privacy Policy

We may occasionally make changes to this Policy.

When we make material changes to this Policy, we’ll provide you with prominent notice as appropriate under the circumstances, e.g., by displaying a prominent notice within The Film Office Services or by sending you an email. We may notify you in advance.

Please, therefore, make sure you read any such notice carefully.

11. How to contact us

If you have any questions about this Policy, please contact our Data Protection Officer by email to [email protected] or by writing to us at the following address:

The Film Office
Unit 2, 7-13 Cotton's Gardens
London
E2 8DN
© 2018 The Film Office Ltd Privacy Policy Website usuage / terms of service policy