Privacy Policy
GDPR Policy – Data Privacy Notice
This information outlines Greenroom Films EU GDPR policy. It is a ‘live’ policy and will be updated as new information becomes available.
Business overview
Greenroom Films Limited is a small company with fewer that 7 employees. We have one main areas of business:
film & media production
Why do we collect data?
We collect data for normal business activities:
complete our projects and contractual obligations
to research stories and projects for media projects through documents and content supplied to us as part of our work (i.e. documents for translation, film files for review, text for content etc)
to market our services to existing and new clients
to invoice our clients and to pay our suppliers and to complete our annual accounts as part of our own due diligence to comply with our public liability and indemnity insurance.
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 (i.e. by the police or as part of a legal process) or as part of our regular accounting activities (i.e invoicing etc).
Personal Data is not shared out side the EU.
Website
our website uses cookies for Google analytics purposes.
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 (eg. Linkedin etc)
Through our website & social media
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 journalism/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
(eg. a film or a journalism piece)
We have provided links to Instagram, Twitter, Vimeo and Facebook.
You can find further information about some social media privacy and usage policies in the resources section below.
Website – our website uses Cookies for Google analytics purposes. Cookies are very small text files that are stored on your computer when you visit some websites.
We use cookies to help identify your computer, so that we can anonymously track how our website is being used. You can disable and delete any cookies already stored on your computer using your browser settings.
How do we store data?
Our contact lists are stored in Apple iOS (Mail & Contacts) and Google Android/Gmail address books, Gmail. All our computers and devices are password protected with antivirus software installed and Firewall protected.
Software
We do not use facial recognition software.
We use software as part of our workflows that stores data and metadata including and not limited to: Adobe CC / Davinci Resolve / FCP / Metadigger / Disktracker / Lightroom / Filemaker Pro / Sage (This is shared with our accountants).
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 projects/films may be required in future productions
Compliance for TV/film journalism.
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 Greenroom Films project prior to 2018 (eg. 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.
As of 2018, anyone contributing to a Greenroom Films media project will be asked to complete a contributor consent form and this will cover data protection and rights. These contributor forms will be kept for indefinitely or as long as the programme/report that they pertain to remains active.
Information Security & Technical and Organisational Measures
Greenroom Films takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including: – SSL, access controls, password policy, encryptions and IT, authentication.
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@greenroomfilms.com
If you require further information on our Privacy Policy or Data usage please contact:
Lee Archer – data@greenroomfilms.com
Greenroom Films, 32 Maritime St, Edinburgh, EH66SE.
Resources & Further Information
Twitter Privacy Policy – https://twitter.com/en/privacy
Instagram Privacy Policy – https://help.instagram.com/155833707900388
Facebook Privacy Policy – https://www.facebook.com/about/privacy/
Google Privacy Policy – https://policies.google.com/privacy?hl=en-GB&gl=uk
Linkedin Privacy Policy – https://www.linkedin.com/legal/privacy-policy
Vimeo Privacy Policy – https://vimeo.com/privacy
