What Information We Collect
When you enquire with us we gather the following information: Your name and organisation, your contact information, including email address and any information relevant to your enquiry or project. If you later make a booking with us we additionally gather more information regarding your project including locations, people and relevant practical information. In fulfilling your project, we are of course generating material such as a recording of an event or project that in itself maybe considered as information.
What We Do With The Information
The information gathered is integral to understanding your specific requirements and meeting your project needs. Obviously, we use contact information to communicate with you throughout your enquiry and to improve our products and services. More detailed project information is used to fulfill your booking and is kept on a secure bookings server with a physical back-up. Media created for your actual project is stored on our server and used for the production. After a project is complete it is archived to a LTO system (magnetic tape data system used for long-term storage). We do this to provide clients with a back-up of their media assets with the flexibility to revert to us later should they wish. Clients can ask us to delete this material if they have agreed full privacy when making their booking. However, as a precaution deletion of data is not done automatically and we would require a written letter with proof if ID to action it.
Samples & Portfolio Material
Our standard terms and conditions state that some material from client projects may be used by us as samples for our portfolio or marketing. Samples are essential to our business and in cases where it is used these are generally confined to ‘highlights’ materials. In the case of private clients we never publish any information alongside samples that might reasonably identify them. All clients, whether private or corporate may request an exception to our use of materials at the time of booking or anytime up to the commencement of production.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place robust procedures to safeguard and secure the information we hold. This includes sophisticated electronic security for files, data handling protocols as well physical deterrents against theft etc. In addition, clients with particular security concerns may request a non-disclosure agreement for our staff to sign.
Controlling Your Personal Information
At any time, you may choose to restrict the collection or use of your personal information. For example, if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us or unsubscribing from our mailing list. Incidentally, we will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held for you, please write to us or email us. Click here for our contact detail. If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email us as soon as possible. We will promptly correct any information found to be incorrect.
Finally, at the time of booking or at any point before your production commences you may request complete privacy in the production of you project. This means that no material from your project will be shared publicity, no social media coverage and nothing from your project will be used as a sample without your express permission.