Freelancer, Crew and Supplier Privacy Notice

VIDEO PRODUCTION, FREELANCER, CONTRIBUTOR, AND SUPPLIER PRIVACY NOTICE

Future Publishing Limited carries out video production through its Future Studios division, as part of contract publishing/creation services through Future Fusion as well as in connection with creative advertising solutions campaigns. In this privacy notice we refer to Future Publishing Limited generally as “Future” and “we”.

This Privacy Notice is for individuals who we engage in our video production (such as talent, actors, musicians, presenters, writers and composers) and other contributors providing contributions to us (such as interviewees or those providing material like photos or the use of their property as a filming location or other production services). It also applies to individuals who have previously contributed to our productions and to our suppliers (including individuals who work for suppliers).

This Privacy Notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you when you provide contributions to us.

WHO COLLECTS INFORMATION ABOUT YOU?

Future is a ‘data controller’. This means that we are responsible for deciding how we hold and use certain information about you.

WHAT INFORMATION DO WE COLLECT ABOUT YOU?

Freelancers and Crew
You provide certain information to us as part of your contribution. This could be your image, voice, photos of yourself, views of your property and other information contained in your contribution that identifies you.

You also provide information in your contract with us and any other correspondence with us concerning your contribution, including your name, email address and address. If we pay you for your contribution, you may provide us with your banking details. While you are working on one of our productions, we may also receive information about you from others. For example, information from managers and our employees (such as those individuals involved in the production you are working on) or information about your use of our IT systems, where relevant.

For some projects, you may also choose to provide us with sensitive personal information such as health and medical information or information relating to your sexuality, race or political views. Future will only collect and use this information with your specific consent. For example, you may wish to provide us with medical documentation if the project is about your health.

Suppliers
We need a small amount of information from our suppliers to ensure that our contract runs smoothly. For example, we need contact details of relevant individuals (such as names, telephone numbers and email addresses) so that we can communicate with you. We also need other information, such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us). We may also hold extra information that someone in your organisation has chosen to tell us from time to time.

HOW DO WE USE YOUR INFORMATION?

We process your information for the purposes of our business, including for production, broadcasting, distribution and marketing.

As a ‘data controller’, we are required to have a legal basis for processing your personal data. We will use the information we collect about you for:

Freelancers and Crew

a) The performance of the contract and relationship between you and us.
This includes processing of information concerning your taking part in our productions and our assessment of it, the duration of your contract, your remuneration, your bank details, your references, any checks we may make to verify information provided or background checks. If relevant, we may also process information concerning your health, any disability and in connection with any adjustments to filming arrangements or if the project is about your health, or based on other personal information about you that is sensitive.

Legal basis for processing: To perform our contract with you and to comply with our legal obligations.

b) Contacting you (or others on your behalf, such as your agent) in connection with your contribution in our productions.
This includes processing any contact information you have provided to us, including your address and phone number, emergency contact or next of kin information.

Legal basis for processing: Necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

c) Enabling the creation, sale and distribution/broadcast of a production you are taking part in.
This includes processing of information connected with your contribution, such as the processing of images, video and/or audio relating to you. Such processing shall include, where necessary, sharing your information with third parties for purposes of exploitation of your contribution, including the relevant commissioning party, funder or sponsor as well as distribution agents. We may also share your data with Soundmouse, a rights management platform used in the broadcasting industry. If you are involved in video production relating to a creative solutions advertising campaign, then we will also share your information with our client (an advertiser or their agent) with whom the video is being made.

Legal basis for processing: Necessary for our legitimate interests or those of a third party to publish your contribution as creative material which we believe is in the public interest and to manage and administer our respective businesses effectively and properly, where we consider that our or a third party’s legitimate interests do not override your own interests, rights and freedoms. The processing may also be necessary to enable us to meet our contractual obligations with the commissioning or funding party, who has commissioned the production.

d) Contacting you in relation to opportunities to contribute on further productions we may be working on.
This includes processing of your contact information.

Legal basis for processing: Consent, where we have asked for your consent to contact you for such purposes. Where we do not have your consent, we consider it is necessary for our legitimate interests to manage and administer our business effectively, where our legitimate interests do not override your own interests, rights and freedoms.

e) Monitoring of diversity and equal opportunities.
This may include information on your nationality, racial and ethnic origin, gender, sexual orientation, religion, disability and age as part of diversity monitoring initiatives. Such data will be aggregated and used for equality of opportunity monitoring purposes. Please note we may share aggregated and anonymised diversity statistics with regulators if formally required/requested.

Legal basis for processing: Necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

f) Maintaining appropriate business records during and after your participation in a programme.
This includes information relating to your contribution in one of our productions.

Legal basis for processing: To comply with our legal obligations and where it is necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

g) Physical and system security
This includes any CCTV footage and records of use of swipe cards and similar entry cards.
Legal basis for processing: To comply with our legal obligations and where it is necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

h) Disputes and legal proceedings.
This includes any information relevant or potentially relevant to a dispute or legal proceeding affecting us.
Legal basis for processing: (1) To comply with our legal obligations, and (2) Necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

Suppliers

a) The performance of the contract and managing our relationship with the supplier.
This includes processing of information to store (and update when necessary) your contact details on our database, so that we can contact you in relation to our agreements.
Legal basis for processing: (1) To perform our contract with you, (2) To comply with our legal obligations and, (3) Necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

b) Disputes and legal proceedings.
This includes any information relevant or potentially relevant to a dispute or legal proceeding affecting us.
Legal basis for processing: (1) To comply with our legal obligations, and (2) Necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.

WHO WILL YOU SHARE MY INFORMATION WITH?

We may share your information internally within our group to those employees working on your production. Your information may also be seen by managers and administrators (including, for example, our finance team) for purposes of production, broadcasting, distribution, marketing, administration and management.

We will only share your information with third parties outside our group where disclosure is consistent with a legal basis for processing on which we rely and where this is lawful and fair to you. We may disclose your information if it is necessary for our legitimate interests or the interests of a third party but will not do this if these interests are overridden by your interests and rights in particular to privacy.

Specific circumstances in which your information may be disclosed include:

• Disclosure to external recipients of electronic communications (such as emails) which contain your information;
• Disclosure of aggregated and anonymised diversity data to relevant regulators as part of a formal request;
• If you have an on-screen role, disclosure of footage, images, or audio recordings of you as part of the broadcasting, distribution and marketing of the production. Or, whether you have an on-screen or off-screen role, to allow us to credit your role.

Where the video production is created in partnership with or for a commissioner or a client (such as an advertiser, agent or a sponsor) we will share your details with that commissioner or client, as necessary to fulfil our contractual obligations.

UK broadcasters are researching diversity on their productions (as part of a project called “Project Diamond”) and this covers diversity characteristics that you may choose to tell broadcasters. If you provide us with your email address, we will enter this in a system called Silvermouse. You will then be invited to provide, but are not obliged to, your diversity characteristics – gender, ethnicity, disability, age, gender identity and sexual orientation. In that instance, the commissioner, as data controller, is responsible for this data and will have access to reports compiled from it for the purposes of the research. If you would prefer not to be involved in Project Diamond, you should contact your production contact at Future within 7 days of the issue date of any agreement provided to you for signature. Further information can be found here: http://creativediversitynetwork.com/diamond-Presenters/

TRANSFERS OF INFORMATION OUTSIDE THE EEA

In connection with our business and for production, broadcasting, distribution, administrative, management, marketing and legal purposes, we may transfer your information outside the EEA to members of our group and data processors in the US and on occasion other jurisdictions in which we are established. Some of our systems are hosted outside of the EEA. Whenever we transfer your information outside the EEA, we ensure a similar degree of protection is afforded to it by ensuring appropriate safeguards are implemented. Please contact us if you want further information about the specific mechanism used by us when transferring your personal information outside the EEA. 

KEEPING YOUR PERSONAL INFORMATION SECURE

We have put in place appropriate security measures to prevent your information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. 

We have also put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

HOW LONG WILL YOU KEEP MY INFORMATION FOR?

We will keep the information we obtain about you when you provide contributions to us for no longer than is necessary for the purposes for which it is processed. In general, we will keep your information until the production has been produced and for a period afterwards. In considering how long to keep it, we will take into account its relevance to our business and your contribution either as a record or in the event of a legal claim.

Some information, such as production footage of your contribution will be held indefinitely as we have an ongoing legitimate interest in retaining this.

YOUR RIGHTS

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we restrict processing your personal information, please contact the Data Protection Officer and their team here at privacy_futurestudios@futurenet.com. To ensure your query is dealt with swiftly, please explain that you are a contributor in a video production and give details of your contribution so that we can identify the applicable project.

Please note that if your request is about your contribution itself, we (or third parties, such as the commissioner or client for our production) may rely on exemptions to data protection rules in relation to journalistic freedom, the right to artistic expression or, more generally, the right to freedom of expression. We may also have a contractual right to retain your contribution, and therefore some personal information about you, for an indefinite period of time.

FURTHER INFORMATION & WHO TO CONTACT

For details of how we keep information secure and how we deal with transfer of information to other countries, please visit our Privacy Policy at https://www.futureplc.com/privacy-policy/#9.

Our Data Protection Officer and their team is responsible for overseeing compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Officer at privacy_futurestudios@futurenet.com. We hope that any query or concern you raise about our use of your information can be resolved but if not, you also have the right to make a complaint at any time to the ICO, the UK data protection supervisory authority (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact our DPO in the first instance).

This Privacy Notice does not form part of your contract and we may amend it at any time. Please check our website at www.futureplc.com/future-studios-privacy-notice for the latest version of our Privacy Notice.