Who we are
We are The Ideas Studio. We make high-quality films and video explainers for the health sector. We are committed to keeping your personal data safe and secure and handling it in accordance with our legal obligations. This Privacy Policy sets out the purposes for which we process your personal data, who we share it with and what rights you have in relation to that data.
Scope
Like most businesses, we hold and process a wide range of information, some of which relates to individuals whom we engage to take part in our productions. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations under the GDPR (General Data Protection Regulations).
This Privacy Notice explains the type of information we process, why we are processing it and how that processing may affect you. The notice focuses on individuals who we are speaking to about potentially taking part in one of our productions, as well as those who actually take part in our productions.
Who does this policy apply to?
This Privacy Policy relates to people who are applicants, participants, contributors, performers, presenters and audience members who may be featured or involved in a production of The Ideas Studio. We will collect, use and process certain personal information relating to you for purposes connected to your contribution to the videos and content we are making.
We will collect, use and process certain personal information relating to you for purposes connected with your contribution including assessing your suitability for participation in the production; filming your contribution to the production and communicating with you about your contribution to the production.
Who’s in control?
The Ideas Studio is the “controller” of all personal data collected and used for the purposes set out in this Privacy Policy. This means that we are responsible for deciding how and why your data is used and for ensuring that your data is handled legally and safely. In certain circumstances, we might be the joint “controller” of personal data, for example, alongside a client.
What is “Personal Data” and “Processing”
“Personal data” is information relating to you (or from which you may be identified) which is processed by automatic means or which is (or is intended to be) part of a structured manual filing system. It includes not only facts about you but also intentions and opinions about you.
Data “processed automatically” includes information held on, or relating to the use of, a computer, laptop, mobile phone or similar device. It covers data derived from equipment such as access passes within a building, data on the use of vehicles and sound and image data such as CCTV. It also covers video, audio and images captured as part of a production.
“Processing” means doing anything with the data, for example, it includes collecting it, holding it, disclosing it and deleting it.
Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, health, sexual orientation, sex life, trade union membership and genetic and biometric data are subject to special protection and considered by EU privacy law to be “sensitive personal data”.
References in the privacy policy for prospective contributors to work or services (and similar expressions) include any arrangement we may have under which an individual provides us services in relation to a production. We use the word “you” to refer to anyone within the scope of the notice.
What data do we collect and why?
This information may include:
- your name, social media profile, address, nationality, date of birth, contact details;
- footage, recordings (including audio) and/or photographs of you;
- information about your interests, opinions, personality, previous appearances on television, family life, job and general knowledge (to help us decide whether you are a suitable contributor for the Production);
- your bank account details in order to pay any sums due to you (this information may only be collected if we engage your services);
- a copy of your passport (to fulfil our legal obligation to check you have the right to work in the UK and in connection with any visa, certificate of sponsorship or any other permit we are required to obtain where applicable);
- information about your health (to obtain and administer insurance, to arrange and administer any medical treatment you may require and to assess your suitability to take part and continue to take part in the Production);
- your ethnicity (for diversity monitoring);
- any disability you may have informed us about in the application process or otherwise (to meet our legal and regulatory obligations);
- information about any criminal background (for us to meet our legal and regulatory obligations to safeguard the welfare of you, the other participants, contributors and audience members, our employees and freelancers, to assess your suitability to take part in the Production and to assess the need for and (if required) to obtain Permits);
- information about you that is relevant for inclusion in publicity material; and any information you provide as part of the filming and recording of the Production including personal information relating to your ethnicity, political opinions or religious belief, trade union membership, physical or mental health, sexual orientation and criminal background data.
Where does your data come from?
When you apply to be in one of our productions, the initial data about you that we process is likely to come from you, for example, contact details. We may also require references and information to carry out background checks (see above).
Who gets to see your data?
Internal use: Your personal data may be disclosed within The Ideas Studio Ltd, among those working on your production for the purposes of deciding whether to include you in a production.
External use: We will only disclose your personal data outside The Ideas Studio Ltd if we decide to present to you to a 3rd party partner such as a Broadcaster for approval to be included in a production.
How long do we keep Personal Data?
We do not keep your personal data for any specific period but will not keep it for longer than is necessary for our purposes. If you are chosen to work on a production, we will, in general, keep your personal data for the duration of your engagement and for a period afterwards. Otherwise we will only retain your personal data for a short period of time after our discussions have ended. If your data is only useful for a short period (for example, CCTV, we may delete it. Personal data relating to contributor applications (other than the person who is successful) will normally be deleted after 12 months.
Your data rights
You have a right to make a subject access request to receive information about the data that we process about you.
Contact details
In processing your personal data, we act as a data controller. Our contact details are:
Address: International House, 12 Constance Street, London, E16 2DQ
Email: hello@the-ideas-studio.com
Complaints
If you have complaints relating to our processing of your personal data, you should raise these with your key contact at the production in the first instance. For contact and other details ask your key contact at the production.