GDPR Privacy Policy
Effective: May 2018
This policy describes how we use your personal data when you use our website (https://www.productionbureau.com/) or our apps or when we provide services to you. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
You can read, print and save this whole policy to see specific information about:
Who we are and how you can contact us
We are Production Bureau Limited, registered company number 04115489, registered office at Hall Farm, Gowthorpe Lane, Swardeston, Norwich, Norfolk, NR14 8DS
You can contact us in writing at the address above or by emailing general@productionbureau.com. If you would like to speak to us please call us on 01508 578 598.
What personal data we collect about you
What we use your personal data for
We use your personal data in the following ways:
personal data that you provide to us is used to:
personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
personal data about your use of our website and/or our event apps is used to:
Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.
When we need your consent to use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will explain how we wish to use your data and ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
Please refer to the section on How we use your personal data for marketing to read about marketing consents.
Personal data you are legally obliged to provide
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our services to you.
Your rights to know what personal data we hold and to control how we use it
You have a legal right to know what personal data we hold about you - this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us by post or email using the details in the Who we are and how you can contact us section.
You also have rights to:
You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.
Automated decision making and profiling
We do not make use of automated decision making or profiling.
When we will share your personal data with others
We share your data with the following people in the day to day running our business:
We may also share your personal information with third parties on a one-off basis, for example, if:
How we keep your personal data safe
We take every care to ensure that your personal data is kept secure. The security measures we take include:
Please remember that you are responsible for keeping passwords secure. If we have given you (or you have chosen) a password which enables you to access certain parts of our website or use our apps, you are responsible for keeping this password confidential. Please do not to share your passwords with anyone.
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
How we use your personal data for marketing
We will add your details to our marketing database if:
We may ask you to indicate your marketing preferences when you first register an account on our website and/or app. You can check and update your current marketing preferences at any time by calling or emailing us using the details set out in the Who we are and how you can contact us section above.
When we will send your personal data to other countries
Your personal data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA") by us or by our sub-contractors. Where we, or our sub-contractors, use IT systems or software that is provided by non-UK companies, your personal data may be stored on the servers of these non-UK companies outside the EEA. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
The apps which we use for our events are created and run by KitApps Inc (trading as Attendify), a company based in California, USA. Any personal data you provide via the app will be collected and processed by KitApps Inc on our behalf. We have entered into a contract with KitApps, using the Standard Contractual Clauses adopted by the European Commission to ensure that your personal data is protected.
How long we keep your personal data
We only keep your personal data for as long as we actually need it. In practice this means that we will keep:
If you would like further information about our data retention practices please can us using the contact details found in the Who we are and how you can contact us section.
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.
How you can make a complaint
If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out in the Who we are and how you can contact us section above.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the goods or services we offer or to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website (https://www.productionbureau.com/) or you can contact us (see Who we are and how to contact us) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version 2 which came into effect on 25th May 2018
Contractor Privacy Statement
Introduction
Production Bureau Limited (“we”, “us, “our”) is committed to ensuring that all Personal Data we handle is processed according to legally compliant standards of data protection and data security.
This policy statement and any other documents referred to in it sets out the basis on which we will process any Personal Data we collect from Contractors who we engage.
Definitions
The following definitions shall apply in this policy;
Principles
We take the protection of Personal Data very seriously and we will always strive to handle and process Personal Data in accordance with applicable Data Protection Law. Specifically, Data Protection Laws require that Personal Data:
The personal data which we handle and store
In order to perform our Services we will routinely engage Contractors to help us to deliver our Services to our clients. We will collate, store and process the Personal Data of the Contractors who we engage. This Personal Data may include the Contractor’s name, address, e-mail address, telephone number, details of any allergies, emergency contact details and bank account details. The legal basis for processing the Personal Data is the performance of the contract with our Contractors and our legitimate business interests, namely the proper administration of our Services to our clients.
In respect of the Personal Data of our Contractors we are the Controller for the purposes of Data Protection Law.
Contractor database
When we engage Contractors we will add their Personal Data on to a data base of Contractors who we have engaged on various projects (the “Data Base”). This is done so that we have a list of potentially available Contractors who we can contact as and when new projects arise on which we may require the assistance of Contractors.
Unless a Contractor informs us otherwise we will automatically add a Contractor’s Personal Data to the Data Base at the point of engagement.
A Contractor can ask at any time for their Personal Data to be removed from our Data Base by contacting us at the details provided below otherwise we will retain the Personal Data in accordance with the retention periods set out below.
Data sharing
There will be instances on which we will need to share the Personal Data of our Contractors with third parties. This will include:
Retaining and deleting personal data
This clause sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of Personal Data.
Personal Data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. We will retain the Contractor’s Personal Data on the Data Base for as the initial engagement and after for a period of 2 years.
Notwithstanding the other provisions of this clause, we may retain Personal Data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
Confidentiality and data security
We take the confidentiality of our customers and clients very seriously. We ask all of our Contractors to enter into a Confidentiality and Data Protection Agreement which sets out confidentiality and other obligations which we expect our Contractors to meet when they are handling and have access to the Personal Data and Confidential Information of our clients.
In respect of the Personal Data we handle will take appropriate security measures against unlawful or unauthorised processing, and against the accidental loss of, or damage to, the Personal Data.
We will put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction.
Contractor responsibiltiies
To assist us in complying with the principle set out in Principles we would request that Contractor’s keep us informed of any changes in their Personal Data and to let us know if the Personal Data we hold is inaccurate.
Amendments
we may update this policy from time to time by publishing a new version on our website.
Our contact details
We are registered in England and Wales under registration number 04115489 and our registered office is at Hall Farm, Gowthorpe Lane, Swardeston, Norwich, Norfolk NR14 8DS.
Our email address is crew@productionbureau.com
We can be contacted by post or email using the addresses given above.
Recruitment Privacy Statement
Effective: May 2018
This statement sets out how Production Bureau Ltd (Pb, we, our or us) sets out how it processes the personal data that relates to you as a prospective employee of our company.
The information we collect
The information listed below that we may collect in the process of recruiting and selecting you whether this is face to face through interview, by email, or through completing a job application includes the information that you provide to us below:
How we collect information?
How we use your information?
Who do we share your information with?
Updates to this privacy statement
We will review regularly the way that we collect and use information as part of the recruitment process. This does mean that we may change what kind of information we collect, how we use it, how we store it and who we share it with. As a result of any review we may need to amend the privacy statement published on our website and will assume that you read and agree to the latest privacy statement.
Contact for this Privacy Statement is Julia Marchant, HR Manager
Cookie Policy for Production Bureau
What Are Cookies
As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or 'break' certain elements of the sites functionality.
For more general information on cookies see the Wikipedia article on HTTP Cookies.
How We Use Cookies
We use cookies for a variety of reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.
Disabling Cookies
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in disabling certain functionality and features of this site. Therefore it is recommended that you do not disable cookies.
The Cookies We Set
When you submit data through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page.
Third Party Cookies
In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.
This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.
From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including; Facebook, Twitter, Instagram, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
More Information
Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren't sure whether you need or not it's usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However if you are still looking for more information then you can contact us through one of our preferred contact methods. Email: general@productionbureau.com.