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
You can contact us in writing at the address above or by emailing email@example.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:
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
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
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.
The following definitions shall apply in this policy;
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.
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.
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.
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.
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 firstname.lastname@example.org
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
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