Version 1.4 (May 2018)
1.0 What is the purpose of this document?
PV Films is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, effective May 2018. These changes were made primarily in preparation for the EU’s new data privacy law, the General Data Protection Regulation (GDPR).
This notice does not form part of your agreement with PV Films. PV Films may update this notice at any time.
1.1 PV Films is a “data controller”. This means that it is responsible for deciding how it holds and uses personal information about you. It is required under data protection legislation to notify you of the information contained in this privacy notice.
1.2 It is important that you read this notice, together with any other privacy notice PV Films may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why it is using such information.
2. Data protection principles
2.1 PV Films will comply with data protection law. This says that the personal information it holds about you must be:
(a) Used lawfully, fairly and in a transparent way.
(b) Collected only for valid purposes that it has clearly explained to you and not used in any way that is incompatible with those purposes.
(c) Relevant to the purposes it has told you about and limited only to those purposes.
(d) Accurate and kept up to date.
(e) Kept only as long as necessary for the purposes we have told you about.
(f) Kept securely.
3. The kind of information we hold about you
3.1 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
3.2 PV Films will collect, store, and use the following categories of personal information about you:
Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses of you and your partner.
Location(s) of your wedding/event, date of your wedding/event.
4. How is your personal information collected?
4.1 PV Films may collect personal information about you, your partner and details of your wedding/event through online forms on our website, completion of a PDF form or a paper copy of forms
4.2 Video and/or stills from your wedding/event captured on the day may or may not contain footage of you and your guests during the duration of filming.
5. How we will use information about you
5.1 PV Films will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
(a) Where we need to perform the contract we have entered into with you.
(b) Where we need to comply with a legal obligation.
(c) Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
(d) We may also use your personal information in the following situations, which are likely to be rare:
(i) Where we need to protect your interests (or someone else’s interests).
(ii) Where it is needed in the public interest (or for official purposes).
6. Situations in which we will use your personal information
6.1 We need all the categories of information in the list at paragraph 3.2 primarily to allow us to perform our contract with you and to enable us to comply with our legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
Administering the contract we have entered into with you.
All forms of direct communications – email, telephone, social media messaging, SMS
Sharing and socialising of finished products online via social media and our website eg full films, short films, vox pops, teaser trailers, this includes paid for advertising online.
6.2 Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
7. Failure to provide information
7.1 If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you.
8. Change of purpose
8.1 PV Films will only use your personal information for the purposes for which we collected it, unless it reasonably considers that it needs to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
8.2 Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
9. Do we need your consent?
9.1 We do not need your consent if we use your sensitive personal information in accordance with our written policy to carry out our legal obligations. In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal information. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
10. Data sharing
10.1 We very rarely have to share your data but in the small circumstance that we may have to share your data with third parties, including third-party service providers, we require third parties to respect the security of your data and to treat it in accordance with the law.
If we do, you can expect a similar degree of protection in respect of your personal information.
10.2 What about other third parties?
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
10.3 We have put in place measures to protect the security of your information. Details of these measures are available on request from our Data Protection Officer.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure
10.4 We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
11. Data retention
11.1 How long will you use my information for? We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Data will be held for a maximum of 3yrs after the date of your wedding/event.
11.2 In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
11.3 Your duty to inform us of changes – It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
11.4 Your rights in connection with personal information. 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
Request the transfer of your personal information to another party.
11.5 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 transfer a copy of your personal information to another party, please contact PV Films’ Data Protection Officer in writing.
11.6 You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, if your request for access is clearly unfounded or excessive we may refuse to comply with the request in such circumstances.
11.7 We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
12. Right to withdraw consent
12.1 In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
13. Data protection officer
13.1 We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO.
14. Changes to this privacy notice
14.1 We reserve the right to update this privacy notice at any time, and we will post any updated version marked as such on the website below. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions or wish to draw anything to our attention about this privacy notice, please contact the Data Protection Officer or e-mail us on firstname.lastname@example.org
HQ: PV Wedding Films // 8 Springbank Crescent, Glasgow, G31 4PZ