Privacy Notice – Potential Contributors
What is the purpose of this notice?
Your privacy is important to us and this privacy notice describes how we collect and use personal information about you during and after your interactions with us. It details how we use that data, your rights and how the law protects you. This notice has been created in accordance with the General Data Protection Regulation (GDPR). We may update this notice at any time.
Who collects my data?
Whynow Limited is the ‘data controller’ in respect of your personal data. This means that we are responsible for deciding how we hold and use personal information.
What personal data does the Company collect?
We have put together a table in the Appendix that shows the variety of ways that we may collect and use your personal information depending on the nature of your interaction with us.
What is the legal basis for retaining and processing this data?
We may retain and hold your information where you have a) given us direct permission to do so; b) where we are fulfilling the terms of an agreement with you; c) where the law requires us to do so; d) where it is necessary in our legitimate interests; and/or e) where there is substantial public and commercial interest.
Where will this information be held?
This information may be held securely at our offices, by third parties (including broadcasters and/or programme distributors) and/or by service providers. It may also be uploaded to our secure internal computer and email systems and accessed by our staff and freelancers. We may also have to share your information with our professional advisors and/or production partners. On occasion, it may be necessary to transfer information outside the European Economic Area (EEA) in order to further our business interests and, where we do this, we shall ensure that we have protected this information contractually.
Who can access this data?
We may share your data with third parties (including broadcasters) to assess suitability for participation in programmes. With your consent we may also share your information with third parties to obtain necessary background checks.
We may also share your data with third parties in the context of programme transmission and/or distribution (including co-producers and programme distributors) and with third parties that process data on our behalf, including in connection with payment for goods and or services.
How long will we keep you information for?
The information gathered from you will be held for no longer than is necessary for the purposes for which it is processed. The length of time we hold information will depend on the type of information provided and the purpose for which it is gathered.
Contributors
Where you appear as a contributor to one of our shows we will hold your information securely as part of our programme paperwork for as long as is required by law.
Casting
Where we gather information from you for the purposes of casting we will hold this information securely until the casting process is complete. We will hold this contact information on our database for as long as we reasonably believe is necessary after which this information will be securely destroyed.
What happens to data which is particularly personal to me?
Some special categories of personal data, such as information about health or medical conditions, may be processed to cast and/or film programmes or be provided in the application process (such as those in relation to contributors with disabilities and for health and safety purposes).
Where we process other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, we will only do so to the extent permitted by law.
If we collect information of this type we will ensure that it is processed lawfully, fairly and in a transparent manner and collected for a specific purpose. We will endeavour to keep such information up to date and to not hold it for longer than necessary.
Your right to correct, access and ask that we erase your information.
Please contact our Chief Operating Officer, who can be contacted at our London office or by e mail at finn@whynow.co.uk if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our Chief Operating Officer for some, but not all, of the information we hold and process to be erased (the “right to be forgotten”) in certain circumstances. Our Chief Operating Officer will provide you with further information about the right to be forgotten, if you ask for it.
How does the Company protect data?
The Company takes the security of your data seriously. The Company has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
Where the Company engages third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
How to complain
If you have any queries or concerns about this notice or about our use of your personal information please contact our Chief Operating Officer at finn@whynow.co.uk write to our London office.
If we are not available to address your query then you can contact the Information Commissioner at https://ico.org.uk/concerns or telephone 0303 123 1113 for further information about your rights and how to make a formal complaint.
Appendix
The information we collect, how we collect it and how we use it
The information we collect |
How we collect it |
Why we collect it and how we use it |
|---|---|---|
| Your name, nationality, contact details (i.e. address, home and mobile phone numbers, email address), photography and date of birth | From you | To enter into contracts with you or secure waivers from you.
To obtain work permits or travel visas on your behalf. To deal with Government or official bodies on your behalf To ensure accuracy in our programme content. To comply with our obligations to broadcasters and other regulated organisations To comply with legal or regulatory obligations in the UK or in other countries To cast the programme. To enable us to process your application or to keep you informed about a production. To verify information or your identity |
| Names and ages of all family members currently living in your home | From you | To ensure accuracy in our programme content.
To cast the programme. To enable us to process your application or to keep you informed about production. |
| Details about you relevant to the programme | From you | To establish suitability for inclusion in the programme.
To carry out a fair casting process. To make an informed decision about casting. |
| Ethnicity | From you | To adhere to our responsibility to monitor on- screen diversity.
For monitoring purpose only. |
| Physical and/or mental health issues | From you | To manager our duty of care to you.
To make an informed decision about casting. |
| Information regarding criminal records (required by law or in order to enter into contracts) | From you, from the Disclosure and Barring Service | To verify information.
To carry out statutory checks. To make an informed decision and ensure contributors are appropriate for the programme. |
