Privacy notice

The personal data we collect can belong to our programme contributors and participants, clients, suppliers, enquirers or applicants, family members of applicants, directors, employees, contractors, freelancers or individuals nominated as points of contact.

We collect the following types of data:

• General contact details such as, name, address, email address, telephone number

• Photos / Video Images captured during production or supplied by you

• Driving Licence or Photo ID collected as proof of identification

• Date of birth or age

• Details of relevant personal interests

• Details of employment or current education

• Details of services and productions

• Details of any criminal convictions

• General communications between you and us

• Financial details – payment details, credit card numbers, bank details or account information

• Financial information for house renovation or relocation purposes

• Information obtained through our use of cookies (please see our Cookie Policy)

• Your marketing preferences

• For potential recruitment of employees, contractors, freelancers or suppliers we may also collect the following;

  • Work and education history and any other information voluntarily submitted within CV content

  • Qualifications / Specialisms

  • Employment History and Background

  • Right to Work documents such as passport or i.d.

  • References from previous employers or production teams

We do routinely ask for Special Categories of Personal Data in the provision of our services.  We only collect this information in order to provide the appropriate facilities and support to our contributors, participants and collaborators and also to assess eligibility.

This information can include such things as details of mental and physical health, behavioural needs, disabilities, religious beliefs, additional background and history where this is relevant.  

We also request information about nationality and ethnicity for diversity and inclusion purposes.  We do not retain this information beyond the time period of which it is strictly necessary or where it is required for the purpose of our legal obligations.

In most cases we collect your data directly from you.  We collect data and process it when you:

• Complete an online “Get In Touch” form

• Click the box to “Take Part” or “Work With Us”

• Complete a ‘Contributor Application Form’

• Complete a ‘Contributor Release Form/Contract’

• Speak to us on the telephone to discuss our programmes or services

• Email or write to us about our programmes or services

• In relation to potential employment with us:

  • Send us a CV

  • Complete an application form

  • Attend an interview and provide background information

• Public sources – demographic data, market research

• Publicly available company data sources such as Companies House

• Referral from a personal or business contact

• From Disclosure Scotland, DBS or other external registries and bodies

• Social Media Sites including, without limitation, LinkedIn, Facebook and Instagram

• From references from previous employers or productions

• From Family Members – our contributors and applicants provide us with the personal data above for their family members and other participants with your consent

• Where you are a nominated referee or point of contact we will receive your information from your employer, our potential recruit or authorised representatives acting on your behalf

• View our website via your browsers cookies (see our Cookie Policy)

Please Remember: Where you provide any of this information relating to or on behalf of any another individual such as a family member or nominated contact, you must remember to ensure that you have the consent of the individual and provide them with a copy of or access to this Privacy Notice.

Where we collect and process personal data, it’s important that we identify both the purpose and legal basis for doing so. There are 6 possible legal bases that all firms who process your data need to consider. These are:

Consent – where we have consent from the individual to the processing of his or her personal data for one or more specific purpose.

Contract – where the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

Legal Obligation – The processing is necessary for compliance with a legal obligation to which we are subject.

Vital Interests – Where the processing is necessary in order to protect the vital interests of the data subject or another natural person.

Public Interest – Where the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Legitimate Interests - Where the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Below you will find our purposes and legal basis for the information that we collect, and process:

Lawful Basis - CONTRACT The processing is necessary for the performance of an anticipated Contract of service or production

• To understand your requirements prior to entering into a contract of service or production with you

• To understand all requirements to ensure that any information submitted as part of our contract of service is accurate

• To fulfil our contractual obligations with you

• To assess eligibility or suitability for participation in a programme or series

• To decide whether to enter into a contract of employment

• To carry out background and reference checks in relation to recruitment

• To communicate with you about a potential contract (for service or employment)

Lawful Basis - LEGITIMATE INTERESTS:  It is in our Legitimate Interests to use your personal information to:

• Manage our business operations

• Comply with internal policies and procedures

• Adapt and improve our products or services

• Keep you informed about any changes that may affect you

• To prevent fraud and to act as a responsible business

• For marketing purposes where the service being marketed is similar and relevant to you

Lawful Basis – CONSENT: We rely on consent to process personal data and for electronic marketing to individuals who are potential contributors or participants in production.

Lawful Basis – Legal Obligation: Where we have a legal obligation to do so we will process or share personal data with law enforcement, auditors, courts or regulatory bodies to comply with those obligations.

Additional Condition – Special Category Personal Data – CONSENT: Where we process special category  personal data (as detailed above) , we must also have an additional condition for processing.  We rely on an individual’s consent to process this type of personal data to:

• To assess eligibility or suitability for participation in a programme or series

• For Diversity and Inclusion

• The make adaptations and adjustments where required.

Where we rely on your consent you have the right to withdraw this consent at any time by contacting us using the details at the beginning of this notice.

Legitimate Interests - Where the processing of personal data is based on our Legitimate Interests, it is to improve on our service, security and prevent fraud or illegal activity in favour of the wellbeing of our customers, employees and shareholders. 

Direct Marketing - We may send you details of similar productions to those you have enquired about or been involved in previously.   You can opt out of receiving this information from us at any time by contacting us at the above address.

We will never share or sell your information to any other party for marketing purposes.

From time to time, we may need to share your personal information with the following third parties.  We do this only in relation to the purposes set out above:

• Broadcasters and Distributors

• Our Accountant or Payment Service Providers

• Professional legal advisers

• Associates and Contractors who deliver services on our behalf or to us in order for us to carry out our business

• Software, App and Cloud storage providers to manage our business records and services

• Police and Law Enforcement agencies where we are requested to do so and it is  reasonably necessary for the prevention or detection of crime

• Regulatory and governing bodies such as Disclosure Scotland, DBS or HMRC where required

• Contracted third parties in connection with the production and/or delivery of our content

• Selected Third Parties in connection with any future sale, transfer, or disposal of our business

With today’s modern technology for example when we use Cloud Storage and Software, some recipients of your personal data can be located outside your country or have offices in countries where data protection laws may provide a different level of protection than the laws in your country.

Where this is the case, we make sure that additional safeguards are in place such as ensuring that those countries have a decision of adequacy under the UK GDPR, have entered into contract clauses or in the case of the US, the recipients of personal data are certified under the EU-US Data Privacy Framework and the UK extension to this.

We do not process personal data for automated decision making or profiling.

We will retain personal data in accordance with legal and regulatory requirements and for no longer than is necessary to fulfil the purposes set out in this privacy policy.  We maintain and review a detailed retention policy which documents how long we will hold different types of data.  The time period will depend on the purpose for which we collected the information and is never on an indefinite basis.  Subsequently, we will delete your personal data in accordance with our data retention and deletion policy or take steps to properly render the data anonymous, unless we are legally obliged to keep your personal data longer (e.g. for tax, accounting or auditing purposes).

 The following details briefly the criteria used to establish the retention period set out within our policy:

Where it is still necessary for the provision of our Services
This includes retaining some of the contract information for the duration of any contract for services we have with you and for a period of 7 years after the end of any contract.  This is with a view to maintaining archive records for future access and improving the performance of our services, keeping our systems secure and maintaining appropriate business and financial records.  Most of our retention periods are determined on the basis of this general rule.   Following the 7 year retention period before archiving files and footage we will remove all unnecessary personal data.

Where required by statutory, contractual or other similar obligations
Corresponding storage obligations may arise, for example, from laws or regulation. In particular, we are legally obliged to retain production paperwork for 50 years after the primary transmission.  It may also be necessary to store personal data regarding pending or future legal disputes. Personal data contained in contracts, notifications and business letters may be subject to statutory storage obligations depending on national law.  Where this is the case will retain the data in accordance with our obligations.

As a data subject, you have rights in relation to your personal data.  These are:

The Right to Access – You have the right to request details of personal information held or processed and to copies of this data.  We do not usually charge for this service.

The Right to Rectification – You have the right to request that any information be corrected that you believe is inaccurate or to complete any information that you believe is incomplete.

The Right to Erasure – You have the right to request that we erase your personal information under certain conditions.

The Right to Restrict Processing – You have the right to request that we restrict the processing of your personal data under certain circumstances.

The Right to Object to Processing – You have the right to object to our processing of your data, under certain conditions.

The Right to Data Portability – You have the right to request that we transfer the data that we have collected to another organisation or directly to you, under certain conditions.

You also have the Right to Withdraw Consent where you have previously provided this at any time. 

In some circumstances, the provision of personal data is partly required by law (for example, tax regulations, employment and legal obligations) or can also result from contractual provisions.  This means that it may sometimes be necessary to conclude or fulfil a contract, that the personal data be provided.  In those circumstances where the data is not provided or where certain rights are exercised, (Erasure, Object) there is a possible consequence that the contract could not be fulfilled or concluded and may be cancelled. 

To exercise any of these rights, or if you have a complaint about how we manage your personal data, please contact us using the contact details at the beginning of this notice.   

If we are unable to resolve your complaint, you have the right to complain to the Supervisory Authority.  In the UK, where you wish to report a complaint or feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office at:

The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT

Telephone: 0303 123 1115 or via live chat

You can also click the link below to begin the compliant process online.

https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints/

When you visit our Website, we use cookies and similar technologies to provide you with a better, faster and safer user experience or to show you personalised advertising. Cookies are small text files that are automatically created by your browser and stored on your device when you visit or use our Website.   For full information on our use of cookies and how to manage them, please see our Cookie Policy.

To learn more about how to manage your browser cookie settings in general please see www.allaboutcookies.org

Please Remember: We want you to be safe when you are sharing your personal data and to understand what this means for you.  When clicking on external links via our website or when you find us via social media platforms, you are visiting or redirected to the domain of those websites.  This is particularly relevant when you click to “watch now” as you are redirected to different broadcasters’ sites.

We have no control over the privacy settings on these websites or domains or the cookies they set, so please bear in mind that you should always review their privacy information and where required you should set your preferences in line with their own policies and cookie controls separately.

We aim to protect your personal data through technical and organisational security measures to minimise risks associated with data loss, misuse, unauthorised access and unauthorised disclosure and alteration.

We store customer records in cloud-based services which have controlled and restricted access.  We also operate internal policies and procedures detailing physical security, cloud storage security monitoring, access control and password security measures. 

All businesses change from time to time.  At Raise The Roof Productions (RTRP Ltd) we keep our Privacy Notice under regular review. 

This Privacy Notice was last updated on 11th November 2024.