Privacy Notice
2LE Media Ltd is a company incorporated and registered in England and Wales (company number 122125763) with a registered office address at 115 Stanhope Gardens, N4 1HZ.
We are committed to protecting the privacy and security of your personal information.
This privacy policy describes how 2LE Media Ltd (the Company) collects and uses personal information from employees, freelancers and contributors (you, your) in accordance with the UK General Data Protection Regulation (GDPR)
2LE Media Ltd is a ‘Data Controller’. This means we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy policy.
This policy does not form part of any employment contract or contract to provide services.
It’s important that you read and retain this notice so that you are aware of how and why we are using such information and what your rights are under the data protection legislation.
Data Protection Principles
We will comply with data protection law. This says that the personal information we hold about you must be:
1. Used lawfully, fairly and in a transparent way
2. Collected only for valid purposes that we have clearly explained to you and not used in any other way
3. Accurate and kept up to date
4. Kept only as long as necessary for the purposes we have told you about
5. Kept Securely
Type of information we hold about you
We will collect, store and use some or all of the following categories of personal information about you:
· Personal contact details, such as your name, title, address and contact details, including email address and telephone number;
· date of birth;
· gender;
· the terms and conditions of your employment;
· details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the Company;
· information about your remuneration, including entitlement to benefits such as pensions;
· details of your bank account, tax status and national insurance number;
· information about your marital status, next of kin, dependants and emergency contacts;
· information about your nationality and entitlement to work in the UK;
· copy of driving licence;
· details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
· details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
· assessments of your performance, including appraisals, training you have participated in, performance improvement plans and related correspondence;
· CCTV footage and other information obtained through electronic means e.g. swipe card records
.
We may also collect, store and use the following special categories of more sensitive personal information:
• information about medical or health conditions, including whether or not you have a disability for which the Company needs to make reasonable adjustments;
• details of trade union membership;
• information about your criminal record; and
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
How your personal information is collected
We will ask you to complete a crew start form with your contact details, address, next of kin, NI number, DOB, bank account details. For contributors this information may be provided to us by your agent.
We will ask you to provide a copy of your passport.
If you are self-employed or a company you will send us invoices containing your contact details, address, VAT number and bank details.
Some contributors and senior staff will need to complete statement of health forms containing sensitive personal data
How we will use the information
We process your information for the purposes of our business in the following circumstances:
· Performance of the contract and relationship between you and us
· Financial planning and budgeting/ To pay salary and tax/ NI contributions
· To comply with immigration laws
· To enable us to contact your next of kin in an emergency
· To be able to send you details for shoots and arrange transport
· To pass on SOH forms to insurers for the purpose of obtaining insurance.
· Contacting you in relation to opportunities to contribute to further productions we may be working on
· To circulate contact details on a call sheet
· To ascertain your fitness to work
· To deal with legal disputes involving you or other employees, workers and contractors;
· To monitor diversity & equal opportunities
· To maintain appropriate business records during and after your engagement.
Legal bases for processing this information:
· Contract – To perform our contract with you
· Legitimate Interests - necessary for our legitimate interests to manage and administer our business effectively, where we consider that our legitimate interests do not override your own interests, rights and freedoms.
· Legal Obligation – to comply with our legal obligations
Consent - Where we have asked you for your consent to contact you for such purposes
DATA SHARING
We may share your information internally within 2LE for the purposes of production, broadcasting, administration and management. We will only share your information with third parties where disclosure is consistent with a legal basis for processing and where this is lawful and fair to you.
Situations in which we may share your data with third parties:
· Disclosure to external recipients of electronic communications (such as emails) which contain your information;
· For the purposes of broadcasting, distributing & marketing the production and to allow us to credit your role.
· If requested by HMRC
· With our payroll company if you are paid PAYE
· If requested by a contact at another company looking to contact you for employment
· With broadcasters and distributors of the programme for the purposes of fulfilling our paperwork and reporting requirements
· With Silvermouse so that they can contact you for reporting purposes.
IF YOU FAIL TO PROVIDE PERSONAL INFORMATION
If you do not prove certain information when requested, we may not be able to perform the contract we have entered into with you, such as paying you or providing a benefit. You may also have to provide us with data in order to exercise statutory rights, for example in relation to statutory leave entitlements.
DATA RETENTION
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.
In general, we will keep your information for the duration of production and a period afterwards.
We may retain your telephone number and email address indefinitely for the purpose of being able to contact you for future job opportunities.
RIGHT OF ACCESS, CORRECTION, ERASURE, RESTRICTION
Your rights in connection with personal information
You have the right to:
· Request access to your personal information. This enables you to receive a copy of the 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 and personal information where there is no reason for us to continue to store it. You also have the right to ask us to delete your personal information where you have exercised your right to object to processing.
· Object to processing of your personal information if there is something about your situation that makes you want to object to processing or request the restriction on processing any of your personal data
· Withdraw your consent after you have previously provided your consent to the collection, processing and transfer of your personal information.
If you would like to exercise any of the above rights or discuss anything in this policy, please contact us.
You will not have to pay a fee to access your information.
If you believe that the Company has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office.
Changes to the privacy notice
We reserve the right to update this privacy policy at any time and we will provide you with a new copy when we make any substantial changes.
Contact: