Talesmith is committed to protecting the privacy and security of your personal information. This privacy notice describes how Talesmith and its subsidiaries collects and uses personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This privacy notice applies to all cast and crew members, and to any other contributors to the programmes we make.
The Talesmith group of companies consists of Talesmith and various subsidiaries, each established to produce one of our programmes (further details of which subsidiaries can be provided on request). This privacy notice is issued on behalf of the Talesmith group, and so when "we", "us" or "our" is stated in this privacy notice, that refers to the relevant company in the Talesmith group responsible for processing your data. We will let you know which Talesmith group entity will be the controller for your personal data when you enter into a contract with us.We are a "data controller". This means that 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 notice.This notice applies to current and former employees, workers, contractors, contributors and cast. This notice does not form part of any contract of employment or other contract to provide services. We will keep this notice under review and may update it at any time.
If you have any questions about this privacy notice, or any concerns about our privacy practices, you can contact us by email at firstname.lastname@example.org . We will respond to your question or concern as soon as reasonably practicable.
We will comply with data protection law. This says that the personal information we hold about you must be:
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 (i.e. anonymous data).There are certain categories of more sensitive personal data known as “special categories” of personal data which require a higher level of protection, such as information about a person's health or sexual orientation. Information about criminal convictions and offences also warrants a similarly higher level of protection.We may collect, store, use and otherwise process the following categories of personal information about you:
We may also collect, store, use and otherwise process the following more sensitive types of personal information:
We collect personal information about employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.We will collect additional personal information in the course of job-related activities throughout the period of you working for us. This may include asking you to provide additional health information or to submit to medical testing from time to time during your period of engagement.Please note that if you are appearing in one of our programmes, on some occasions we or third parties will rely upon exemptions to data protection rules in relation to journalistic freedom, the right to artistic expression or more generally, the right to freedom of expression (as mentioned in Article 85 of the General Data Protection Regulation and in various jurisdictions’ data protection rules, for example in Schedule 2, Part 5, s. 26 of the Data Protection Act 2018).
We will only use your personal information when the law allows us to do so. Most commonly, we will process your personal information in the following circumstances:
We may also use your personal information in the following situations, which are likely to be rare:
We need all the categories of information described above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests, provided that your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are described below.
Some of the above grounds for processing will overlap, and there may be various alternative grounds that enable our use of your personal information.
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need 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 that allows us to do so.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.
"Special categories" of more sensitive personal information, such as information about your health, racial or ethnic origin, sexual orientation or trade union membership, require higher levels of protection, as does information concerning criminal convictions and offences. We need to have further justification for collecting, storing and using this type of personal information. We may process such personal information in the following circumstances:
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
In general, we will not process such more sensitive personal information about you unless we have your explicit consent to do so or it is necessary for performing or exercising obligations or rights in connection with employment. On rare occasions, there may be other reasons for processing, such as it is in the public interest to do so. The situations in which we will process your more sensitive personal information are listed below.
We do not need your consent if we use special categories of your personal information to carry out our legal obligations or to exercise specific rights in the field of employment law.In limited circumstances, we may approach you for your written consent to allow us to process certain special categories of personal data. 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.Please note that, during the Covid-19 pandemic, we will approach you to obtain your consent to process certain data relating to your physical health.
We may only use personal data relating to criminal convictions and offences (including personal data relating criminal allegations and proceedings) where the law allows us to do so. This will usually be where such processing is necessary to carry out our legal obligations and provided that we do so in line with our data protection policy. We do not envisage that we will usually process such personal data.
We may have to share your data with third parties, including third-party service providers and other entities in the Talesmith group.We require third parties to respect the security of your data and to treat it in accordance with the law.We may transfer your personal information outside the European Economic Area (EEA).To the extent that we do so, we will strive to ensure that a similar degree of protection is afforded to such information by ensuring that at least one of the following safeguards is implemented:
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration, IT services.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will share your personal information with other entities in the Talesmith group as required to enable the production of our programmes, as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.
We may share your personal information with other third parties, for example with the broadcasters, distributors and financiers of our programmes, and/or with agents involved in the production of our programmes.We may also share your personal data in the context of the possible sale or restructuring of the business. In this situation we will, so far as possible, share anonymised data with the other parties before the transaction completes. Once the transaction is completed, we will share your personal data with the other parties if and to the extent required under the terms of the transaction.We may also need to share your personal information with a regulator or otherwise to comply with the law. This may include making returns to HMRC and disclosures to shareholders such as directors' remuneration reporting requirements.
We have put in place measures to protect the security of your information. Details of these measures are available on request. 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.We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.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.
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.To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.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. Once you are no longer an employee, worker or contractor of the company, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.In relation to produced programmes, some data, such as production footage and programme credit information, will be kept indefinitely as we have an ongoing legitimate interest in retaining and exploiting the programme.
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.
Under certain circumstances, by law you have the right to take the following actions:
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 us via the contact details above.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). We may, however, charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and to 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.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of certain 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 us via the details above.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. Please note that, during the COVID-19 pandemic, if you withdraw your consent to the processing of certain health information, we may be unable to allow you to access the production’s set or unit base.