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Privacy Policy

Last updated: June 30, 2023

This Privacy Policy explains how FILMD collects, uses, shares and protects personal data when you access or use the FILMD platform, including our websites, web applications, mobile applications (iOS and Android), and related services (the "Service"). It also explains your privacy rights and how the law protects you.

We process personal data in accordance with the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.

Data Controller and Company Structure

Data Controller:

For the purposes of UK GDPR, the Data Controller for the Service is FILMD Services Ltd (company no. 13836541), registered office: 5 Ribblesdale Place, Preston, Lancashire, United Kingdom, PR1 8BZ.

Group Structure:

FILMD Ltd owns the FILMD brand, platform and intellectual property. FILMD Services Ltd operates the Service under licence and may share personal data with FILMD Ltd as an affiliated company where necessary for legitimate business purposes (for example, governance, legal compliance and internal administration), and in accordance with this Privacy Policy.

Contact:

If you have questions about this Privacy Policy or your personal data, contact us at: privacy@filmd.co.uk

Who This Policy Applies To

This Privacy Policy applies to visitors to our websites, registered users, members, and anyone interacting with the Service (including through profiles, productions, jobs, submissions, messages, the Community Feed, the Screening Room, grants, accreditation and verification).

The Service is intended for users aged 18 and over only. We do not knowingly collect personal data from individuals under the age of 18.

Definitions

In this Privacy Policy, "Personal Data" means information relating to an identified or identifiable individual. "Processing" means any use of personal data, including collection, storage, use, sharing and deletion.

"User Content" means content and materials users submit or make available through the Service, including posts, messages, files, scripts, films/video projects, job applications, grant submissions, recommendations and profile information.

Personal Data We Collect

Account and Contact Information:

We collect information such as your name, email address, password (stored in hashed form), account identifiers and basic contact preferences.

Profile and Professional Information:

You may choose to provide profile information such as biography, skills, credits and past work, equipment, availability, links, and agent or representative details. Some profile information may be visible to other users and, depending on your settings and how you share links, may be publicly accessible.

Recommendations, Endorsements and Social Signals:

We process recommendations and endorsements users give to each other, and social features such as following and follower relationships, where these features are enabled. Recommendations reflect the opinion of the author and are displayed only if the recipient chooses to make them visible.

Community Feed and Interactions:

We process posts, comments, replies, reactions, links and uploaded media you choose to share in the Community Feed.

Direct Messages:

We process messages and related metadata (such as timestamps and participants) when you use Direct Messaging.

Productions and Workspaces:

If you create or participate in a Production workspace, we process workspace information, participants, internal discussions and files you upload (for example scripts, documents and production materials).

Jobs and Applications:

If you post or apply for jobs, we process job listing details, application submissions, and related communications. Applications are shared with the relevant hirer and/or authorised production administrators.

Screening Room Content:

If you upload or submit content to the Screening Room, we process the submission, associated metadata (such as title, description and credits) and files required to host and stream the content to viewers, subject to access controls.

FILMD Grants:

If you apply for a grant, we process your submissions (for example scripts, pitch materials and supporting information) and related communications. Shortlisted or winning applicants may have limited information used for publicity where the programme terms allow.

Members Map and Location Information:

If you enable Members Map visibility, we process location information you provide (such as a city/area, postcode, or similar) to display an approximate location. We deliberately obscure location on the map and do not display a user’s precise address. You can opt out of the Members Map via account privacy settings.

Verification (Stripe Identity):

If you choose to become verified, identity verification is conducted using Stripe Identity. FILMD receives and stores verification status and related reference metadata. Identity documents are processed by Stripe and are not stored by FILMD.

Accreditation:

If you apply for FILMD Accreditation, we process your application information and supporting evidence. With your permission and where relevant, we may contact referees or industry professionals to verify claims made in your application.

Payments and Subscriptions:

If you purchase FILMD Membership via our website, payments are processed by Stripe. If you purchase via iOS or Android in-app purchase, payments are processed by Apple or Google. We receive and store subscription status and transaction identifiers needed to provide access. Payment card details are not stored by FILMD.

Notifications and Communications:

We process information needed to send notifications (in-app, email and push), including email address, device tokens (for push notifications) and notification preferences.

Technical and Usage Data:

We collect technical data such as IP address, device type, operating system, browser type, log data, crash and performance data, and approximate usage metrics (for example feature usage and interactions) for security, reliability and product improvement.

Special Category Data

Some optional profile fields may include information that could be considered "special category" data under UK GDPR (for example trade union membership). Where you choose to provide such information, you control whether it is included on your profile and whether it is visible to others.

Where special category data is processed, we do so because you have chosen to provide it and (where required) based on your explicit consent, which you may withdraw by removing or updating the relevant information in your profile.

How We Use Personal Data

We use personal data to operate and provide the Service, including account creation, access control, enabling community features, supporting productions, facilitating jobs and applications, administering grants, operating the Screening Room, and managing subscriptions.

We also use personal data to maintain security, prevent abuse and fraud, troubleshoot issues, improve performance, and comply with legal obligations. We do not sell personal data.

Lawful Bases for Processing

We process personal data under the following lawful bases, depending on context:

  • Contract: to provide the Service you request (account, membership, features).

  • Legitimate Interests: to operate, secure and improve the platform and enable networking features.

  • Consent: where required (for example certain marketing communications or special category data).

  • Legal Obligation: to comply with applicable laws (for example accounting, tax, law enforcement requests).

Where we rely on legitimate interests, we balance our interests against your rights and freedoms and implement safeguards where appropriate.

How We Share Personal Data

With Other Users:

Certain personal data is shared with other users as part of the Service, based on your settings and actions. This may include profile information, posts, recommendations you choose to publish, messages with the recipients, and job applications with the relevant hirer or production administrators.

With Service Providers (Processors):

We use third-party providers to operate the Service. Depending on the feature, these may include:

  • Hosting and infrastructure: Microsoft Azure (including hosting, database and storage services).

  • Payments: Stripe (web payments), Apple App Store and Google Play (in-app purchases), and RevenueCat (subscription management across platforms).

  • Identity verification: Stripe Identity.

  • Email delivery and marketing: email service providers including Campaign Monitor.

  • Push notifications: Apple Push Notification service (APNs) and Firebase Cloud Messaging (FCM) (where applicable).

  • Monitoring and analytics: service monitoring, logging and analytics providers (for example New Relic and similar tooling).

With Affiliates:

We may share personal data with FILMD Ltd as an affiliated company where necessary for legitimate business purposes and in accordance with this Privacy Policy.

Legal and Safety:

We may disclose personal data where required by law, to enforce our agreements, to respond to valid legal requests, or to protect the rights, property or safety of FILMD, our users or others.

International Data Transfers

Some service providers may process personal data outside the United Kingdom. Where personal data is transferred internationally, we use appropriate safeguards such as adequacy regulations or standard contractual clauses.

You may request further information about international transfers by contacting privacy@filmd.co.uk.

Cookies and Similar Technologies

We use cookies and similar technologies on our websites to operate the Service, keep you logged in, remember preferences, analyse usage and improve performance. Where required, we provide a cookie notice or banner allowing you to manage preferences.

You can also manage cookies through your browser settings. Disabling certain cookies may affect functionality.

Marketing Communications

We may send marketing communications where you have opted in or where permitted by law. You can opt out at any time using the unsubscribe link in emails or by updating your preferences (where available).

Service-related communications (for example security updates, important account information, or transactional messages) may still be sent where necessary to operate the Service or comply with legal obligations.

Data Retention

We retain personal data only for as long as necessary to provide the Service, meet legal obligations, resolve disputes and enforce agreements. Retention depends on the type of data and the context in which it is processed.

You may request deletion of your account. Some data may be retained where required for legal, regulatory, security or operational purposes (for example financial records or fraud prevention).

Security

We implement appropriate technical and organisational security measures, including access controls, encryption where appropriate, and monitoring to help protect personal data.

No method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we take reasonable steps to protect data.

Your Rights

Under UK GDPR, you may have rights including access, rectification, erasure, restriction, objection, and data portability, and the right to withdraw consent where processing is based on consent.

To exercise your rights, contact privacy@filmd.co.uk. We may need to verify your identity before responding.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO). You can learn more at https://ico.org.uk/.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Where changes are material, we will take reasonable steps to notify users in advance.

Continued use of the Service after updates take effect constitutes acceptance of the revised Privacy Policy.