Privacy Policy

Roast Film Ltd is a company incorporated and registered in England and Wales (company number 12219669) with a registered office address at 8 Hare & Billet Road, London SE3 0RB.

We are committed to protecting the privacy and security of your personal information.

This privacy policy describes how Roast Film Ltd (the Company) collects and uses personal information from contributors (you, your) in accordance with the General Data Protection Regulation (GDPR). This privacy policy is for individuals who contribute to our productions or individuals who have previously contributed to our productions.

Roast Film 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.

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. Kept only as long as necessary for the purposes we have told you about
4. Kept Securely

Type of personal information collected

You provide certain information to us as part of your contribution. This could be your image, voice, photos or yourself and other information contained in your contribution that identifies you. You will also provide information in your contract with us and any other correspondence with us concerning your contribution, for example your name and email address. If you are paid a fee for your contribution you may provide us with your bank details. If you asked to complete a statement of health you may provide us with some sensitive personal data.

How we will use the information

We process your information for the purposes of our business, including production, broadcasting, distribution and marketing in the following circumstances:

• Performance of the contract and relationship between you and us
• Financial planning and budgeting
• Contracting you (or others on your behalf, such as your agent) in connection with your contribution in our production.
• Enabling the creation, sale and distribution/broadcast of a production you are taking part in.
• Contacting you in relation to opportunities to contribute to further productions we may be working on
• Monitoring of diversity and equal opportunities
• Disputes and legal proceedings
• Day to day business operations including marketing
• Maintaining appropriate business records during and after your participation in the film.
• Enabling us to contract your next of kin in an emergency.

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 Obligations – to comply with our legal obligations.

Data Sharing

We may share your information internally within Roast Film Ltd  for the purposes of production, broadcasting, distribution, marketing, 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.

Situation/s in which we may share your data with third parties:

• With broadcasters and distributors of the film you contribute to for the purposes of broadcasting and distributing the film and crediting you.
• If requested by HMRC

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.

• Passport copies are kept for 2 years as per immigration law
• Account information is kept for a minimum of three years as per HMRC requirements
• Contracts are kept for a minimum of 5 years or for the duration of copyright in the film you worked on if a longer period

In general, we will keep your information for the duration of production and a period afterwards.  Some information, such as production footage of your contribution, will be held indefinitely as we have an ongoing legitimate interest in retaining this.  We may retain your telephone number and email address indefinitely for the purpose of being able to contact you for future contributor opportunities.

Right of Access, Correction, Erasure and 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.

You will not have to pay a fee to access your information

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal date or request that we restrict processing your personal information, or you have any questions about this privacy policy please contact Tom Ross at the email addresses below.

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.

Contacts: Tom Ross (tom@roastfilm.com)