Film Store Rental Ltd | Data Protection Policy – May 2018
To our Clients / Colleagues:
In accordance with new UK legislation, as of May 2018, we’ve provided an overview of our data protection policy. Film Store Rental has taken a simple but considered approach in response to ensure that our company acts responsibly with your information.
We prioritise transparency and will do our best to ensure we only use your information to provide the best possible service.
Our policy is detailed below and covers 5 main sections:
- Account Opening
- Website Interactions
- Email Marketing
- Employment/Prospective Employment
- Business Premises & Office Systems
If you have any questions or or would like to request your records please contact us.
Jason / firstname.lastname@example.org
1. Account Opening
When you create an account with Film Store Rental we retain certain information about you in order to provide you with equipment hire services.
- Contact name, Company name,
- Company registration & VAT number (if applicable)
- Address, Phone number, Email
In order to add you to our system and set you up for financial transactions, we also undertake due diligence by conducting reference checks, with your permission. Copies of your Hired In insurance policy and relevant Purchase Orders will also be held on file by us as long as your account is active.
References, which are sought with your permission, will be contacted by our management team to verify your trading record credit limit and adherence to payment terms. If you are a sole trader or freelancer we will ask for photo ID and 2 x utility bills with evidence of your supplied address.
Trading clients with us will have a record on our system of their hires, value of equipment relative to each transaction and frequency of those hires. We’ll also include notes on your file such as delivery and collection addresses, shoot locations and contacts for your accounts department.
This forms part of our implicit contract with you as supplier / client and ensures we observe our legal obligation to keep Company financial records for up to 6 years after a tax return date. All financial records pertaining to orders are scanned and stored in a secure cloud-based environment and paper records destroyed within 3 months of completion of hire.
Occasionally we will use our client account database to inform periodical cloud-based marketing emails, however, you can opt out of these at any time. You can also request to see any information we hold on you by putting your request in writing to our MD, Jason McCleave Jason@filmstorerental.com.
2. Website Interactions
The Film Store Rental website contains a shopping cart or ‘kit list’ system, so that – if you wish – we can provide quotations for you without you having to enter your data repeatedly in order to save you time.
When you choose to enter an account on our database, the system will collect basic information from you, such as required items, name, address, email address and phone number. You can also choose to store multiple addresses if you choose to and the system will allow you to save your kit lists for referring to at a later date and also multiple delivery addresses. The system also permits you to share shopping cart orders with other email addresses if you choose to.
This data is only stored on the website server and does not interface with any other systems and is never shared with any other users or organisations.
Like many websites, we are plugged in to analytics software so that we can occasionally monitor web traffic and activity for the purpose of informing our sales and marketing performance. Cookies are used to assign a unique ID to your computer or device in order to do this. The cookie doesn’t contain any personal information but allows both systems to recognise each other on ‘greeting’. You can adjust your personal browser settings if you do not wish to have cookies activated; this will not prevent you from accessing our website.
3. Email Marketing
Occasionally we will send a company newsletter or circular to our client base, which we generate from a third party cloud-based marketing system. You can opt-out at any time, using detailed unsubscribe directions at the bottom of the email.
We use third party software to distribute our emails because it enables us to send our newsletter more efficiently, ensuring that we can adhere to peoples’ preferences for frequency, privacy and to unsubscribe members effectively if they so wish.
The system holds a database of our clients email addresses and stores them securely on multiple levels, including Physical, Network, Host, Software, and User Account Security. Our cloud-based system maintains internal security policies and procedures in support of its ongoing operations. Access to resources is granted only to those who reasonably require access, based on their responsibilities. Your details are not shared by our third-party software company with any other party.
4. Employment and Prospective Employee Data
Film Store Rental is committed to recruiting fairly, and to treating our staff records with respect, discretion and confidentiality. When recruiting, we will observe the Employee Fair Processing Notice which determines the information we collect and hold about people and how we use it.
Personal information is solely restricted to business related activity and titles, and the individual’s contact name and information. We collect and maintain these in the form of
- CVs and applications
- References and interview notes
- Show reels, photographs, social media or web references
- Letters of correspondence relating to employment or applications
- HR policy documents and forms
- Employee records such as holiday, absences, training and promotion
- Payroll information including National Insurance, photo ID – banking and
- Any information you share with us relating to benefits, welfare, or health
- Beneficiary and emergency contact information
Generally, Film Store Rental will collect personal information directly from you. In most circumstances where the personal information that we collect about you is held by a third party, we will obtain your permission before we seek out this information from such sources (such permission may be given directly by you, or implied from your actions). An example of this would be an employment reference.
Film Store Rental outsources our payroll service to E S Broadcast Ltd and therefore we will share limited employment information in order for your remuneration to be processed. This information will include your contracts of employment, your name and contact details, National Insurance and proof of ID, and any related tax or benefit information you provide us. You will also be auto-enrolled in our Company Pension scheme and these details will be retained centrally by our HR and Payroll managers, as well as copies circulated to you.
From time to time, we may use the services of third parties and may also receive personal information collected by those third parties in the course of the performance of their services for us. In that case, we will take reasonable steps to ensure that such third parties have represented to us that they have the right to disclose your personal information to us.
Where permitted or required by applicable law or regulatory requirements, we may collect information about you without your knowledge or consent.
The purpose of collecting this information is to do with your business relationship with us such as establishing a working relationship through employment, or if necessary in maintaining or terminating that employment.
- Assessing employment criteria, training and development requirements
- Complying with legislation statutes such as equal opportunities monitoring
- Administering pay and benefits
- Conducting performance reviews and processing any work-related claims
- Compensation, insurance or work-related incidents / accident reporting
- Gathering evidence in any disciplinary action or termination
Occasionally there may be a need to disclose your personal information by law or regulatory requirements. In this case, we will never disclose more personal information than is required under the circumstances.
As an employee of Film Store Rental your basic employee information will form part of our regular reporting activities. You can request copies of the above information at any time, by writing to the MD directly.
We will retain records of our employees on file whilst they are affiliated with the Company and, in most cases, for up to 6 years after the employment relationship has ended. Following which point we will take steps to ensure that all confidential information is destroyed securely in a periodical review of our archived systems, conducted by senior management staff.
5. Premises & Office Systems
All Film Store Rental buildings have CCTV systems which record data for purposes of insurance and security. These protect us in the event of accident, break-in or theft and are vital to protecting Company assets and ensuring business continuity. Our CCTV systems collate footage on a looping basis, the system archives footage automatically on our secure, local server, accessible only by our Company and restricted to senior management. The system can hold a maximum of 10 days worth of archived material, after which time it is automatically deleted. The system does not record audio. We do not share any such personally identifiable data with any other Companies or Third Parties.
Risk Assessments, Call Sheets and other non-sensitive data is deleted after a period of 3 years from our servers. We keep a record of data destruction logs from 2018 as required by GDPR legislation on our secure servers.
Except as otherwise permitted or required by applicable law or regulatory requirements, Film Store Rental will retain your personal information only for as long as it believes is necessary to fulfil the purposes for which the personal information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations).
Our priority is to ensure the fair and transparent use of information in accordance with new legislation. This policy outlines our approach to the GDPR in action as at May 2018, however, it is subject to periodical review and will be updated accordingly.
We will do our best to ensure that you have access to any personal information we hold, and will answer any questions you may have. Should you require any information or have further questions please contact our MD, Jason McCleave, by writing to email@example.com.