We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:
- Identity Data includes first name, last name, previous names, job title and company, place of birth, date of birth, passport details and other identification documentation.
- Contact Data includes email address, home address, business address, location, telephone numbers, social media handles, emergency contact details, next of kin, and professional and/or social network profile details.
- Financial Data includes (i) credit card and/ or billing information so that we can charge you for the Clients Services, and (ii) bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).
- Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Website.
- Usage Data includes information about how you use our Website.
- Marketing and Communications Data includes your preferences in receiving marketing or other communications from us.
- Physical Data includes your image, voice, photographs of yourself, views of your property and other information contained in your contribution that directly or indirectly identifies you.
- Biographical Data includes information on your personal life such as your age, marital status, living arrangements, children, personal relationships, family life, hobbies and interests, personality, opinions, previous appearances on television, civil proceedings to which you may or may have been a party, and travel history.
- Equal Opportunities Data includes information on your race/ethnicity, sexual orientation and/or gender identity, and socio-economic situation.
- Criminal Convictions Data includes information about criminal convictions proceedings or investigations, court orders, or court proceedings.
- Health Data includes information about your health or disability.
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal information but is not considered personal information in law as this data does not directly or indirectly reveal your identity.
What personal information do we collect?
If you are an Applicant, we collect Identity Data, Contact Data, Marketing and Communications Data, Physical Data, Biographical Data, Equal Opportunities Data, Criminal Convictions Data and Health Data about you as part of your potential contribution, or application to take part in, a production.
If you are a Contributor, we collect Identity Data, Contact Data, Financial Data, Marketing and Communications Data, Physical Data, Equal Opportunities Data, and Health Data about you as part of your contribution.
If you are a Client, we collect Identity Data, Contact Data, Financial Data and Marketing and Communications Data about you, or individuals at your organisation, in the course of providing the Services to you.
If you are a Supplier, we collect Identity Data, Contact Data and Financial Data about you, or individuals at your organisation, in the course of receiving services from you.
If you are a Website Visitor, we may collect Identity Data and Contact Data about you where you contact us or submit any web forms on our Website. We will also automatically collect Technical Data and Usage Data about you through our and our technology partners’ use of cookies and similar technologies. For more information about this, please see our Cookie Policy.
How do we collect personal information about you?
We may collect information from the following sources:
Directly from you: This is the information you (or an individual at your organisation where you are a Client or a Supplier) give us as part of your application to contribute to, and/or your contribution to, one of our productions; during the course of us providing the Services; when you visit our Website; or where we receive services from you. It also includes any information you provide to us when you attend events, interact with us at a conference or correspond with us in person, by phone, email, web form or otherwise.
Third-party sources: This will include information about you or your colleagues (where you are a Client or a Supplier) that is a) available through publicly available sources, such as professional networking sites (including LinkedIn) and general market research, or b) obtained from external providers (for example where we conduct background checks on you as part of your application to take part in a production).
Information we collect automatically: When you visit our Website, we collect certain Technical and Usage Data automatically from your device.
How do we use your personal information and what is our lawful basis?
If you are an Applicant, we use your personal information for the following purposes:
- To assess your suitability to take part in a production and to decide whether to enter into a contract with you. This includes processing of your Identity Data, Contact Data, Biographical Data, Equal Opportunities Data, Physical Data, Criminal Convictions Data, and Health Data.
Lawful basis: This processing is necessary to perform the contract we have entered into with you. Where we process your Health Data and certain Equal Opportunities Data (for example your gender identity) for the purpose of assessing your suitability to take part in a production, we do so on the basis of your explicit consent. Where we process your Criminal Convictions Data, we do so on the basis of your consent.
- To conduct background checks (which may include criminal records checks) to verify any of the information supplied by you. This includes processing of your Identity Data, Contact Data, Biographical Data, and Criminal Convictions Data.
Lawful basis: Where we process your personal information (including Criminal Convictions Data) to conduct background checks for the purpose of assessing your suitability to take part in a production, we do so on the basis of your consent.
- To contact you (or others on your behalf, such as your agent for example) in connection with your potential contribution, or application to take part in, one of our productions. This includes processing your Contact Data, including your address, phone number, or the personal data of an emergency contact or next of kin.
Lawful basis: This processing is necessary to perform the contract we have entered into with you.
- For day-to-day business operations, including marketing and travel on our behalf (where relevant). This includes Identity Data, Contact Data, Biographical Data, and data relating to your application (including Image Data) in a production and may include details of travel arrangements and location.
Lawful basis: We have a legitimate interest in managing and administering our business operations effectively.
- To maintain appropriate business records during and after your application and/or our discussions with you.
Lawful basis: We have a legitimate interest in managing and administering our business operations effectively.
- To contact you in relation to opportunities to apply for or contribute on further productions we may be working on. This includes processing of your Contact Data.
Lawful basis: We have a legitimate interest in contacting you if you have previously expressed an interest in contributing to one of our productions.
- To monitor diversity and equal opportunities. This involves processing your Equal Opportunities Data. Where data is processed for this purpose, it will be aggregated and used for equality of opportunity monitoring purposes. We may also share aggregated and anonymised diversity statistics with regulators if formally required/requested.
Lawful basis: We have a legitimate interest in, and it is necessary for the purposes of, identifying and keeping under review the existence or absence of equality of opportunity or treatment.
- To comply with legal or regulatory requirements.
Lawful basis: To comply with our legal obligations.
- To help us establish, exercise or defend legal claims. This includes any personal data relevant, or potentially relevant, to a dispute or legal proceeding affecting us.
Lawful basis: To comply with our legal obligations and where necessary for our legitimate interests in establishing, exercising and defending legal claims.
If you are a Contributor, we use your personal information for the following purposes:
- To evaluate and assess your contribution to a production.
Lawful basis: To perform our contract with you.
- To contact you (or others on your behalf, such as your agent for example) in connection with your contribution in one of our productions. This includes processing your Contact Data you have provided to us, including your address, phone number, or the personal data of an emergency contact or next of kin.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To administer and manage our relationship with you, such as corresponding with you, facilitating the payment of any residuals, prize money or other fees (to the extent that these are payable to you in accordance with the terms of our contract). This includes processing your Identity Data, Contact Data, and Financial Data.
Lawful basis: To perform our contract with you.
- To maintain appropriate business records during and after your contribution. This includes processing personal data (including your Identity Data, Contact Data and Image Data) relating to your contribution in one of our productions.
Lawful basis: To comply with our legal obligations and where necessary for our legitimate interests to manage and administer our business effectively.
- For day-to-day business operations, including marketing and travel on our behalf (where relevant). This includes personal data relating to your contribution (including Image Data) in a production and may include a photograph or profile of you as well as details of travel arrangements and location.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- For other business purposes, such as financial planning and budgeting. This includes processing of Financial Data connected with your remuneration, or prize money.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To create, sell, and distribute / broadcast a production you are contributing to. This includes processing of personal data connected with your contribution, such as the processing of images, video and/or audio relating to you. Such processing shall include, where necessary, sharing your personal data with third parties for purposes of exploitation of your contribution, including the commissioning party, rights management platforms, and/or distribution agents.
Lawful basis: Where we process your Image Data for the purpose of the creation, sale, and distribution/broadcast of a production you are taking part in, this is necessary for our legitimate interests or those of a third party to publish your contribution as journalistic, artistic, or literary material which we believe is in the public interest and to manage and administer our respective businesses effectively and properly.
- To make any necessary adjustments to filming arrangements.
Lawful basis: To perform our contract with you and to comply with our legal obligations. Where we process your Health Data for this purpose, one of the following grounds will also apply: (1) To fulfil our legal or regulatory obligations and exercise our rights including those as an employer (where applicable) – e.g. for the health and safety of our crew, programme contributors, and others, (2) For reasons of substantial public interest based on the law (e.g. where necessary for our health and safety obligations or for insurance purposes).
- To arrange and administer any medical treatment you might need.
Lawful basis: Consent, where we have asked for your consent to process your personal data for this purpose. Where we do not have your consent, we consider it is necessary in order to protect your vital interests or the vital interests of another natural person.
- To contact you in relation to opportunities to contribute on further productions we may be working on. This includes processing of your Contact Data.
Lawful basis: We have a legitimate interest in contacting you if you have previously provided a contribution to one of our productions.
- To obtain and administer insurance.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To monitor diversity and equal opportunities. This includes processing of your Equal Opportunities Data. Where data is processed for this purpose, it will be aggregated and used for equality of opportunity monitoring purposes. We may also share aggregated and anonymised diversity statistics with regulators if formally required/requested.
Lawful basis: We have a legitimate interest in, and it is necessary for the purposes of, identifying and keeping under review the existence or absence of equality of opportunity or treatment.
- For the purposes of physical and system security. This may involve the processing of CCTV footage and records of swipe cards or similar entry cards.
Lawful basis: To comply with our legal obligations and where necessary for our legitimate interests to protect physical and system security.
- To comply with legal or regulatory requirements.
Lawful basis: To comply with our legal obligations.
- To help us establish, exercise or defend legal claims. This includes any personal data relevant, or potentially relevant, to a dispute or legal proceeding affecting us.
Lawful basis: To comply with our legal obligations and where necessary for our legitimate interests in establishing, exercising and defending legal claims.
If you are a Client, we use your personal information for the following purposes:
- To provide Services to your organisation.
Lawful basis: To perform our contract with you.
- To administer and manage our business relationship with you, such as setting up your account, sending invoices, and responding to business-related communications.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To send transactional messages, provide customer service and support.
Lawful basis: We have a legitimate interest in communicating with clients and providing customer service and support.
- For other business purposes, such as research and analysis, business development and planning, determining the effectiveness of our Services and to improve such services.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To send you information which we think you may find interesting (such as details about our products and services, market research, reports and other relevant content), in accordance with your marketing preferences.
Lawful basis: We have a legitimate interest in effectively marketing our products and services to business clients.
- To comply with legal or regulatory requirements.
Lawful basis: To comply with our legal obligations.
- To help us establish, exercise or defend legal claims.
Lawful basis: To comply with our legal obligations and where necessary for our legitimate interests in establishing, exercising and defending legal claims.
If you are a Supplier, we use your personal information for the following purposes:
- To store (and update where necessary) your contact details on our database, so that we can contact you in relation to our agreements.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To administer and manage our business relationship with you and to obtain services from you.
Lawful basis: We have a legitimate interest in managing and administering our business effectively.
- To comply with legal or regulatory requirements.
Lawful basis: To comply with our legal obligations.
- To help us establish, exercise or defend legal claims.
Lawful basis: To comply with our legal obligations and where necessary for our legitimate interests in establishing, exercising and defending legal claims.
If you are a Website Visitor, we use your personal information for the following purposes:
- To respond to your enquiries, such as a request for information about our Services.
Lawful basis: We have a legitimate interest in responding to enquiries submitted to us.
- To send you information which we think you may find interesting (such as details about our products and services, market research, reports and other relevant content), in accordance with your marketing preferences.
Lawful basis: We process this information on the basis of your consent.
- To administer and protect our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
Lawful basis: We have a legitimate interest in administering, and ensuring the security of, our Website.
- To deliver relevant website content to you and to measure and understand the effectiveness of the content we serve to you.
Lawful basis: We have a legitimate interest in delivering relevant and appropriate content to Website visitors.
- To use data analytics to improve our Website, content, marketing and user experience.
Lawful basis: We have a legitimate interest in understanding how users interact with our Website to improve our content, marketing and user experience.
What happens if you fail to provide information?
If you do not provide us with certain requested personal information or object to the processing of your personal information, we will not be able to consider you for contributions to our productions (if you are an Applicant or a Contributor), and this may limit our ability to provide the Services (if you are a Client). You can still visit our Website and learn more about Astronaut Films without giving us your personal information, but we will need your contact details to administer and respond to any enquiries you submit via the Website or otherwise.
