Website Privacy Policy

Website Privacy Policy.

INTRODUCTION  

Five Mile Films is a Bristol based independent television company committed to making popular, high quality, innovative television (“Services”).

Five Mile Films respects your privacy and is committed to protecting your personal data. We ask that you read this Privacy Policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information through your use of this Website or in relation to the Services we provide to our Clients, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Please read the Definitions at section 16 to understand the meaning of some of the terms used in this privacy notice.

IMPORTANT INFORMATION AND WHO WE ARE

1. WHAT DOES THIS PRIVACY POLICY COVER

This Privacy Policy covers any personal information we might collect from you or which we have obtained about you from a third party: (1) in connection with the Services we provide to our Clients, (2) where you provide services to us as a Supplier, and (3) when you visit our website at https://www.fivemilefilms.co.uk (“Website”).

Our Website and Services are not intended for children, and we do not knowingly collect data relating to children. It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other notices and is not intended to override them

2. WHO COLLECTS INFORMATION ABOUT YOU?  

Five Mile collects, uses and is responsible for certain personal information about you. When we do so we are responsible as a ‘controller’ of that personal information.

Please note: When we mention ”Five Mile”, “we”, “us” or “our” in this privacy policy, we are referring to Five Mile Films Limited or its subsidiary company responsible for processing your data.

3. THE DATA WE COLLECT ABOUT YOU  

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

•         Identity Data includes information such as first name, maiden name, last name, title, date of birth and gender, image, signature, job title and company

•         Contact Data includes information such as email address, home addresses, business address, telephone numbers and professional and/or social network profile details. 

• Financial Data includes information such as (i) credit card and/or billing information so that we can charge you for the 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 information such as internet protocol (IP) address, your login data, 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.

Unless notified to you separately (and subject to your right to give explicit consent where applicable), we do not intentionally collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

4. HOW IS YOUR PERSONAL DATA COLLECTED?  

We use different methods to collect data from and about you including through:

•         Direct interactions. You (or an individual at your organisation) may give us your Identity and Contact data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

•         wish to give us information about services you can provide;

•         request information about one of our productions;

•         respond to an email from us; or

•         give us some feedback or respond to communications.

•         Automated technologies or interactions. As you interact with our website, we may automatically collect some Technical Data and Usage Data about your browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our Cookie Policy for further details.

•         Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

•         Identity and Contact Data from publicly available sources such as Companies House, professional networking sites such as  LinkedIn (or other equivalent on-line organisations)and general market research.

•         Employer or third party references.

5. HOW WE USE YOUR PERSONAL DATA 

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

•         Where needed to perform a service or contract we are about to enter into or have entered into with you.

•         Where it is necessary for our legitimate interests (or those of a third party) such as administering and managing our business relationship with you, and your interests and fundamental rights do not override those interests.

•         Where we need to comply with a legal or regulatory obligation. 

Generally we do not rely on consent as a legal basis for processing your personal data.  Where we require your consent as a legal basis for processing your personal data and you have not already given your informed consent, we will usually ask you to sign a separate notice or letter setting out the grounds for such processing.  Unless we have another legitimate reason to process your data, you are entitled to withdraw your consent at any time by emailing us at privacy@fivemilefilms.co.uk.  Your legal rights are set out in more detail at section 13.

6. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA  

We have set out below, in a table format, a description of all the ways we plan to use your personal data when, and which of the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

If you are a Client, we use your personal information for the following purposes:

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new contact	(a) Identity (b) Contact	Necessary for our legitimate interests
To provide Services to your organisation	(a) Identity (b) Contact	(a) Performance of a contract with you (b) Necessary for our legitimate interests
To administer and manage our business relationship with you which will include: (a) setting up your account (b) sending invoices (c) responding to business-related communications	(a) Identity (b) Contact	Necessary for our legitimate interests
To send transactional messages, provide customer service and support	(a) Identity (b) Contact	Necessary for our legitimate interests
For other business purposes, such as research and analysis, business development and planning, determining the effectiveness of our Services and to improve such services	(a) Identity (b) Contact (c) Financial Data (d) Marketing and Communications Data	Necessary for our legitimate interests
To comply with legal or regulatory requirements	(a) Identity (b) Contact (c) Financial Data (d) Marketing and Communications Data	Compliance with a legal obligation
To help us establish, exercise or defend legal claims	(a) Identity (b) Contact (c) Financial Data (d) Marketing and Communications Data	Necessary for our legitimate interests

If you are a Supplier, we use your personal information for the following purposes:

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To store (and update where necessary) your contact details on our database, so that we can contact you in relation to our agreements	(a) Identity (b) Contact	Necessary for our legitimate interests
To manage and administer our business relationship with you and to obtain services from you.	(a) Identity (b) Contact	(a) Performance of a contract (b) Necessary for our legitimate interests
To comply with legal or regulatory requirements	(a) Identity (b) Contact (c) Financial Data	Compliance with a legal obligation
To help us establish, exercise or defend legal claims	(a) Identity (b) Contact (c) Financial Data	Necessary for our legitimate interests

If you are a Website Visitor, we use your personal information for the following purposes:

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To respond to your enquiries, such as a request for information about our Services	(a) Identity (b) Contact	Necessary for our legitimate interests
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	(a) Identity (b) Contact (c) Marketing and Communications Data	Necessary for our legitimate interests
To administer and protect our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Technical Data (b) Usage Data	Necessary for our legitimate interests
To deliver relevant website content to you and to measure and understand the effectiveness of the content we serve to you	(a) Technical Data (b) Usage Data	Necessary for our legitimate interests
To use data analytics to improve our Website, content, marketing and user experience	(a) Technical Data (b) Usage Data	Necessary for our legitimate interests
To comply with legal or regulatory requirements	(a) Identity (b) Contact (c) Technical Data (d) Usage Data (e) Marketing and Communications Data	Compliance with a legal obligation
To help us establish, exercise or defend legal claims	(a) Identity (b) Contact (c) Technical Data (d) Usage Data (e) Marketing and Communications Data	Necessary for our legitimate interests

CHANGE OF PURPOSE  

 We will only use your personal data 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 data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

7. WHO DO WE SHARE YOUR PERSONAL DATA WITH?  

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

• Other group companies for the purposes of negotiating, entering into or performing a contract to which you are a party
• Service providers who perform functions on our behalf and/or help us in providing the Services, such as cloud-based software and hosting suppliers, payroll, IT and system administration services. Our service providers are required to keep your information confidential and are not allowed to use it for any other purpose than to carry out the services they are performing.
• Professional advisers including lawyers, bankers, auditors and insurers, if necessary, as part of the professional services they are performing.
• HM Revenue & Customs, regulators and other authorities who we may be required to share personal information with as required to comply with the law.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

8. INTERNATIONAL TRANSFERS  

Where personal information is shared and disclosed as set out above, these parties may be established outside the UK. For example, some of the service providers we use to support our services are based in the European Union and/or the United States, and this would involve a transfer of your personal information to the European Union or the United States, respectively. Whenever we transfer your personal data out of the UK, we endeavour to ensure a similar degree of protection is afforded to it by the implementation of one of the following:

•         We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

•         Where we use certain service providers, we may use specific contract clauses approved for use in the UK which give personal data the same protection it has in the UK.

9. DATA SECURITY  

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. COOKIES  

We may use cookies and other information gathering technologies to learn more about how you interact with our Website. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. Please see our Cookie Policy  for more information about the cookies we use.

11. THIRD-PARTY LINKS  

This website may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

12. HOW LONG WILL YOU USE MY PERSONAL DATA FOR?  

We will only retain your personal data 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.  We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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. 

Where applicable, by law we have to keep basic information about some individuals (including contact, identity and financial data) for six years in order to comply with tax regulation.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

13. YOUR LEGAL RIGHTS  

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Subject to any exemptions provided by law, you may have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to certain other supplementary information that this Privacy Policy is already designed to address.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Object to decisions being taken by automated means which produce legal effects concerning you or significantly affect you.Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please email us at privacy@fivemilefilms.couk.

NO FEE USUALLY REQUIRED  

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU  

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

TIME LIMIT TO RESPOND  

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

14. CONTACT DETAILS  

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights in relation to data, please contact the data privacy manager using the details set out below.

Our full details are:

Full name of legal entity: Five Mile Films Limited

Email address: privacy@fivemilefilms.co.uk

Postal address: 34 Whiteladies Road, Clifton, Bristol, BS8 1LT

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk), though please contact us first to see if your query can be resolved.

15. CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES  

This version was last updated on 24^th June 2024.  To ensure that you are always aware of how we use your personal information we will update this Privacy Policy from time to time to reflect any changes to our use of your personal information and as required to comply with changes in applicable law or regulatory requirements. However, we encourage you to review this Privacy Policy periodically to be informed of how we use your personal information.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

16. DEFINITIONS  

Clients means any of our clients (including the individuals working for our clients) to whom we provide the Services. Clients also include prospective clients, such as contacts who we have communicated with but have not yet engaged us to provide Services.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps in response to your enquiry or questions or at your request before entering into such a contract.

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 (anonymous data).

Suppliers means those external vendors and suppliers that provide services to Five Mile.

Website Visitors means individuals who visit our Website and who may opt to provide us with personal information to request further information or to receive marketing communications from us.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

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