Who we are
Spectrum Film Productions is a video production business based in Devon, UK. For the purposes of this policy we are the “controller” of your personal information, which means we decide how it's used and we're responsible for looking after it.
Spectrum Film Productions Ltd is a company registered in England and Wales (company number 17016644). Registered office: 51 Barley Farm Road, Exeter EX4 1NJ.
For any question about your information, email production@spectrumfilm.co.uk.
What we collect and why
If you get in touch
When you use our enquiry form or email us, we receive your name, email address and anything else you choose to tell us, such as your company, what you'd like to make, your timings and a rough budget. We use this to reply, talk through your project and send you a quote.
Lawful basis: our legitimate interest in replying to people who contact us, and taking steps you've asked for before entering into a contract.
If you're a client
We keep the contact details of the people we work with, along with the briefs, scripts, contracts, invoices and messages that go with each project. We use these to deliver the work, get paid and keep proper business records.
Lawful basis: performing our contract with you or your organisation, and meeting our legal obligations, such as tax and accounting rules.
If you appear in one of our films
When we film, we record people's images and voices, and sometimes their names and job titles. Anyone featured, such as an interviewee or presenter, is told how the film will be used and asked to sign a release form. People who appear only in the background are recorded as part of filming in a public place or workplace, and we take care not to show anyone in a way they wouldn't reasonably expect.
If anyone under 18 appears, we ask a parent or guardian for consent. If a film might reveal sensitive information about someone, such as their health, we only use it with that person's explicit consent.
When we make a film for a client, the client also decides how the finished film is used, and their own privacy policy applies to that use.
Lawful basis: consent for featured contributors; our and our client's legitimate interests for incidental background footage.
If you visit this website
This website doesn't use cookies, analytics or advertising trackers, and we don't build profiles of visitors.
Like any website, our hosting provider automatically records basic technical information, such as your IP address, browser type and the pages requested, to keep the site running and secure. The site's typeface is loaded from Google Fonts, so your browser connects to Google's servers and Google receives your IP address. Google's own privacy policy applies to that.
Lawful basis: our legitimate interest in running a secure, working website.
Who we share it with
We don't sell your personal information or share it for anyone else's marketing. We only share it where we need to:
- Service providers who help us run the business, such as our website host, email provider, cloud storage and accounting software. They may only use it to provide their service to us.
- Freelancers working on your project, such as a sound recordist or second camera operator. They receive only what they need and must keep it confidential.
- Professional advisers, such as our accountant, and authorities such as HMRC where the law requires it.
Storing information outside the UK
Some of our service providers may store information outside the UK. When they do, we make sure it's protected by the safeguards UK law requires, such as UK adequacy regulations or approved contract terms.
How long we keep it
- Enquiries that don't become a project: up to [12 months], then deleted.
- Client records, contracts and invoices: [six years] after the end of the financial year they relate to, as tax law requires.
- Footage and project files: as long as your agreement with us says, or [two years] after delivery if nothing was agreed. Release forms are kept for as long as the film is in use.
- Website server logs: for as long as our hosting provider keeps them, usually a few weeks.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct anything that's wrong or incomplete
- ask us to delete your information
- ask us to limit how we use it, or object to us using it
- ask us to send it to you or another organisation in a usable format
- withdraw your consent at any time, where we rely on consent. This doesn't affect anything we've already done.
To use any of these rights, email production@spectrumfilm.co.uk. We'll reply within one month, and there's normally no charge. If you've appeared in a film and change your mind, we'll do what we reasonably can, but we may not be able to withdraw a film that has already been published or broadcast.
Complaints
If you're unhappy with how we've handled your information, please tell us first and we'll try to put it right. You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk.
Changes to this policy
We'll update this page if anything changes. The date at the top shows when it was last revised.