Privacy Policy

This Website is operated by Mitre Studios Limited (“us”/“we”/”our”). We are committed to protecting your privacy and we are the controller and are responsible for your personal information. This Privacy Policy should be read in conjunction with the Terms and Conditions of use and the Cookie Policy for www.mitrestudios.com (the “Website”) of which it forms part.

This Privacy Policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information and procedures that we have in place to safeguard your privacy. You can skip to a particular section of this Privacy Policy by clicking through the links set out on the right hand side of this page.
We may amend this Privacy Policy from time to time to keep it up to date with legal requirements and the way we operate our business. Please regularly check these pages for the latest version of this notice.

The information we collect and how we use it

We will use, store or otherwise process any personal information that relates to and identifies you, including but not limited to your name, postal address, e-mail address, telephone number and any other information collected on registration, through online forms to the extent reasonably necessary to provide the services that are available through our Website or to the extent reasonably necessary in respect of any projects you are involved in with us. We will collect this information through:
• direct interactions with you (for example, where you provide us with your information by completing an online form, contacting us by phone or e-mail, contributing to one of our productions or otherwise interacting with us); or
• automated technologies or interactions. Please see our Cookie Policy for further information.

If you take part in one of our projects (which may include the production of audio-visual content), we will need to collect basic information about you such as your name and contact details.

Depending on the nature of the project, we may need to collect information about your background (such as education and employment), and your family, lifestyle and social circumstances. For some projects, we may also need to ask you to provide more sensitive information, such as about criminal proceedings and or your state of health. Please see below on Special Category Data or Criminal Offence Data for more details. You do not need to provide this information to us, but if you do not do so, you may be unable to take part in the production.

In the event we need to understand more about you and your background in order to assess your suitability or capability to be in our programmes/content, or ensure that we can safeguard the health and safety of all contributors including you during production, we may also need to process certain sensitive information about you (known as Special Category Data or Criminal Offence Data) as follows:
• Background checks about you and results of such checks via social media, Google/Lexis Nexis search, online search tools and other publicly available sources
• Any information about you in relation to your health or disability status, including statement of health forms, the results of any covid-19 testing or to identify any medical conditions for which allowances should be made and whether you are currently taking any medication.
• The results of any medical examination undertaken of you or the details set out in a GP letter about your health
• Any personal disclosures from you about your Criminal Offence Data including any convictions, restraining orders or any other Criminal Offence Data
• 3 forms of identification to enable disclosure from the Disclosure Barring Service (DBS) or similar service and the results from such service in relation to any Criminal Offence Data about you
• Skype, zoom or other technology recordings of you and your family – both audio and visual
• Results from any psychological testing (where applicable)
• Information about you for equality monitoring purposes
• We may also need to collect certain other Special Category Information about you including information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information, information concerning your health, and information concerning your sex life or sexual orientation.
• We will only collect and use such Special Category Information where you have given us your explicit consent or where we have a legal obligation to do so.

We may also ask you to provide information about yourself for equality monitoring purposes. You do not need to provide this information if you do not want to.

We process this information for the purpose of:

• To confirm your identity;

• To administer and manage your application to take part in one of our projects;

• To review completed application forms and other information and supporting documents provided by you to assess your suitability to participate and become a contributor in one of our projects;

• Making a decision about your casting or the extent and/or nature of your involvement in a project;

• To film you (if required) for our projects;

• To develop, produce, distribute, market, exploit, manage and administer our audio and audiovisual content

• To deal with your requests and enquiries

• To review personal disclosure forms from you, DBS results and background check results about you for the purpose of assessment of your suitability to appear or contribute to project we are producing, and to ensure that we and you can comply with our Child Protection Policy

• Determining the terms on which you work for us

• Administrating your account

• Business management and planning

• Making decisions about your continued involvement in development and/or production activities
• Dealing with legal disputes

• Training requirements

• Making reasonable adjustments due to a disability

• To comply with legal and regulatory obligations (such as health and safety requirements)
• To prevent fraud

• To monitor diversity and equal opportunities

• To assess suitability to participate in a project

• Analysing participation and creating anonymous statistics.

We also gather information and statistics for the purposes of monitoring Website usage and may provide such aggregate information to third parties. These statistics will not include information that can be used to identify you.
If you choose to post messages on our Website, we will collect that information you provide to us. We retain this information as necessary to resolve disputes, provide customer support and troubleshoot problems as permitted by law.

Marketing and our communications with you

You may from time to time wish us to provide you with information about our Website or any other service or products including those of third parties which we think may be of interest to you. We will only send you information about:
• our services; or

• services offered jointly with or on behalf of other organisations, if you have asked us to provide you with such information.
We will only ever send you promotional information in accordance with your preferences.
Alternatively, you may ask us to provide you with information about our services and/or services offered jointly with or on behalf of other organisations by sending us an e-mail at enquires@mitrestudios.com or writing to us at the following address: Mitre Studios Limited, 23 Grove Park Terrace, London, W4 3QE. If you stop using the Website or your permission to use the Website is terminated, we may continue to use and disclose your personal information in accordance with this Privacy Policy (as amended from time to time) and as permitted by law. However, if you wish us to stop e-mailing you with information in connection with the Website, please send your request in accordance with the “Your rights in relation to your information” section below.
If you have any concerns about the use of your personal information by us please contact us in writing at Mitre Studios Limited, 23 Grove Park Terrace, London, W4 3QE.

The legal basis for using your personal information

We will only collect, use and share your personal information where we are satisfied that we have an appropriate legal basis to do this. This may be because:
• our use of your personal information is in our legitimate interest as a commercial organisation (for example, where we undertake market research or retain information as a reference tool or general resource) – in these cases we will look after your information at all times in a way that is proportionate and respects your privacy rights and you have a right to object to processing as explained in the “Your rights in relation to your information” section below;
• you have provided your consent to us using your personal information (for example, in relation to any electronic direct marketing communications we send to you);
• our use of your personal information is necessary to perform a contract or take steps to enter into a contract with you (for example, to facilitate your entry into the competitions that you enter); and/or
• our use of your personal information is necessary to comply with a relevant legal or regulatory obligation that we have (for example, where we are required to make filings with HMRC or other government agencies, or to comply with requests or law enforcement or other regulatory bodies).

Information security and retention

The Internet is not a secure medium. However, we have put in place various security procedures as set out in this Privacy Policy. Please be aware that communications over the Internet, such as emails/webmails are not secure unless they have been encrypted. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control. We adopt appropriate policies, rules and technical measures to protect the personal data that we have under our control (having regard to the type and amount of that data) from unauthorised access, improper use or disclosure, unauthorised modification, unlawful destruction or accidental loss. All of our employees and data processors that have access to, and are associated with, the processing of your personal information are obliged to respect the confidentiality of our visitors’ information. We ensure that your information will not be disclosed to government institutions or authorities except if required by law or when requested by regulatory bodies or law enforcement organisations.
We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected, as explained in this Privacy Policy. In some circumstances we may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, accounting requirements.
In specific circumstances we may store your personal information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your personal information or dealings.

To whom will your information be disclosed?

Your information may, for the purposes set out in this Privacy Policy, be disclosed for processing to:

• our employees;

• our group companies and their employees;

• successors in title to our business and any potential or actual third party purchaser of our business or assets;

• our clients (including broadcasters) for whom we make our audiovisual content;

• your current or former employer;

• character records check agencies;

• third party consultants, contractors or other service providers who may access your personal information when providing services (including but not limited to IT support services) to us;
• government bodies and law enforcement agencies and in response to other legal and regulatory requests;
• auditors or contractors or other advisers auditing, assisting with or advising on any of our business purposes, in any jurisdiction where we operate.

Your rights in relation to your information

Subject to certain exemptions, and in some cases dependent upon the processing activity we are undertaking, you have certain rights in relation to your personal information. We may ask you for additional information to confirm your identity and for security purposes, before disclosing the personal information requested to you. We reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive. You can exercise your rights by contacting us using the contact details set out at the end of this Privacy Policy. Please quote your name and address. We may not always be able to fully address your request, for example if it would impact the duty of confidentiality we owe to others, or if we are legally entitled to deal with the request in a different way.
You can write to us at any time to obtain a copy of your information and to have any inaccuracies corrected. Where appropriate, you may have your personal information erased, rectified or amended. We should be grateful if you would also provide brief details of the information of which you would like a copy or which you would like to be corrected (this helps us to more readily locate your data).

You can ask us to restrict our use of your personal information, but only where (i) its accuracy is contested, to allow us to verify its accuracy; or (ii) the processing is unlawful, but you do not want it erased; (iii) it is no longer needed for the purposes for which it was collected, but we still need it to establish, exercise or defend legal claims; or (iv) you have exercised the right to object (see below), and verification of overriding grounds is pending.
You can object to any processing of your personal information which has our legitimate interests as its legal basis, if you believe your fundamental rights and freedoms outweigh our legitimate interests.
If you raise an objection, we have an opportunity to demonstrate that we have compelling legitimate interests which override your rights and freedoms.
You can request that we change the manner in which we contact you for marketing purposes.
You also have the right to lodge a complaint with the Information Commissioner’s Office, which can be contacted on 0303 123 1113 or via other methods of communication as explained on their website https://ico.org.uk

Cookies

Our Website uses cookies for identification, analysis and advertising purposes. By using the Website you consent to the storing and accessing of cookies on your device. Please see our Cookie Policy for more information on how our Website uses cookies.

Transferring information globally

Owing to the global nature of the Internet infrastructure, the information you provide may be transferred in transit to countries outside the European Economic Area (“EEA”). Countries outside of the EEA may not have similar protections in place regarding your data and its use as set out in this policy. However, we have taken the steps outlined in the “Information security and retention” section above to try and protect the security of your information. Where we transfer your personal information to third parties who help provide our services, we obtain contractual commitments from them to protect your personal information. Some of these assurances are well recognized certification schemes like the EU – US Privacy Shield for the protection of personal information transferred from within the EU to the United States. You have a right to contact us (using the details at the end of this Privacy Policy) for more information about the safeguards we have put in place to ensure the adequate protection of your personal information when this is transferred as mentioned above.

Use of your personal information submitted to other websites

We are not responsible for the privacy policies and practices of other websites even if you accessed the third party website using links from our Website. We recommend that you check the policy of each website you visit and contact the owner or operator of such website if you have concerns or questions.
Further information and how to contact us

For further information from us on data protection and privacy or any requests concerning your personal information please write to Mitre Studios Limited, 23 Grove Park Terrace, London, W4 3QE or contact us by email at enquires@mitrestudios.com

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