Privacy Policy

Privacy Policy

Video & DIT Cover Finder – Privacy Policy

We take your privacy very seriously. Please read this Privacy Policy (Policy) carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

Video & DIT Cover Finder is a trading name of Olive Ridley Ltd, a company with registered number 11454878 and registered address 85 Great Portland Street, London, England W1W 7LT (we, us, our) and is operating the website www.videoditcoverfinder.com (Site).

We are a staffing agency operating in the film industry. We work with skilled talent (Candidates) most often working as freelancers or via limited companies for our Clients (Services).

We are responsible for any personal data we collect we you use, access or otherwise interact with our Site or use our Services.

When we do so we are subject to the United Kingdom General Data Protection Regulation (UK GDPR) and other applicable legislation.

We are registered with the ICO as a Controller under number: ZB191985. If you have any questions about this Privacy Policy, or the way in which we handle your personal data, you can contact us on jonfenech@videoditcoverfinder.com.

Key terms

It would be helpful to start by explaining some key terms used in this Policy:

We, us, our OLIVE RIDLEY LTD with company number 11454878 and registered address 85 Great Portland Street, London, England W1W 7LT
Personal data Any information relating to an identified or identifiable individual
Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

Genetic and biometric data (when processed to uniquely identify an individual)

Data concerning health, sex life or sexual orientation
Data subject Individuals who access, use or otherwise interact with our Site or Services including Clients and Candidates
Client(s) Agents, agencies and other intermediaries in the business of supplying Candidates to endclients such as studios, networks and other enduser businesses, or studios, networks and other end-user businesses directly
Candidate(s) Prospective, past and current applicants and users of our Services and Site, being natural persons

Personal data we collect about you during the recruitment process

We may collect and use the following personal data about you, depending on whether you are a Candidate or a Client:

  • your name and contact information, company employing you and your job title
  • relevant contact information, including email address and telephone number and company details where you work as a contractor through your own limited company
  • information to check and verify your identity, eg your date of birth
  • information to enable us to undertake background or other checks on you
  • your professional online presence, eg LinkedIn profile
  • information from accounts you link to us, eg Facebook
  • your contact history and application history
  • your CV, which may include but is not limited to education, training, certificates, past and present employment or assignment experiences, current job title and years worked in present employment/in the industry, professional qualifications, memberships, languages spoken, details of papers written, references and referees, etc
  • your personal and/or professional interests, such as hobbies and job expectations
  • your driving licence details
  • whether you have access to a vehicle
  • your availabilities which are updated on a quarterly basis, start and finish dates of assignments
  • your gender, if you choose to give this to us
  • your racial or ethnic background, if pertinent to a role
  • your age group, if pertinent to a role
  • work eligibility information including information relating to your right to work in the United Kingdom or in the location of the assignment
  • your language skills
  • your remuneration expectations

We collect and use this personal data to provide our recruitment Services to you. If you do not provide personal data we ask for, it may delay or prevent us from providing Services to you.

Data which is not deemed “personal data” for the purposes of the UK GDPR, such as anonymised data, falls outside the scope of this Privacy Policy.

 

How your personal data is collected

We collect most of this personal data directly from you—in person, by telephone, text or email and/or via our Site. However, we may also collect information:

  • from publicly accessible sources, eg Companies House, social media, online browsers and other publicly available sources;
  • directly from a third party, eg:
    • background screening providers reference providers (such as your previous employers or from your education provider with your consent); 
  • We do not currently use cookies, but may do so in the future in which case we will update this privacy policy and our website with a cookies policy and appropriate consent wording where applicable.

 

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, eg:

  • where you have given consent;
  • to comply with our legal and regulatory obligations;
  • for the performance of a contract with you or to take steps at your request before entering into
    a contract; or
  • for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your information, so
long as this is not overridden by your own rights and interests. Specifically, we have a legitimate
interest to process your personal data to connect with suitable candidates to relevant vacancies. This
could include processing your past or current professional experience to identify relevant roles which
best suit the Candidate’s background. We will carry out an assessment when relying on legitimate
interests, to balance our interests against your own.

The table below explains what we use your personal data for and why.

What we use your personal data for Our reasons
Providing Services to you To perform our contract with you or to take steps at your request before entering into a contract (i.e. the recruitment mandate between us)
Preventing and detecting fraud against you or us For our legitimate interests or those of a third party, ie to minimise fraud that could be damaging for you and/or us

Conducting checks to identify our clients and verify their identity

Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business

 To comply with our legal and regulatory obligations
Ensuring business policies are adhered to, eg policies covering security and internet use For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you
Operational reasons, such as improving efficiency, training and quality control For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Ensuring the confidentiality of commercially sensitive information For our legitimate interests or those of a third party, ie to protect trade secrets and other commercially valuable information To comply with our legal and regulatory obligations
Statistical analysis to help us manage our business, eg in relation to our financial performance, customer base, Services or other efficiency measures For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service to you at the best price
Preventing unauthorised access and modifications to systems For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for you and/or us To comply with our legal and regulatory obligations
Updating and enhancing client and candidate records To perform our contract with you or to take steps at your request before entering into a contract (i.e. the recruitment mandate between us) To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our candidates and clients about existing Services, roles and opportunities and new services we may offer from time to time
Statutory returns To comply with our legal and regulatory obligations
Ensuring safe working practices, staff administration and assessments To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
Background checks via external agencies To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, ie to ensure our Client requirements are met where the role requires background checks on Candidates. We will rely on consent where we are legally required to do so such as when we collect certain special category personal data.
External audits and quality checks and the audit of our accounts For our legitimate interests or a those of a third party, i.e. to demonstrate we operate at the highest standards To comply with our legal and regulatory obligations

Where we process special category personal data, we will also ensure we are permitted to do so under the UK GDPR or other applicable data protection laws, eg:

  • we have your explicit consent;
  • the processing is necessary to protect your (or someone else’s) vital interests where you are
    physically or legally incapable of giving consent; or
  • the processing is necessary to establish, exercise or defend legal claims

Marketing


We do not currently carry out any form of direct marketing, but in the event that this changes we will update this Privacy Policy and ensure we obtain valid consent for direct marketing purposes where required. Individuals will be able to opt-out at any time. Note: We will only send Services-related communications and not marketing communications for the purposes of the UK GDPR. We use email communications to ensure we deliver our Services efficiently. If we do carry out marketing, then we may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business. We will always treat your personal data with the utmost respect and never sell it with other organisations of our business for marketing purposes.

Who we share your personal data with


We may share your personal data as follows

  • If you are a Client, we will only share your personal data with Candidates once there is a contract for a Candidate to be put forward for a role.

  • If you are a Candidate, we will only share your personal data with Clients subject to your consent to be put forward for a role or assignment. The Client will be responsible to ensure the relevant contractual guarantees are in place to protect the integrity and confidentiality of Background checks via external agencies For our legitimate interests or those of a third party, ie to ensure our Client requirements are met where the role requires background checks on Candidates. We will rely on consent where we are legally required to do so such as when we collect certain special category personal data.

  • With other third parties who perform services on our behalf, including but not limited to professional advisors, payment service providers, information technology consultants conducting testing and development work on our business systems, data storage and processing, document retention, research, and to outsourcing partners. 

  • Any third parties approved by you, eg social media sites you choose to link your account with us to, or where you interact with any social buttons on our Site


We only allow our service providers and any above-mentioned third parties to handle your personal data if we are satisfied they take appropriate measures to protect your personal data according to relevant data protection laws. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.


We may also need to:



  • share personal data with external auditors for the audit of our accounts;

  • disclose and exchange information regulatory or law enforcement bodies, if we are required to disclose personal data by law or if it is necessary for crime investigation, tax, compliance with applicable law, legal process or court order purposes or in connection with legal proceedings.

  • share some personal data with other parties, such as potential buyers of some or all of our business or during a restructuring—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations.


If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

Where your personal data is held

Personal data may be held at our offices, those our of Clients, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).

All data is stored on a hard drive in the UK – we do not use cloud storage and our Site is hosted on a UK server.

However, as our business grows, some of our third parties may be based outside the UK or the European Economic Area. For more information, including on how we safeguard your personal data when this happens, see below: Transferring your personal data out of the UK.

How long your personal data will be kept

We will keep your personal data while you have an account with us or we are providing Services to you. Thereafter, we will keep your personal data for as long as is necessary:

  • to respond to any questions, complaints or claims made by you or on your behalf;
  • to show that we treated you fairly;
  • to keep records required by law.

We will not keep your personal data for longer than necessary. Different retention periods apply for different types of personal data.
When it is no longer necessary to keep your personal data, we will delete or anonymise it.

Transferring your personal data out of the UK

Whilst all personal data is currently stored in the UK, this may evolve as our business grows and depending on where you are based, our Clients (and their end-clients are based) and of course where the role/assignment itself is based. Therefore to provide the best Services to you, it may become necessary for us to share your personal data outside the UK, eg:

  • with our Clients located outside the UK;
  • with your and our service providers located outside the UK;
  • if you are based outside the UK;
  • where the role or assignment or end-client is based outside of the UK.

Note: If our practices change and we routinely start to transfer data outside of the UK, we will update this Policy.

Under data protection law, we would only transfer your personal data to a country or international organisation outside the UK where:

  • the UK government has decided the particular country or international organisation ensures an adequate level of protection of personal data (known as an ‘adequacy decision’);
  • there are appropriate safeguards in place such as the Commission’s Standard Contractual Clauses or UK equivalent contractual safeguards as amended from time to time, together with enforceable rights and effective legal remedies for data subjects;
  • on the basis of your consent; or
  • a specific exception applies under data protection law

These are explained below.

Adequacy decision

When and if we may transfer your personal data abroad to certain countries, we will do so in the first instance on the basis of an adequacy decision. These include:

  • all European Union countries, plus Iceland, Liechtenstein and Norway (collectively known as the ‘EEA’);
  • Gibraltar; and
  • Andorra, Argentina, Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Japan, Jersey, New Zealand, Switzerland and Uruguay.

The list of countries that benefit from adequacy decisions will change from time to time. We will always seek to rely on an adequacy decision, where one exists.

Other countries we are likely to transfer personal data to do not have the benefit of an adequacy decision. This does not necessarily mean they provide poor protection for personal data, but we must look at alternative grounds for transferring the personal data, such as ensuring appropriate
safeguards are in place or relying on an exception, as explained below.

Transfers with appropriate safeguards

Where there is no adequacy decision, we may transfer your personal data to another country if we are satisfied the transfer complies with data protection law, appropriate safeguards are in place, and enforceable rights and effective legal remedies are available for data subjects.

The safeguards will usually include using legally-approved standard data protection contract clauses.

To obtain a copy of the standard data protection contract clauses and further information about relevant safeguards, please contact us (see ‘How to contact us’ below).

Transfers under an exception

In the absence of an adequacy decision or appropriate safeguards, we may transfer personal data to a third country or international organisation where an exception applies under relevant data protection law, eg:

  • you have explicitly consented to the proposed transfer after having been informed of the possible risks;
  • the transfer is necessary for the performance of a contract between us or to take pre-contract measures at your request;
  • the transfer is necessary for a contract in your interests, between us and another person; or
  • the transfer is necessary to establish, exercise or defend legal claims

We may also transfer information for the purpose of our compelling legitimate interests, so long as those interests are not overridden by your interests, rights and freedoms. Specific conditions apply to such transfers and we will provide relevant information if and when we seek to transfer your personal data on this ground.

Your rights

You have the following rights, which you can exercise free of charge:

Access The right to be provided with a copy of your personal data
Rectification The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)

The right to require us to delete your personal data—in certain situations
Restriction of processing The right to require us to restrict processing of your personal data in certain circumstances, eg if you contest the accuracy of the data
Data portability The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object

The right to object:

—at any time to your personal data being processed for direct marketing (including profiling);

—in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights.

If you would like to exercise any of those rights, please:

  • email, call or write to us—see below: ‘How to contact us’; and
  • provide enough information to identify yourself (eg your full name, address and customer or
    assignment or Client/Candidate reference number) and any additional identity information we
    may reasonably request from you;
  • let us know what right you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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

How to complain

Please contact us if you have any query or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner. The Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113

Changes to this privacy policy

This privacy notice was published on 6/9/2021 and last updated on 23/12/2021.

We may change this Privacy Policy from time to time—if we make any material changes to this Policy we will inform you via this page.

How to contact us

You can contact us by post, email or telephone if you have any questions about this Privacy Policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

85 Great Portland Street, London, England W1W 7LT

jonfenech@videoditcoverfinder.com

+44(0)7985769740