Contributor Privacy Notice

This privacy notice explains how TheGAS.uk Ltd uses personal data about people who contribute to our film, television, audio, online, documentary, factual, promotional, commercial, archive, educational or other media productions.

1. Who we are

The Producer and data controller is:

TheGAS.uk Ltd (Griffilms Animation Studio Ltd.)
Contact: Hywel Griffith
Email: i@thegas.uk

In this notice, “we”, “us” and “our” means TheGAS.uk Ltd.

2. Who this notice applies to

This notice applies to contributors, interviewees, on-screen participants, voice contributors, presenters, experts, members of the public, rights holders, archive providers and anyone who provides photographs, video, audio, documents, stories, information or other material for possible use in our productions.

3. What personal data we collect

We may collect and use the following types of personal data:

  • your name, contact details and signature;

  • your image, voice, likeness, biography and contribution;

  • correspondence between you and the production team;

  • information you provide in interviews, filming, audio recording, calls, emails, forms or messages;

  • production notes, research notes, consent records and release forms;

  • payment, expenses or administrative records, where relevant;

  • photographs, video, audio, documents or archive materials you provide;

  • information about your connection to the subject matter of a production.

Depending on what you choose to tell us or provide, your contribution may include sensitive personal information, such as information about health, ethnicity, political opinions, religious beliefs, trade union membership, sex life, sexual orientation, criminal allegations, safeguarding matters, disputes, personal history, family matters or other sensitive issues.

4. How we collect personal data

We may collect personal data directly from you when you:

  • sign a release form;

  • take part in filming, photography, audio recording or an interview;

  • send us information, photographs, documents, video, audio or archive material;

  • communicate with us by email, phone, message, online form or in person.

We may also collect information from publicly available sources, archive sources, production research, contributors, rights holders, clients, broadcasters, distributors, funders or other people connected with a production.

5. Why we use personal data

We use personal data for the following purposes:

  • developing, researching and producing media projects;

  • arranging and carrying out interviews, filming, photography and audio recording;

  • editing, fact-checking and legally reviewing productions;

  • clearing rights and keeping records of consent, release and permissions;

  • including contributions, images, voice, archive material or other material in productions;

  • distributing, exhibiting, broadcasting, streaming, publishing, promoting, marketing, publicising and archiving productions;

  • communicating with contributors, rights holders, clients, broadcasters, distributors, funders and other production partners;

  • paying expenses or fees, where agreed;

  • dealing with legal, regulatory, insurance, safeguarding, safety or compliance matters;

  • protecting our rights and the rights of others.

6. Lawful bases for using personal data

We may rely on one or more of the following lawful bases:

  • Contract: where processing is necessary for a release form, contributor agreement or another agreement with you.

  • Legitimate interests: where processing is necessary for our legitimate interests in developing, producing, editing, distributing, promoting, publishing and preserving productions, provided those interests are not overridden by your rights and freedoms.

  • Legal obligation: where we need to comply with legal, regulatory, insurance, accounting or compliance obligations.

  • Consent: where we ask for your consent for a specific purpose, including where required for certain sensitive personal information.

Where your contribution includes special category data or criminal-offence-related information, we will rely on an appropriate additional condition under data protection law. This may include your explicit consent where applicable, journalism or freedom-of-expression-related conditions where relevant, substantial public interest conditions where relevant, or legal claims where necessary.

7. Sensitive personal information

You do not have to disclose sensitive personal information unless you choose to do so.

If you choose to discuss or provide sensitive personal information as part of a contribution, we may use that information for the relevant production and related production, editorial, legal, compliance, distribution, publicity and archival purposes.

Where we ask for explicit consent for sensitive personal information, we will record that consent separately. You may withdraw consent, but this will not affect processing that has already taken place before withdrawal. In some cases, we may continue to use material where another lawful basis or legal exemption applies, or where a production has already been edited, distributed, broadcast, published, streamed, promoted or archived.

8. Who we may share personal data with

We may share personal data where necessary with:

  • production team members, freelancers, editors, researchers, clients, legal advisers and insurers;

  • broadcasters, distributors, festivals, platforms, sales agents, funders, archive partners and publicity partners;

  • technical service providers, storage providers, post-production providers and administration providers;

  • rights holders, contributors or third parties where needed for fact-checking, clearance or legal review;

  • regulators, courts, law enforcement, insurers or professional advisers where required or appropriate.

Material included in a production may be made available to the public worldwide through broadcast, cinema, festivals, online platforms, streaming, social media, websites, press, publicity, educational use, archive use and other media.

9. International use and distribution

Our productions may be distributed, broadcast, streamed, published, promoted, archived or otherwise made available outside the UK. This means your image, voice, contribution or other personal data included in a production may be seen or accessed internationally.

Where we transfer personal data to service providers or partners outside the UK, we will take reasonable steps to use appropriate safeguards where required by data protection law.

10. How long we keep personal data

We may keep signed release forms, consent records, rights records, production records and archive records for as long as necessary to produce, distribute, promote, protect and archive our productions and to deal with legal, rights, regulatory or insurance matters.

Unused production material may be kept for a reasonable period for production, legal, editorial, archive or rights-clearance purposes, unless deletion is required by law or agreed in writing.

Because media productions may continue to be distributed, licensed, broadcast, streamed, published, archived or referred to for many years, some records may be kept long-term where necessary.

11. Your data protection rights

Subject to legal limits and exemptions, you may have rights to:

  • ask for access to your personal data;

  • ask for incorrect data to be corrected;

  • ask for data to be erased;

  • object to certain processing;

  • ask for processing to be restricted;

  • ask for certain data to be provided in a portable format;

  • withdraw consent where processing is based on consent.

These rights are not absolute. For example, they may be limited where we need to keep information for legal, contractual, editorial, journalistic, freedom of expression, rights-clearance, archive, insurance or compliance reasons.

To exercise your rights, contact Hywel Griffith at i@thegas.uk.

12. NOTE

You can contact us first at i@thegas.uk if you have any questions or concerns about how your personal data is used.

You also have the right to complain to the UK Information Commissioner’s Office.

We may update this privacy notice if our productions, working practices, distribution arrangements or legal requirements change. The latest version will be available on our website or from us on request.