Data Protection Policy for Freelancer HR

1. Introduction

Freelancer HR ("we", "us", or "our") is committed to protecting and respecting the privacy of all individuals whose data we process, including freelancers, production companies, and colleagues involved in TV and film productions. This Data Protection Policy outlines how we collect, use, store, and safeguard personal information, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Scope of this Policy

This policy applies to all personal data collected by Freelancer HR, specifically:

  • Freelancers' feedback: Information about freelancers' experiences with production companies and colleagues in TV and film productions.
  • Allegations of inappropriate behaviour: Personal details related to any complaints or allegations made by freelancers against colleagues or production companies, including but not limited to harassment, discrimination, or other inappropriate conduct.

This policy outlines our obligations regarding the collection, storage, and use of such data, as well as the rights of individuals whose data we process.

3. Data Controller

Freelancer HR is the data controller responsible for the processing of personal data. We can be contacted at:

Organisation name: Freelancer HR
Email address: info@freelancerhr.org
Postal address: 21 Halsmere Road, London SE5 9LN
Phone number: 07775582492

4. Types of Data We Collect

We collect the following types of personal data:

  • Freelancer feedback: This may include freelancers' personal experiences with production companies and colleagues, including opinions and ratings on work environments and collaboration.
  • Inappropriate behaviour allegations: This includes sensitive information such as details of any allegations or complaints made by freelancers against colleagues, production companies, or other parties involved in the production.

The data we collect may include:

  • Name, contact details, and role in the production (for freelancers)
  • Names, contact details and roles of colleagues of the freelancers who use our services
  • Details of the production (name, date, location)
  • Descriptions of experiences, including any instances of inappropriate behaviour or misconduct
  • Any follow-up actions or outcomes

5. Lawful Basis for Processing

We process personal data based on the following lawful bases, as outlined in Article 6 of the UK GDPR:

  • Consent: We obtain explicit consent from freelancers before collecting feedback or complaints. Freelancers may withdraw their consent at any time.
  • Contractual necessity: We process data where necessary for the performance of an agreement with a freelancer or production company.
  • Legal obligation: Where appropriate, we may process personal data to comply with legal obligations, including investigations into allegations of inappropriate behaviour.

6. Purpose of Data Processing

We process personal data for the following purposes:

  • To collect and analyse feedback from freelancers about their experiences on productions.
  • To investigate and respond to any allegations of inappropriate behaviour or misconduct.
  • To maintain secure records of the data for the purpose of improving the working environment for freelancers and promoting better practices in the industry.

7. Data Security

We are committed to ensuring that personal data is stored and processed securely. The data we collect will be stored in encrypted databases or on password-protected servers, and only authorised personnel from Freelancer HR will have access to the data. We use third-party services, such as Jotform, to securely store the data, and these services are fully compliant with GDPR requirements.

Access to sensitive data (such as allegations of inappropriate behaviour) is strictly restricted, and we have implemented measures to ensure that data is only accessible to those who need it for legitimate purposes. This includes:

  • Data encryption
  • Secure password protection
  • Regular security audits

8. Data Retention

Personal data will not be kept for longer than necessary. Freelancer HR will retain data for the following periods:

  • Feedback on production experiences: Data will be retained for up to 5 years for analytical purposes and to inform future improvements in working conditions.
  • Allegations of inappropriate behaviour: Data will be retained for up to 6 years from the resolution of the matter, or longer if required for legal or regulatory reasons.

Once data is no longer needed, it will be securely deleted.

9. Data Subject Rights

As an individual whose data we process, you have the following rights under the UK GDPR:

  • Right to access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can request that we correct any inaccurate or incomplete personal data.
  • Right to erasure: You can request that we delete your personal data under certain circumstances.
  • Right to restriction of processing: You can request that we restrict the processing of your data under certain conditions.
  • Right to data portability: You can request that we transfer your personal data to another service provider.
  • Right to object: You can object to the processing of your personal data under certain circumstances.

To exercise any of these rights, please contact us using the details in Section 3.

10. Sharing of Personal Data

We will not share personal data with third parties unless we have explicit consent from the individual or if it is required to comply with a legal obligation. We may share data with:

  • Law enforcement or regulatory authorities: If required by law or to investigate allegations of misconduct.
  • External auditors or researchers: For the purposes of improving practices and conducting analyses, provided they are subject to confidentiality agreements.

11. International Transfers

We do not transfer personal data outside of the UK, except in the case of using third-party services such as Jotform. Any international data transfers will be subject to appropriate safeguards, as required by GDPR.

12. Complaints

If you believe that your personal data has been processed in a way that does not comply with the UK GDPR, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO contact details:
Website: https://www.ico.org.uk
Email: casework@ico.org.uk
Phone: 0303 123 1113

13. Changes to this Policy

We may update this Data Protection Policy from time to time. Any changes will be communicated to you via email or through notices on our website.

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