Airview Productions Limited (company number 09384110), whose registered office is at 20-22 Wenlock Road, London, N1 7GU, is a London video production company offering video production services across the UK.
Keeping your data safe
So. Who are we?
Airview Productions is an independent video production company based in London carrying out video and photography services across the world. We produce videos and imagery for clients to make photography and video content for corporate, crowdfunding, online and social media purposes and other similar areas.
This policy applies to any personal information handled by Airview Productions with airviewproductions.co.uk produced and operated by us.
Who’s in control?
Airview Productions asks for contributors and participants consent for all services we provide. When working with contributors and participants to produce imagery and video content we ask for consent to be freely given, specific, informed and unambiguous. Each individual must provide “clear affirmative action” that they consent to the video content, materials being created for the specific purpose. Airview Productions will expressly obtain active consent from an individual that the footage is to be used for each specific purpose. Further, at the time of obtaining consent, Airview Productions will explain to individuals that they are able to withdraw consent at any time but also that this would not render processing on the basis of consent prior to withdrawal to be unlawful. Individuals must also be able to easily and freely withdraw consent at any time and use their right to be forgotten. If consent is withdrawn, Airview Productions will be able to provide a legitimate interest statement for its own requirements for Airview Productions led projects. Airview Productions is being paid to create imagery and video content for another party/client/ business and we ask that clients offer a legitimate interest statement to Airview Productions on request. In this respect, the legitimate interest is held by our client is to offer transparency and action to participants and contributors associated with the imagery and video content we make for this purpose. Clients will offer Airview Productions an indemnity for this purpose.
Legitimate Interest for Businesses
When providing services to a client, Airview Productions will ask that they require the necessary consent and offer all and every needed indemnity and protection to Airview Productions in respect to all contributors, participants and subjects, in the instance where consent is subsequently withdrawn from the individual.
The client/commissioner of Airview Productions will have lawful ground for processing of a business having a “legitimate interest” in the imagery and video content even when individuals might withdraw their consent. Airview Productions will rely on the onus for the legitimate interest to be solely with the business/client/commissioner that employs, instructs or partners with Airview Productions. For all purposes aforementioned, Airview Productions will have a legitimate interest in the video content created as they have been expressly commissioned to create this content for the business or client.
On commission of work, Airview Productions will confirm that the business/client/commissioner commissioning Airview Productions for any and all of its services have a “legitimate interest” in continuing to process personal data.
For Airview Productions led projects and work for any and all of its services have a “legitimate interest” in continuing to process personal data where:
i) There is a real business interest being pursued in continuing to process the personal data;
ii) The processing is absolutely necessary in order for the business to pursue that interest (i.e. the interest cannot be pursued in another way which is proportionate); and
iii) The processing is balanced against the impact such processing will have on the fundamental rights and freedoms of data subjects.
What data do we collect and where from?
We collect some data directly from you when you register for the Airview Productions newsletter. This data includes the following:
your full name;
your email address;
Your Company/organisation/trading name
Landline and mobile numbers
Mailing and billing addresses
Social media handles
PA contact details (name, email, landline)
Forms and survey responses
your date of birth; (if you choose to provide it)
your gender (if you choose to provide it);
your postcode and address (if you choose to provide them); and
place of employment (if you choose to provide it)
We collect information about how you use Airview Productions website and social media and similar technology. This includes your viewing history, IP addresses, device identifiers and information about how long you have stayed on certain pages or what pages you have clicked on (Behavioural Data).
We collect information from you on your consent forms to be filmed or recorded on video, film and audio visual for the purposes of a specific project, film, production, programme, online content and also for a specific workshop, educational programme, seminar, course or masterclass where the production or creation of a video or film materials is part of the process.
We collect information about you when you participate in competition, such as your contact information. This data is only used for the purposes of the relevant competition and will be subject to the terms and conditions of that competition, which will be notified to you when you enter the competition.
We will collect personal information from job applications (such as, your CV, the application form itself, cover letter and interview notes and recordings).
We also collect anonymised publicly available information from social networking sites such as Facebook, Youtube, Instagram and Twitter and others similar, for example likes, shares, tweets and posts about Airview Productions. This information is provided to us by a third party and is fully anonymised so we cannot see who has posted the information. This information is used for internal analysis purposes.
Other means of processing information:
We collect publicly available information from Twitter, Youtube, Facebook, Instagram, Snapchat and LinkedIn profiles, when users mention our Twitter handle/Facebook, Youtube, Instagram, Snapchat and LinkedIn address, comment on or retweet our posts. We collect posts, handles, names and follower count.
We process this information, under the lawful basis of Legitimate Interest – tracking engagement.
We will use this information to manage our Twitter,Youtube, Facebook, Instagram, Snapchat and LinkedIn profiles, asses impact and recognise potential collaborators and prospects.
We collect information from emails sent to our team members. We collect names, job titles and contact details of contacts that may qualify as leads or can contribute to our policy work.
For clarity and transparency we refer to Data as information on an individual and footage, photography, audio and/ or visual recordings with the individual featured directly and in the forefront in this Data.
What do we use your data for?
It is important that you understand how and why we use the personal data that we collect about you. This section sets out the different purposes for which we process personal data and which types of personal data we need for each purpose.
Providing you with our services
We use your Data to confirm that we have received express consent from you to be the subject in the video content we create. We use your Data to to provide you with Airview Productions services that you request from us.
We use your Data to contact you occasionally with messages about services you have that you may be interested in.
Improving our services
We use Data to help us monitor, analyse and improve Airview Productions services. We use this data to help us understand and make sure that we are providing you with the best possible services.
Marketing and advertising
We use Data for marketing and advertising purposes:
We use and combine all the data that we hold about you in order to build up a picture of you and the types of products and services which might be of interest to you (your Profile).
We use the data to:
enable us to assess our performance and to improve our products and services
inform our marketing and promotional activities;
enable us to notify you within information about workshops, screenings and productions that might be of interest to you
Airview Productions captures footage and expressly asks its clients, commissioners whether they need us to store this footage and archive it for future client specific purposes. At Airview Productions we understand how valuable your footage can be, not just for this project but also for future projects. We therefore archive all of our projects and footage using a long-term data storage system. However please note, we cannot guarantee your footage, so if you’d like to keep a back-up, please do send over a hard drive. Unless otherwise instructed by our clients, we archive projects on external hard drives in two seperate locations, which have an estimated life-span of 10 years. We will work with our partners and clients to comply with their own specific GDPR policies and will observe these in order to remain consistent with their obligations to individuals.
We keep consent forms on file as evidence of receipt of active consent from all participants and contributors. These are kept during the course of the project that they relate to and for up to two years after this time, depending on whether they are still relevant to showing that Airview Productions have asked for active consent.
We archive all release forms to use for a social enterprise impact reports and evaluation for projects. We will delete or anonymise your data held in the archive where we consider it is no longer of value or interest.
How do we use your data for marketing and advertising purposes?
At Airview Productions, our services are entirely funded by commissions from clients. Marketing and advertising are therefore key parts of our activities. This section sets out the various different types of marketing and advertising that we carry out and how your data is used for each type of activity.
We will use your email address to send you email marketing (including our newsletter, information about services, events and screenings) where you have signed up to receive this from us.
You can opt out of receiving marketing emails at any time by either following the instructions to unsubscribe in any of our email marketing communications or by changing your preferences. It may take up to 48 hours for your change in preference to take effect and the change will not affect any marketing emails which have already been scheduled to be sent in the future.
If you opt out of email marketing, we will still need to send you service communications by email from time to time, such as information about changes to our services.
We sometimes use your name or the name of your organisation to personalise advertisements. This means that you may hear your first name in an audio/video advertisement or see your name in a text advertisement.
If you have opted out of targeted advertising the advertisements you see will not be tailored to you, but they may still be personalised with your name.
You can opt out of personalised advertising at any time by changing your preferences . It can take up to 72 hours for the change to take effect. Some advertising campaigns are also set up to run for a particular time and we are unable to change these settings once they are set up.
If you opt out of personalised advertisements without opting out of targeted advertising, you will still see targeted advertisements from Airview Productions but they will not be personalised with your name.
Promoting our own services on other platforms
We also promote our own content and features via third party platforms, such as social media sites. Our content might appear on third party sites based solely on your behaviours on these sites (for example, after liking our brand or its content on Facebook), or the behaviours of those within your networks (for example, a friend within your Facebook network likes our brand or its content on Facebook, so it appears in your News Feed). These branded messages are controlled by the third party site, but you may be able to update your preferences to stop these messages appearing in future.
Third party service providers
We use third party processors to collect, export, process and store personal data on our behalf. All our processors are compliant with the General Data Protection Regulations and you can view their websites for further detail:
Google LLC (California, US)
Mailchimp (The Rocket Science Group LLC, Georgia, US)
Hootsuite (Vancouver, Canada)
Quickbooks (California, US)
HubSpot (Massachusetts, US)
What is our legal basis for using your data?
Data protection law says that we have to tell you the legal basis that we rely on to process your personal data for the purposes that we have notified to you. This section tells you what that legal basis is in relation to each of the purposes set out above.
With the exception of email marketing, we process your personal data for all of the purposes identified under and above on the basis that it is in our legitimate interests, or the legitimate interests of third parties with whom we share your data, to carry out these activities. Further information about what those interests are is set out below.
Airview Productions purpose:
We are providing you with our photography and video services
We are producing photo and video content for your organisation
We are consulting and collaborating with clients in regards to video and photography
Legitimate interests: To ensure that Airview Productions complies with the law and its policies of consent, to ensure we can create photos and videos for our clients.
Purpose: Improving our services
Legitimate interests: To make sure that we continue to improve our service and provide our clients and participants with the best and most effective service possible.
Legitimate interests: To provide advertising that is relevant to you to ensure that you have the best experience possible of using Airview Productions, as well as to generate more commissions for Airview Productions so that we can grow and expand to support a small filming community.
Legitimate interests: To provide a customised experience of Airview Productions to ensure you have the best experience and end product possible of using our services as well as to generate more commissions which in turn allows us to do more creative projects in support of our small filming community.
You have the right to object to us processing your personal data for the purposes set out above. Unless we can show that we have a compelling legitimate reason to continue processing your personal data, we will stop processing it.
In respect of the use of your email address for email marketing purposes, we process this on the basis that we have your consent to do so. You can withdraw your consent at any time by following the instructions to “unsubscribe” in any email marketing communications.
Freedom of information
We are required under the Freedom of Information Act 2000 to provide certain information in response to Freedom of Information requests. In order to respond to requests, we will need to collect your name, address, email address, phone number and information about your request, including any additional personal data you choose to share with us when you make your request. We will use this personal data to respond to your request and will retain it for administrative purposes in line with the section headed below.
How long do we keep your data for?
We will keep all your personal data for retained for a period of two years from submission, after which it is anonymised. You can close your subscription to our newsletter and remove your consent to be in one of our films at any time. If you do this, we will anonymise all your Account Data as soon as we can after you have closed your account. All other information about you, such as Behavioural Data, will also be fully anonymised.
We may need to keep your data after account closure for limited purposes, for example if we need your data in order to respond to any complaints or claims that you make. If this is the case, we will only keep the data for as long as we need to in order to fulfil those purposes.
We keep information relating to any service errors or interruptions you have experienced for between 15-30 days.
Any Voluntary Data you submit will be retained for a period of two years from submission, after which it is anonymised. Once anonymised, we will destroy all paper copies of your data.
We will retain some personal data categories in order to comply with legal requirements. Otherwise, we will remove information that is not required for our processes.
What rights do you have?
You have a number of rights under data protection law. These rights and how you can exercise them are set out in this section. We will normally need to ask you for proof of your identity before we can respond to a request to exercise any of the rights in this section and we may need to ask you for more information, for example to help us to locate the personal data that your request relates to.
We will respond to any requests to exercise your rights as soon as we can and in any event within one month of receiving your request and any necessary proof of identity or further information. If your request is particularly difficult or complex, or if you have made a large volume of requests, we may take up to two months to respond. If this is the case we will let you know as soon as we can and explain why we need to take longer to respond.
A right to access your information
You can access all of your Data by emailing email@example.com
You also have a right to ask us to send you a copy of your Data and all other personal data that we hold about you (subject to some exceptions). A request to exercise this right is called a “subject access request” and must be made in writing to: firstname.lastname@example.org
A right to object to us processing your information
If we have compelling legitimate grounds to carry on processing your personal data, we will be able to continue to do so. Otherwise, we will cease processing your personal data.
You can exercise this right by emailing email@example.com
Remember that you can always delete your account to receive our newsletter at any time.
A right to ask us not to market to you
You can ask us not to send you direct marketing or advertising. You can do this by opting out of the advertising you no longer want to receive. In relation to email marketing, you can also opt out by using the “unsubscribe” option in any of our email marketing communications.
Please note that it can take a short time for opt-out requests to take effect. The time taken to opt out of each type of marketing and advertising is detailed at above. More information about opting out of marketing and advertising is provided at above.
A right to have inaccurate data corrected
You have a right to ask us to correct inaccurate data that we hold about you. If we are satisfied that the new data you have provided is accurate, we will correct your personal data as soon as possible. You can update your own personal data at any time.
A right to have your data erased
If you ask us to delete your personal data we will fully anonymise your personal data as set out above. If you would like to make a request to exercise this right, please email firstname.lastname@example.org. If we are required by law to comply with your request, we will fully anonymise your data it so that it is no longer personal data and cannot be used to identify you.
A right to have processing of your data restricted
You can ask us to restrict processing of your personal data in some circumstances, for example if you think the personal data is inaccurate and we need to verify its accuracy, or if we no longer need the data but you require us to keep it so that you can exercise your own legal rights.
Restricting your personal data means that we only store your personal data and don’t carry out any further processing on it unless you consent or we need to process the data to exercise a legal claim or to protect a third party or the public.
How can you contact us?
What if you have a complaint?
You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data. Airview Productions will keep a log book of any complaints or breaches of data
What if this policy changes?
Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Unfortunately, the sending of information via the internet is not completely secure. Although we will do our utmost to protect your information, we cannot guarantee the security of your data sent to the digital products and services within Airview Productions; any sending of information is therefore at your own risk.
How do I contact Airview Productions if have a question about privacy issues?
If you have any questions or concerns about privacy issues, you can use the form on our ‘Contact us’ page on www.airviewproductions.co.uk.
Access to your information
If you would like to know what personal information Airview Productions holds about you, you may make a request to Airview Productions for copies of this information. You should be aware that we will need to see proof of identity before processing any such request (known as a ‘subject access request’) and may charge an administration fee of up to £10 to cover our costs in providing you with this information.
All subject access requests should be made in writing and addressed to Airview Productions, 20-22 Wenlock Road, London, N1 7GU.
Updated July 2020