ANIMATE PROJECTS PRIVACY NOTICE
Updated: January 2024
Our contact details
Name: Animate Projects Limited
Address: 45 Empress Road, Derby, DE23 6TD
E-mail: info@animateprojects.org
The type of personal information we collect
We currently collect and process the following information:
- personal identifiers, contacts, and characteristics (for example, name and contact details)
- employee data (for example financial information, a record of an individual’s performance at work, health information)
- special categories of personal data for diversity monitoring purposes (for example, gender, ethnicity, disability, age, gender identity and sexual orientation)
- website user statistics and online identifiers (for example IP addresses)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- signing up to our newsletter mailing list
- booking to attend our events
- applying for opportunities
- sending feedback or enquiries via email
- completing questionnaires
- visiting our website
- granting permission via a release form to enable the company to use an individual’s image or audio to promote or document a project and/or artwork
- agreeing for the company to use your artwork or interview as a project contributor
- being contracted as an employee, freelance staff and other supplier
- for payment of fees or salaries for services
- alerting the company of any health issues which may affect production or in accordance with our legal obligations and insurance purposes
- reporting anonymised diversity data to our funders and broadcasters
We also receive personal information indirectly, from the following sources, in the following scenarios:
- via Google Analytics for tracking visitors to our website
- via social media platforms such as LinkedIn, Facebook, Twitter and Instagram
We use the information that you have given us in order to:
- contact you about our work via email
- monitor our work and to ensure that we offer equal opportunities
- manage your employment records
- make payments
- contact you about your engagement with the company
- satisfy production insurance policies
We may share this information with our commissioners, broadcasters, financiers, lawyers and insurers, including the BFI, Arts Council England, Breckman and Co, Industry Media.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@animateprojects.org
(b) We have a contractual obligation
(c) We have a legal obligation
(d) We have a vital interest
(e) We need it to perform a public task
(f) We have a legitimate interest
How we store your personal information
Your information is securely stored on our Dropbox server. Some information submitted via Google Workspace or Adobe Sign is also stored in a password protected database. Copies of our database are kept on our company hard drives.
We limit access to personal data and provide training and guidance to our production teams to ensure they understand how to keep your data secure.
We keep your personal identifiers, contacts, and characteristics for as long as is necessary for the purpose for which it is processed. We will then dispose of your information by deleting the data from our server and hard drives.
We keep your financial information for seven years. We will then dispose of your information by deleting the data from our server and hard drives.
We keep any information submitted via Google Forms or Adobe Sign in their databases for as long as it is necessary for the purpose for which it is processed. We will then dispose of your information by deleting the data from their databases.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@animateprojects.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us via email to the Data Protection Officer at info@animateprojects.org.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
