Privacy Policy – Suppliers and Staff

At malt films ltd we produce films, images, audio and graphics for charities, brands, companies and public sector organisations.  This involves collaborative working and so we process information about the people involved and share it with other people involved.

We also process information about suppliers and staff so as to comply with legislation, to access suitability, to manage contracts, to satisfy client security needs and to maintain quality.

This privacy policy explains how we use any personal information we collect about you.

We will:

  • only collect information we actually need
  • never sell, rent or trade this information
  • only use and share it as required to perform our services
  • store it in a safe place
  • make it available to you as per your legal rights.

Separate privacy policies

The information we collect about you and how we use it will vary depending on what our relationship is.  We therefore have separate policies for people appearing in our projects (not including actors) and for suppliers and staff.  You are currently reading the policy for suppliers and staff.  Please click on the relevant link below if this is not you.

Appearance in one of our projects (none-actors)

General policy (for everyone else)

Otherwise, read on!

What information do
we collect about you?

We may collect:

  • Your name and contact details including an address, email and phone number
  • A signature as part of a signed agreement
  • A VAT and/or company number
  • A photograph or video of yourself
  • Bank details
  • Your national insurance number
  • A copy of your passport
  • A copy of your work visa
  • Any work history, work references and former salary
  • References about you
  • Your bank details
  • Your salary
  • Pension details
  • Criminal conviction history
  • Any disability, state of health, condition or other medical information relevant to your employment for risk assessment and other compliance purposes
  • Performance reviews
  • Holiday, sickness and bereavement leave history

How will we use the
information about you?

Your name and contact details

  • May be used for logistics and project management purposes
  • May be shared with our client, our creative team or other people directly involved in the project to allow them to do their job. For example, we may share your address with an equipment rental company for the purposes of delivering directly to your location or we may provide contact details to a specialist film director so that they can speak to you directly about the project.
  • The legal basis for this is contract.

May be used for reporting, monitoring and business assessments to allow us to manage our business.  The legal basis for this is legitimate interests.

May be copied from a database, such as LinkedIn or as a result of an internet search for the purpose of contacting you with a relevant request to supply us.  The legal basis for this is legitimate interests.  Like all businesses we need suppliers and we believe that you need companies like us to do this.

Photos or video of yourself

  • May be used for creative assessments (if you are being considered for inclusion in one of our projects)
  • May be shared with our client, our creative team and other people directly involved in the project.
  • The legal basis for this is legitimate interests as we need to be able to make creative and logistical choices and to communicate this with our clients for feedback.

May be used for identity verification.  The legal basis for this is legitimate interests.

Your name, contact details, passport copy, national insurance number, work visa, criminal conviction history and signature

May be used for legal and compliance purposes.  The legal basis for this is legal obligation.

May be used for suitability assessments because we need to ensure your circumstances are a good fit for our needs.  The legal basis for this is legitimate interests.

We are also required to obtain this information under BPSS (government security) rules for some of our clients.  We may share this information with these government organisation clients at their request.  We need to do this to comply with these contracts.  The legal basis for this is legitimate interests.

We will only collect, use and share your criminal conviction history with your consent.  You can withdraw this at any time.

Your date of birth, national insurance number, pension details, salary, bank details, VAT and/or company number, signature

May be used for legal and compliance purposes.  The legal basis for this is legal obligation.

May be used to manage and process  payroll, payments, expenses, company benefits, pensions and tax.   It may be shared with our accountants, bookkeepers, bank and credit/debit card processing providers, pensions provider, HMRC and insurance providers including private medical insurance and their underwriters.  The legal basis for this is legitimate interests.

Your date of birth may be used to celebrate your birthday and therefore shared with co-workers.  The legal basis for this is legitimate interests as we have an interest in maintaining relationships with our staff.

Your work history, work references, former salary, performance reviews and references about you  

May be used to determine your suitability and any salary or rates we may agree to pay.   The legal basis is legitimate interests.

Any disability, state of health, condition or other medical information

May be used to create, manage and comply with a risk assessment or to manage leave and other HR requirements.   The legal basis is legitimate interests as we have a responsibility to you.

We will only collect, use and share this information with your consent.  You can withdraw this at any time.

Your name and contact details, work history, visa status, work references, salary and former salary, performance reviews, holiday, sickness and bereavement leave history

May be used for contract and staff management including performance reviews, discipline/complaints and other HR and business management functions.   And may be shared with our legal advisors and insurers.  The legal basis for this is legitimate interests.

May be used for company auditing and structuring.

If you are an employee – may be shared with prospective employers in the form of a reference with your permission only.  The legal basis for this is consent.

If you are a supplier – may be shared with prospective employers in the form of a recommendation on the legal basis of legitimate interests.  Our legitimate interest comes from being a respected business often asked for advice and wanting to further promote good work in the industry.

All of your information may be:

  • Used for legal and compliance purposes and shared with our legal advisors, insurers, government bodies, the court and law enforcement.

Stored for 6 years after our relationship ends for compliance purposes.

Where we store
your information

Your information may be stored in the following locations:

Our HSBC bank account 
online portal for payments and payment history

  • On paper in organised folders
  • for printed contracts, invoices and agreements.

On paper in locked cabinets 
for sensitive paperwork such as passport and visa copies, doctor letters and employment information.

  • Temporarily on paper
  • for risk assessments, call-sheets and other working materials that are required in-hand by the project team for the provision of the services. This paper is shredded and not stored.
  • Temporarily on recordable media
  • (such as camera cards) for film footage captured as part of a film or audio shoot.
  • Temporarily on portable backup harddrives
  • for film footage captured as part of a film or audio shoot
  • On our central digital storage system
  • when the information relates to project content that is in production.
  • On LTO tape
  • when the information relates to project content that is archived.

Your rights

You have a right:

  • to request a copy of some or all of the information that we hold about you
  • to amend it
  • to ask us to delete it
  • to restrict how we use it
  • to object to us using it.

If you want to  exercise these rights or find out more, please email our data protection officer Robert Hindle at dataprotection@maltfilms.com for further information.

Changes to this privacy notice

This policy may be changed from time to time and will be updated here.  If the change affects you then we may be required to contact you to inform you of the change.