This Privacy Notice sets out how the Tinopolis Factual Group (we or us) collects and uses information about individuals who take part in productions including contributors (being members of the public including adults and children who contribute to our programmes and content), interviewees, experts, presenters and voiceover artists (you).
Please read this Privacy Notice carefully to understand how we will use your personal information.
If you have any questions or queries in relation to this privacy notice, you can contact our corporate Data Protection Manager via email at dataprotection.enquiries@tinopolis.tv or via post to The Data Protection Manager, Tinopolis Group, No 1 Smith's Square, 77-85 Fulham Palace Road, London W6 8JA.
The Tinopolis Factual Group is made up of three production companies based in the UK: Firecracker Films Limited, Mentorn Media Limited and Pioneer Film and Television Productions Limited.
The Tinopolis Group is an international TV production and distribution group with businesses based in the UK and US and a portfolio spanning 13 content production companies across all genres – from big scale entertainment and award-winning factual to ground-breaking live sports coverage. It also includes international distributor, Passion Distribution.
Depending on how you interact with us, we may collect the following information about you:
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If you participate in, access or sign up to any of our website services, activities or online content, such as casting applications, newsletters, competitions, live chats, message boards, web and mobile notifications, telephone or text us, book tickets for an event or create an account we will need to collect personal information about you. This is likely to include your name, email address, postal address and telephone or mobile number.
Please note that sometimes we will require you to provide additional personal information. When we do this we will provide further information about why we are collecting your information and how we will use it.
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If you take part in one of our productions, we will need to collect basic information about you such as your name and contact details.
Depending on the nature of the production, we may need to collect information about your background (such as education and employment), and your family, lifestyle and social circumstances. We may also need to ask you to provide more sensitive information, such as about criminal proceedings and/or your state of health. Please see Section 3 below on Special Category Data and Criminal Offence Data for more details. You do not need to provide this information to us, but if you do not do so, you may be unable to take part in the production.
We will also ask you to provide information about yourself for equality monitoring purposes. You do not need to provide this information if you do not want to.
For particular productions, we may carry out identity checks and background checks with others.
We sometimes receive CVs from talent management companies.
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In the event we need to understand more about you and your background in order to assess your suitability or capability to be in our programmes/content, or ensure that we can safeguard the health and safety of all contributors including you during production, we may also need to process certain sensitive information about you (known as Special Category Data or Criminal Offence Data) as follows:
We may also need to collect certain other Special Category Information about you including information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information, information concerning your health, and information concerning your sex life or sexual orientation.
We will only collect and use such Special Category Information where you have given us your explicit consent or where we have a legal obligation to do so.
We may obtain, store and use information about you.
How we use your information depends on the reasons why we have collected it.
We may use information we hold about you in the following ways:
We may use your contact information to send you important information via letters, emails, text messages, or telephone.
Where you have indicated your consent, we may also use the information we hold about you in order to provide you with information about other programmes and content you may want to contribute to (Other Programmes).
We will only send you communications about Other Programmes by electronic means (e-mail or text message) where you have agreed to receive these. If you change your mind about receiving these communications, please contact us to update your preferences (see section 10 for details of how to do this).
We may share your information as follows:
We may also share your personal information with third parties in the following circumstances:
Data protection law requires us to tell you the reason for collecting, holding and using your information. There are various lawful bases (or ‘conditions’) which allow us to collect, hold and use your personal information:
In addition, we rely on consent as the lawful basis for:
Consent for item (i) may be withdrawn by you either before or during the casting process until such time you have entered into a contract with us. Please note that once you have signed a contract with us for your contribution to a production, it will not be possible for you to withdraw your consent for the processing of special category data.
Consent for item (ii), inclusion of contact data on a casting database, may be withdrawn by you at any time.
We will take steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
Although we are based in the UK, the nature of our work means that we sometimes need to transfer information, including personal information, to other organisations based outside the UK. We may also need to transfer information to our staff, or those of our suppliers, operating outside the UK. For example, a production may be filmed outside the UK or relate to subject matter outside the UK. Where personal information is transferred outside the UK, we will ensure that the transfer meets the requirements of Chapter V of the UK GDPR. For example, transfers to EU countries will be made on the basis of adequacy regulations.
We will only keep your personal information for as long as we continue to need it.
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Where you are a contributor on one of our productions, we will retain your personal information as follows:
We will retain your our name, contact details and contract for as long as we are exploiting the content in accordance with our legitimate interests and, where applicable, our legal obligations.
All other personal information will usually be retained until completion of the production of the programme or content (including delivery and acceptance by the broadcaster) plus a further twelve months and will then be destroyed, unless it is necessary for us to retain it for a longer period of time in accordance with our legitimate interests and, where applicable, our legal obligations.
Where you are a potential contributor but did not contribute to any of our programmes or content, your personal information will usually be retained until completion of the production of the relevant programme or content unless it is necessary for us to retain it for a longer period of time in accordance with our legitimate interests and, where applicable, any legal obligations.
You have the right to request from us access to your own personal information that we hold. This is sometimes known as a 'subject access request'.
You also have the right to ask us not to process your personal data for the purpose of informing you about Other Programmes you may be interesting in contributing to. We will tell you if we intend to use your data for this purpose or if we intend to disclose your information to any third party for this purpose. You can exercise your right to prevent such processing by contacting us (see section 10, below).
You will have additional rights to request from us:
Many of the rights listed above are limited to certain defined circumstances and we may not be able to comply with your request. We will tell you if this is the case.
If you choose to make a request to us, we will aim to respond to you within one month. We will not charge a fee for dealing with your request.
If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact our corporate Data Protection Manager and we will try to resolve any issues you may have.
You also have the right to complain to the Information Commissioner's Office, which is the statutory regulator for data protection law. Details of how to complain to the ICO can be found at https://ico.org.uk/concerns
This privacy notice may be updated from time to time. The latest version will appear here on this page. We will notify you if we make any significant changes to this privacy notice or to the way will collect, hold and use your personal information.
If you have any questions or queries in relation to this privacy notice, you can contact our corporate Data Protection Manager via email at dataprotection.enquiries@tinopolis.tv or via post to The Data Protection Manager, Tinopolis Group, No 1 Smith's Square, 77-85 Fulham Palace Road, London W6 8JA.
Version 3 dated 4 November 2021