Privacy Policy

Wood Lane Production Privacy Statement

This Privacy Policy applies to the collection of personal data relating to contributors of programmes and content produced Wood Lane Production. Wood Lane Production ‘WLP’ is the “data controller” of such information, meaning we decide what your personal information is used for, and the ways in which it is processed.

Your privacy is important to us. We are committed to protecting your privacy and personal information and we handle it in accordance with our legal obligations. This privacy statement lets you know how WLP secures your personal information. 

This includes what personal data WLP collects from you through our interactions with you, how we use that data, your rights and how the law protects you. This Privacy Policy sets out in detail the purposes for which we process your personal data, who we share it with, what rights you have in relation to that data and everything else we think that it is important for you to know.

Personal information we collect

If you are a contributor in any programme we produce, whether it be for broadcast or streaming on platforms such as YouTube, we will ask for your name and contact details so we can maintain contact with you. This will usually be your email address and phone number. In some circumstances this may include your home or work address if we are to undertake any meeting or filming at these places. 

Understandably, by the nature of our business, personal data may be collected through audio-visual recordings of participants filmed during the production process. Collection and processing of personal data may vary depending on the programme or the contribution of the participant. This option will be discussed with you throughout programme development. 

You also provide personal data as part of your contribution. This could be your image, voice, photos of yourself, views of your property and other information contained in your contribution that identifies you. This data you provide could also include equivalent information relating to other individuals such as members of your family. Dependent upon the subject matter of the programme, the town or borough that you live, or work may be identified. You may specifically request that we anonymise your identity through appropriate blurring techniques and ‘voice changing ‘techniques.

You might also share with us “Special Category” or “Criminal Offence” personal data relating to your:

• race or ethnicity
• political opinions
• religious or philosophical beliefs
• trade union membership
• health
• sex life or sexual orientation
• genetics or biometrics
• criminal convictions and offences

You may share this type of information due to the nature of the programme you are participating in. Your personal information will be collected and processed securely with safeguards in place to protect your rights and freedoms.

If you mention Wood Lane Production on any social media post, your ‘handle’ or username may be collected by us.

Filming in Public Places

Where necessary, WLP carries out filming in public places. In general, there is less of an expectation of privacy in public places therefore we do not usually obtain consent for filming. However, there may be circumstances in which people can reasonably expect privacy in a public place.

We will always balance the public interest in freedom of expression with the legitimate expectation of privacy by individuals. Where necessary, we will approach those who are identifiable with a ‘permission to use’ form. If permission is not granted, the individual’s identity will be anonymised with post-production blurring. 

When We Use Your Property for Filming

When you allow us to film at your property, we collect your name, address, contact details and the time and date when we will use the property.

Public Generated Content

If your content features other people, we may ask you to confirm you have their consent, or we may undertake further checks. We may also ask you to provide your email address to verify your age and that you are the legal parent or guardian of any children who may be featured in the content (see ‘Child Contributors’ below).

Child Contributors

If you are the parent or guardian of a child sixteen years old or under and they are the contributor, please make sure that you discuss the information we provide and where necessary explain to them what will happen to their personal data. Where appropriate, for example. As all material is recorded and not ‘live’ we will always ask you to provide written consent before we collect personal data about your child, which is likely to include their name, age, image, photos stills and any filming footage. You will be provided with a copy of the written consent form.

If you have concerns about your child’s personal data that we have collected and how it will be used, please contact us at datacontroller@woodlaneproduction.com.

Managing the relationship between you and us 

We will use your contact information, to contact you about the engagement and other purposes for the exploitation or use of your contribution. We may also use your information to contact you about future opportunities to contribute in our programmes.

How long will Wood Lane Production keep my personal information?

We consider what type of information it is, the amount we have collected, the sensitivity of your information and any legal requirements. We intend to retain your contribution in perpetuity. However, if your contribution is not used in a programme, or is not intended for broadcast or streaming, we will delete your contribution much sooner - usually within 12 months of it being filmed or received by us (as applicable).

We will keep your contract or consent form and personal data concerning your contribution for the duration of copyright in your contribution (for rights management purposes). All other information will be kept only for as long as necessary and in accordance with our retention schedule. Generally, this will be up to 7 years for insurance and statutory purposes and the defence of legal claims. This could include information such as your consent form, agreement or contact with us, contact details, and any relevant information. Information about criminal convictions will usually be kept for 6 months after the programme has been broadcast/streamed unless we have a lawful reason to retain for longer.

Who will Wood Lane Production share my information with?

If you agree to be a contributor to a programme for broadcast or streaming, the audio-visual recordings of you will be broadcast/streamed. The likely outlets of the programme will be discussed with you in the production planning process.

Occasionally we work with third party production companies who we work in partnership with on a production. We will share only necessary information to enable them to fulfil their contractual obligations with us in the production of the programme. If we work with another production company, you will be provided with their details.

We will never share your information outside of the above without your permission.

General Enquiries

We may process Personal Data to be efficient with how we fulfil our duties (legal, contractual or otherwise), answer queries and respond to complaints.

How the law protects your personal information

As well as our commitment to protect your personal information, your privacy is also protected by law. Data protection laws provide that we must handle your personal information in a fair, transparent and lawful way. We promise to always let you know when we collect personal information from you and for what purpose we are doing so. When we have a business or commercial reason of our own to use your personal information, this is called a ‘legitimate interest’. When we rely on legitimate interests to process your personal data, we will always tell you what they are.

You have rights to your personal data. To meet our obligations under the law and uphold your rights as data subjects, we will:

• provide clear information about the collection and use of your personal information including any third parties with whom we share it
• provide access to any personal information we hold in an easily accessible format ensure any inaccurate or incomplete personal information about you can be rectified
• allow you to object to or restrict processing of personal information where you feel there are grounds to do so
• ensure deletion of personal data when there are no longer legal grounds to retain it

Please note that in some circumstances, there may be a legal reason that entitles us to keep and use your personal information for the purposes originally made known to you.

Sharing your personal information outside of WLP

In the course of fulfilling contractual or legal obligations or pursuing legitimate interests we may share your information with:

• Broadcasters for whom we make our TV programmes;
• Regulatory bodies and other authorities;
• Character records check agencies;
• Companies we have an agreement to co-operate with such as other production houses and third-party suppliers or purchasers of our products; and Companies you ask us to share your personal information with.

Unless you have expressly consented, we will not provide information about you to third parties outside of the WLP of companies to use for direct marketing purposes.

Sending your personal information outside of the EEA

We will only send your personal information outside of the European Economic Area (‘EEA’) if you have instructed us to do so or to comply with a legal duty or to our agents and advisors to fulfil any contractual terms. If we do transfer your personal information outside of the EEA, we will make sure that the recipients protect your information to the same standard as if it was being used in the EEA.

Cookies

We use “cookies” which are text files that contain small amounts of information placed on your device which allow us to do lots of different jobs, like identify you when you visit our site, build up a demographic profile, let you navigate between pages efficiently, remember your preferences, and generally improve the user experience.

You have a variety of tools to control cookies. With most internet browsers, you can erase cookies from your computer hard drive, block all cookies or receive a warning before a cookie is stored. If you want to know how to do this, please look at the help menu on your web browser. However, please note that “opting out” of or switching off the use of cookies may affect functionality of the website or will mean that you may not be able to use certain features of the website. Find out more about the use of cookies and how to switch off cookies on www.cookiecentral.com or www.aboutcookies.org.

Non-personal information

We collect information in the aggregate form through the use of cookies and IP addresses, such as demographic information and browsing patterns. Such information does not identify any individual and will not be linked any personal information. We use such information to:

• build up marketing profiles
• aid strategic development
• manage our relationship with advertisers audit usage of the site.

When we share such information with our affiliates, partners or advertisers, or other third parties, it will be in an aggregated and anonymised form.

Submissions

Any personal information you choose to provide to us with your submissions posted to this site may appear on the site, but only to identify you as the author of the submission, unless you expressly authorise us to make further use of the information on the site.

Partner sites / Linked sites

Our site features several activities, which are co-sponsored or operated by other sites. These activities will be identifiable by their co-branding. While these activities originate on this site, they may link to other sites not operated by Fremantle. We have no control over the privacy practices or the content of any of our co-sponsors and strongly recommend that you check their privacy policies before engaging in these activities. Additionally, our site contains links to other sites, including those of advertisers. We have no control over the privacy practices of advertisers or other sites to which we provide links from this site. For example, if you click on a banner advertisement, the click takes you off this site. These other sites may use cookies, collect data or solicit personal information. We strongly recommend that you check the applicable privacy policy of the site to which you are linking.

Contact us

If you would like further information on how we process personal data or if you have any queries regarding your own personal information, you can contact us at datacontroller@woodlaneproduction.com.

Please be aware that at WLP, we do not respond to automated GDPR removal requests as it is not possible to identify the validity of the request or accurately identify the individual data subject. Any subject access or deletion requests that come directly from a data subject to datacontroller@woodlaneproduction.com will always be acted upon.

You also have the right to complain to the Information Commissioner’s Office in the UK or equivalent regulator if based outside the UK.

Our lawful basis for processing your personal data

Wood Lane Production is required to have a legal basis to process personal data. We are processing your personal data for:

• the performance of the contract and relationship between you and us;
• our legitimate interest in considering your application to be in a programme and the publication of your contribution as journalistic, artistic or literary material. We consider that, on balance, this processing is not disproportionate to your rights and freedoms and any impact this processing may have on you;
• our legitimate interest in fulfilling our obligations under our contract with the programme commissioner; and
• to comply with our statutory, regulatory or compliance obligations, such as equal pay and treatment, health and safety, safeguarding and HMRC reporting.

Our lawful basis for processing special category personal data

We need to have an additional legal basis to process your Special Category and Criminal Offence personal data. When you share Special Category or Criminal Offence personal data with us, we will explain to you the specific lawful grounds for processing the information. Generally speaking, this will be one of the following:

• for the purposes of journalism, arts and literature;
• for reasons of substantial public interest, such as for equality of opportunity or treatment or safeguarding of children;
• for reasons of employment law, for example for the purposes of health and safety;
• where you have made the information public; or
• where we have your consent.

How we keep your data secure

We maintain appropriate procedures and technical safeguards within our systems to help protect against loss, misuse or unauthorised access, disclosure, alteration or destruction of the information we hold about you. We limit access to personal data and provide training and guidance to our production staff to ensure they understand how to keep your data secure in the course of making programmes.

If you believe that your personal information under our control has been compromised, please contact us immediately at datacontroller@woodlaneproduction.com.

Where We Store and Use Your Information

Your data is kept ‘in-house’ on secure, password protected hard drives. Your data is not stored within the cloud and no other person without access to our internal network will have access to your data or information. 

Sharing your information

We will share your contribution and, as necessary, your personal data with any commissioning broadcaster (the ‘Commissioner’). For example, we will share release forms with them for rights management purposes. We may also, if appropriate in the context of the programme, share with them information as necessary to assess your application or to manage your participation on any programme. We will only share the minimum information necessary and will usually explain what additional information will be shared before doing so. Once we pass your personal data to the Commissioner, the Commissioner will become a separate controller of the personal data and be responsible for processing and storing it in accordance with data protection law and its own privacy policy.

Your Rights

Data protection law gives you certain rights in relation to your personal data.

You can request access, rectification and erasure of your personal data that we hold or to restrict its uses and, in certain circumstances, you can object to processing of your personal data. Rectification means correcting errors in your personal data.

If your request is about your contribution itself, we will consider the impact of your request on:

• our (actual or potential) publication of your contribution as journalistic, artistic or literary material; and
• the performance of the contract between you and us.

We are committed to being transparent and fair in our handling of personal information and we will always endeavour to comply with best practice and applicable privacy and data protection laws in all the territories within which we operate. However, as a creator and producer of programmes, we may rely on an exemption from the requirements of data protection law in respect of personal data we process for journalistic and/or artistic purposes.

Right to Complain

If you have a concern about how WLP uses your personal data or how we deal with any complaints, you should contact us in the first instance via the contact details below.

If you feel we have not resolved your concern you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Further details are available at: www.ico.org.uk/concerns.

Contact

We have appointed a data protection officer (‘DPO’) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact the DPO by email at: datacontroller@woodlaneproduction.com