Data notice
Production records and contributor contributions are the two places where personal information gathers in a programme company, and this notice sets out how SEVERN STM LIMITED handles what it holds in both, together with the correspondence that arrives by email.
Chapter 1Who holds the information
SEVERN STM LIMITED, a company registered in England and Wales under company number 14129215, with its registered office at 3 Mount Stuart Square, Cardiff, CF10 5EE, United Kingdom, is the controller of the personal information described here.
This website is published as a set of fixed pages, and everything a page needs in order to display arrives together with that page.
Chapter 2What the company holds
Three kinds of record contain personal information:
- Correspondence — the name, the email address and anything else a sender chooses to put into a message sent to the company, together with attachments.
- Contributor material — recorded contributions, together with the consent and release paperwork that accompanies them and the contact details needed to identify the person who gave them.
- Production records — call sheets, crew and supplier contact lists, location agreements, clearance and rights paperwork, and the logs that connect recorded material to the permission covering it.
Chapter 3Why it is held
Correspondence is held so that enquiries can be answered and terms for a commission agreed. Contributor material and its paperwork are held so that the company can show what each contributor agreed to and can use the recorded material within those limits. Production records are held so that a programme can be made, delivered to the specification agreed with the commissioning body, and accounted for afterwards.
Some records are kept because a registered company is required to keep them, including those supporting its accounts and tax position.
Chapter 4How long it is kept
Correspondence stays on file while the enquiry it belongs to is live, and for a short settling period after it closes. Contributor consents and the material they cover are retained for as long as the programme remains available for transmission or distribution, since the permission has to be capable of being produced for as long as the material is in use. Records kept to satisfy company and tax obligations are retained for the period those obligations set.
Once a record has served the purpose it was kept for, it is deleted or placed beyond further use.
Chapter 5Rights that can be exercised
A person whose information the company holds may ask for a copy of it, ask for inaccurate details to be corrected, ask for erasure, ask that its use be restricted, object to a particular use, and ask for it in a portable form where that applies. Where a contributor has given consent, that consent may be withdrawn.
Requests are answered within the period set by law. The Information Commissioner's Office regulates data protection across the United Kingdom, and a complaint about the company's handling of personal information can be taken there.
Chapter 6How to reach the company
Write to [email protected], marking the message for the attention of the person responsible for data protection, or send post to the registered office at 3 Mount Stuart Square, Cardiff, CF10 5EE, United Kingdom.
It helps to say which programme, enquiry or recording the request concerns, so that the right records can be found.