Promo Filming Privacy Policy
Who we are:
Grand Visual Holdings is composed of Grand Visual and QDOT. Grand Visual unique production company providing creative services for digital OOH. QDOT provides Advertising Technology solutions for digital OOH campaign management.
We take your privacy seriously and this privacy policy explains how we use any personal information we collect about you as an employee of Grand Visual.
Topics:
- What information do we collect about you?
- How will we use the information about you?
- Lawful basis for processing your personal data
- Sharing your data
- Transfer of personal data to other countries
- How long data is kept
- Access to your information and correction
- Your rights about how your data is used
- Changes to our privacy policy
- How to contact us
What information do we collect about you?
The information we hold about you is primarily visual image data in the form or a video or photo, and if you have specifically signed a release for any contact information you provided.
How will we use the information about you?
The footage obtained is used to show our digital OOH campaigns as they appear in the public forum. Such footage is used for promotional purposes (e.g. on our corporate website www.grandvisual.com), as part of a business award submission or as part of our presentations to other businesses.
During the process of creating the final edited promo, the footage will undergo a certain amount of processing by such technical systems and editors (including backups) but only as is reasonably required to create the final promo.
Where you play any focal part in such footage Grand Visual will seek to get your consent by way of a written release form (see below).
If you are not the main focus of any part of the footage it is still possible we may capture your personal data (an image of you) as part of a crowd or in the background of footage focused on other participants.
Lawful basis for processing your personal data
Where an individual plays a focal part in any footage the lawful basis of the data processing will be consent by way of a release form. In the release form, we will specifically ask for consent to use the footage as outlined below.
Where an individual is not the main focus of the footage and appears only in the background the lawful basis for the data processing is legitimate interest. The footage obtained is used to show our digital OOH campaigns as they appear in the public forum. There is not an equivalent way of portraying this, without the use of real-life footage. However, it is our intention that the rights and freedoms of individuals who may be filmed are respected and protected. Recordings of crowd scenes will be kept to a minimum and care will be taken not to capture footage that could be compromising or taken out of context from the purpose with which they are recorded. Notices are placed in the area in which filming is taking place to draw attention to the data processing activity and all of our staff are trained to respond to any privacy concerns.
In terms of storing and managing your personal data in regards to release forms, we cite legitimate interest and legal obligation as the lawful basis such that we may manage your privacy in relation to the footage. Such personal data is stored in administrative systems as is reasonably necessary to fulfil such obligations.
Sharing your data
- The promo may be shared in the following ways:
- Facebook (Privacy policy here)
- Instagram (Privacy policy here)
- Linkedin (Privacy policy here)
- Twitter (Privacy policy here)
- Vimeo (Privacy policy here)
- YouTube (Privacy policy here)
- Business-to-business use (including presentations, conferences & events)
- Award entries (Award bodies may use the promo on their own social media channels)
- Grand Visual Website
Grand Visual Holdings will not share any personal information collected as part of the release form with any other companies.
Transfer of personal data to other countries
Where the footage is shared as indicated above within the UK, or the European Union (EU), the third party will be required to comply with and safeguard the data under the terms of the DPA and appropriate EU regulations.
Where the footage is shared as indicated above it will only be transferred to countries, outside of the EU, whose data protection laws have been assessed as adequate by the European Commission, or where adequate safeguards, such as the EU-US Privacy Shield, are in place.
How long data is kept
We will keep your personal data only as long as is necessary for the purpose(s) for which it was collected. Data will be securely destroyed when no longer required.
Data back-ups
In order for the business to carry out its day-to-day activities and pursue its legitimate interest to do so, various backup files are created on many of our systems. As such some personal data collected as outlined in this policy may be duplicated. This will only be done where absolutely necessary and such backups are only used for the purposes of recovery in the event of a system failure. All system specific privacy and management policies take into account these backups and they are maintained only as long as is reasonable.
Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email us at [email protected] or use the contact information at the bottom of this page, stating your name and a preferred method of contact.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate by emailing us at [email protected]
Your rights about how your data is used
You may exercise your right to have your personal data erased in a number of circumstances e.g. if the data is no longer necessary in relation to the purpose for which it was created or you withdraw your consent (where consent was the original legal basis for processing). Please contact Grand Visual at [email protected] or the below address if you wish to exercise these rights.
Additionally, you can tell us that we can keep your data but must stop processing it and where possible, we will inform any third parties to whom your data has been disclosed of your requirement.
Your right to object
You have the right to object to our processing of your data where we give the legal basis as:
- In the legitimate interest of Grand Visual to pursue its lawful business;
- the performance of a task in the public interest; or
- exercise of official authority.
Please contact Grand Visual at [email protected] stating the specific reasons why you are objecting to the processing of your data. These reasons should be based on your particular situation. Please be aware that the above circumstances do not give you an absolute right to have the data processing activity stopped, however Grand Visual will review each request and inform you of our decision. If you are not satisfied with any such decision you have the right to complain to our governing authority, the UK Information Commissioner’s Office at https://ico.org.uk/global/contact-us/. For more guidance please see here.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 30 May 2018
How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you:
- By email: [email protected]
- Or by writing to us at:
Privacy Request
Grand Visual
2nd Floor
Holden House
57 Rathbone Place
London, W1T 1JU
United Kingdom
If you have any concerns about your privacy you can contact our governing authority, the UK Information Commissioner’s Office at https://ico.org.uk/global/contact-us/.