Menu
Log in
Forgot password


Log in

Privacy Policy

Last updated: 24th December 2023

FilmBase UK Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, https://www.filmbase.uk (Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is requested.

1.     Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Cookie”

means a small text file placed on your computer or device by our Site when you visit certain parts of our Site and/or when you use certain features of our Site. Details of the Cookies used by our Site are set out in Part 14, below; and

“Cookie Law”

means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;

“Personal data”

is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’

2.     Information about us:

Email address: info@filmbase.uk

We are registered with the ICO. Registration No. ZB645054

Our site is owned and operated FilmBase UK Ltd.

Postal address: 29 Chapel Avenue, Addlestone, KT15 1UH

3.     What does this Policy cover?

This Privacy Policy applies only to your use of our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

4.     What is Personal Data

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. 

5.     What are my rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  • a)    The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.
  • b)    The right to access the personal data we hold about you. Part 13 will tell you how to do this.
  • c)    The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
  • d)    The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
  • e)    The right to restrict (i.e. prevent) the processing of your personal data.
  • f)     The right to object to us using your personal data for a particular purpose or purposes.
  • g)    The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  • h)    The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  • i)      Rights relating to automated decision-making and profiling. (we do not use your personal data in this way.)

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office (ICO) or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.

6.     What Data Do You Collect and How?

Depending upon your use of our Site, we may collect and hold some or all of the personal (and non-personal) data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about our use of Cookies and similar technologies and our Cookie Policy. We do not collect any ‘special category’ or ‘sensitive’ personal data or personal data relating to children or data relating to criminal convictions and/or offences.

Data Collected

How we Collect the Data

Identity Information including first name and last name

Collected in membership application, Crew Request form and Event registration forms

Contact information including email address

Collected in membership application, Crew Request form and Event registration forms

Members information including IMDB URL, Date of first credit on IMDB, portfolio URL, Studios local to, Job roles, Availability, Size of Business (Suppliers), Region (Suppliers), Nearest Studio (Suppliers)

Collected in membership application and Crew Request form

Technical information including internet protocol (IP) address used to connect your computer to the Internet, session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

Collected by Google Analytics, Google forms, Wild Apricot (The website platform builder), Osano (cookie manager). Wild Apricot may also use 3rd party services cookies. Please see section 14 for details.

Payment method information (such as credit or debit card number, or bank account information) purchase amount, date of purchase, payment method, name, email, billing or shipping address and in some cases your transaction history to authenticate you.

Collected by Stripe (Payment collection)

Company information as recommendations for the supplier and donation directories

Collected by form entry by members. Members should not recommend any supplier or anyone else or pass personal data to FilmBase UK Ltd unless they have consent from the person concerned.


7. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

●      To provide and operate the Services;

●      To provide our Users with ongoing customer assistance and technical support;

●      To be able to contact our Visitors and Users with general or personalized service-related notices and promotional messages;

●      To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we or our business partners may use to provide and improve our respective services;

●      To comply with any applicable laws and regulations.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.

Third Parties (including Wild Apricot, Google Analytics and Google Forms) whose content appears on our Site may use third-party Cookies, as detailed below in Part 14. Please refer to Part 14 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.

We will only use your personal data for the purpose(s) for which it was originally collected, unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

Where you agree to be a member eg. of the Set Decoration or Art Department  suppliers' directories, or any other membership level, you can choose to make your listing visible in the relevant public directory or not visible by using the settings under your profile when you log in. If you agree to make it public then anyone with access to the website will be able to see your name in the directory and they might contact you to use your services. You can change your setting at any time

8.     How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept until you ask to be unsubscribed from our mailing list.

9.     Complaints

Complaints about use of your data can be sent by email to info@filmbase.uk and if not handled correctly by us you can bring a complaint to the Information Commission - www.ico.org.uk.

Postal address: 923 Finchley Rd, London NW11 7PE

10. Do You Share My Personal Data?

Our company is hosted on the WildApricot.com platform. WildApricot.com  provides us with the online platform that allows us to sell our products and services to you. Your data may also be stored through WildApricot.com ‘s data storage, databases and the general WildApricot.com applications. They store your data on secure servers behind a firewall.

All direct payment gateways offered by Stripe and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

11.     How Can I Control My Personal Data?

  •       i.        In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and at the point of providing your details [and by managing your Account]).
  •      ii.        You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

12.     Can I Withhold Information?

You may access our Site without providing any personal data at all.

However, to use all features and functions available on our Site you may be required to submit or allow for the collection of certain data.

You may restrict our use of Cookies. For more information, see Part 14 our Cookie Policy .

13. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our  administrative costs in responding.

We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

14. How Do You Use Cookies?

Our Site depend on Cookies to function. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

absf

Stores selected folder in file browser.

ARF

Additional session key.

avms

Indicates that the site was switched from public view to admin view.

bc, bs

Used to display notifications in place of the Wild Apricot logo.

cs

Used for CSRF (Cross-site request forgery) attack protection.

emergencyURL

Stores the return URL after an unsuccessful attempt to authorize a transaction with Wild Apricot Payments (AffiniPay).

epce

System cookie which indicates that external auth request failed and contains ExternalAuthProvider name.

hs

Used to determine if the user is viewing the site in https mode.

lap, apc

Stores the last opened page in admin view. Used when switching between public and admin view.

mdasau

Used by the member directory gadget to store the advanced search parameters for users who are not logged in.

ops

Indicates whether an online payment has been initiated.

pp

Stores the last opened page in public view. Used when switching between admin and public view.

returnURL

Stores the return URL after successfully authorizing a transaction with Wild Apricot Payments (AffiniPay).

ro

Stores role of user (contact/member/admin).

sellerCode

Stores the association ID. Used when authorizing a transaction with Wild Apricot Payments (AffiniPay).

sk

Used to display information about incomplete applications and event registrations, open invoices etc.

tcc

Test cookie used to determine if cookies are enabled in client browser.

ThemeReloadCookieName

Identifies that theme switching is in progress and determines where to redirect after theme switching is completed.

wa

Main authorization cookie.

wb

Used for wizards (member application, event registration, etc).

wc

Also used for wizards (member application, event registration, etc).

Our Site also uses analytics services provided by Google analytics. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how our Site is used. This, in turn, enables us to improve our Site and the products and services offered through it.

The analytics service used by our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of our Site, it does enable us to continually improve our Site, making it a better and more useful experience for you.

The analytics service(s) used by our Site use(s) the following Cookies:

Google Analytics mainly uses first-party cookies to report on visitor (aka. user) interactions on Google Analytics customers’ websites. Users may disable cookies or delete any individual cookie. Learn more

Where a site or app uses Google Analytics for Apps or the Google Analytics for Firebase SDKs, Google Analytics collects an app-instance identifier — a randomly generated number that identifies a unique installation of an App. Whenever a user resets their Advertising Identifier (Advertising ID on Android, and ID for Advertisers on iOS), the app-instance identifier is also reset.

Where sites or apps have implemented Google Analytics with other Google Advertising products, like Google Ads, additional advertising identifiers may be collected. Users can opt-out of this feature and manage their settings for this cookie using the Ads Settings. Learn more

Google Analytics also collects Internet Protocol (IP) addresses to provide and protect the security of the service, and to give website owners a sense of which country, state, or city in the world their users come from (also known as "IP geolocation"). Google Analytics provides a method to mask IPs that are collected (detailed below) but note that website owners have access to their users’ IP addresses even if the website owners do not use Google Analytics.

Wild Apricot also UserVoice, MixPanel, Gainsight, and NewRelic services for internal activity tracking and collecting feedback, so a cookie from these services listed above may also be placed on your computer.

Stripe (the Payment service) may also use cookies. Please see https://stripe.com/cookies-policy/legalfor futher details.

You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

15.How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details;

Email address: help@filmbase.uk

16. Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

This Privacy Policy was last updated on 24-12-23

Your attention is also drawn to our Website Terms of Use




Copyright Filmbase.uk 2023