Privacy Policy

This document sets out the methods in which Bartlett Hubbard Films [Jo Bartlett-Hubbard and the freelancers that she works with] holds personal information about its clients, contributors to its films, and other individuals and organisations that it may come into contact with. Bartlett Hubbard Films recognises that taking part in a film relies on the filmmaker being held in a position of trust by the contributor [the person who is filmed], and takes this responsibility extremely seriously. Likewise, clients [those who commission a film to be made] are open about their organisation when a film is being made about it, and confidentiality about the organisation and its staff is extremely important to Bartlett Hubbard Films. It treats all personal information, from any source, with the utmost respect and care. How Data is Held  Data is held by Bartlett Hubbard Films in hard copy and electronic form.  It is necessary for Bartlett Hubbard Films to pass personal data about contributors and potential contributors, locations and archive, on to its clients. At this point Bartlett Hubbard Films then expects this data to be held in accordance with the client organisation’s data policies.  It is occasionally necessary for Bartlett Hubbard Films to pass personal data about contributors and potential contributors, locations and archive, on to freelancers and other organisations who are working on a film. Bartlett Hubbard Films is selective about who it chooses to work with, choosing those who it believes to be trustworthy, and it trusts its freelancers and organisations not to use this data for any other purpose.  Films made by Bartlett Hubbard Films are held in electronic form and the final versions are freely available in the public domain. Hard Copy Data Security  Personal data such as contact numbers, emails and addresses, and interview notes, may be held in hard copy in notebooks and on forms, for example Contributor Release Forms.  Hard copies of data are always held either in a locked building, vehicle, or if in transit, covered and in a bag in sight of the owner.  Hard copies are not left visible in sight of the general public at any time.  Hard copies of forms are filed and kept in a locked house for the reference of Bartlett Hubbard Films. A copy of these forms are also supplied to the client, either electronically or in hard copy form, at which point they are then expected to be held in accordance with the clients privacy policy. Electronic Data Security  Personal data such as contact numbers, emails and addresses, and interview notes, may be held in electronic form on emails and in computer files.  All computers and phones used are password-protected. Last updated Sept 2018  Email programmes have separate passwords.  External hard drives are used for storage. The security of these is treated in the same way as hard copy data, and always held either in a locked building, vehicle or if in transit, covered and in a bag in sight of the owner. Transferring of Electronic and Hard Copy Data (excluding the final films)  Data will only be passed on to third parties such as client organisations and freelancers when strictly necessary. For example, editors will only have access to film rushes and not to any contact details about the contributors, unless they need to contact them unavoidably. Film/Video Data  Films will not show addresses, phone numbers or email addresses of the contributors unless there is a proven need and this has been expressly agreed by the contributor.  Rushes [unedited raw footage] are stored by Bartlett Hubbard Films on laptops and hard drives. Laptops are password-protected and external hard drives are always held either in a locked building, vehicle, or if in transit, covered and in a bag in sight of the owner.  The finished film and the rushes are owned by the client so are subject to their privacy policy.  Final films will be used by Bartlett Hubbard Films for publicity.  Contributors are given the opportunity during their interviews to alert the filmmakers to anything they have said which they believe is inaccurate or they feel uncomfortable about disclosing, and would prefer not to be included in the final film.  Main contributors are given the opportunity to watch films before they are made publically accessible, if requested. Any changes they request have to be agreed by the client.  Rough and fine cuts of the films are only uploaded to the web with password protection, so that they can be viewed by the client and/or contributors in advance of the final cut. Requesting the Removal/Deletion of Data  When filming is agreed with contributors in advance of filming this is done with care and in good faith, explaining as clearly as possible what the film will be used for and where it will be shown. The intention of the filmmaker and client is that they will use the finished film for several years following its completion. If a contributor changes they mind about granting permission for their contribution to be used, they must contact the client organisation and filmmaker to discuss the possible options for removal of their contribution.  Text data and rushes: contributors, clients and any individual or organisation can contact Bartlett Hubbard Films at any time and request the removal of their text data or rushes from our records, and this will be honoured. If this information has been passed electronically, eg. by email to clients, it may not be possible to retrieve all traces of this data, though reasonable efforts will be made to do this.  Released/published films: once a finished film is released online, or shown at an event, it is impossible to guarantee all copies of it will be able to be retrieved, though reasonable efforts will be made to do this.