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Privacy Policy

Updated 09/05/2024

1. Summary

Vidsy (“we”, “us” or “our”) is the controller of your personal information and is serious about your privacy. At Vidsy we respect your privacy and understand that you care about how your personal information is used and shared.

This Privacy Policy describes Vidsy’s practices concerning the information collected through the Vidsy website; vidsy.co, the Vidsy platform and any of our related services (the “Services”). This policy also covers registered Vidsy Creators in accordance with the Terms and Conditions.

If at any time you are concerned or have questions about how we might be handling your data, please reach out to us at privacy@vidsy.co.

Please read the following information to understand how your information may be collected, used and shared by Vidsy when using our Services.

IF YOU DO NOT AGREE WITH THE TERMS OF THIS PRIVACY POLICY, PLEASE DO NOT USE VIDSY’S SERVICES.

This Privacy Policy only applies to services Vidsy owns and operates. Our Services may provide links to third party sites, products and services that are not controlled by Vidsy and are not subject to this privacy policy. We recommend that you read the privacy policies of any other sites, products or services that you visit or use.

2. Information we collect about you

In general, we may collect personal information that can identify you such as your name and email address and other information that does not identify you.

a) Information provided by you; We may collect and store any personal information you enter on our Services or provide to us in some other manner. This includes identifying information, such as your name, address, email address, telephone number, education, professional/freelance history and, if you transact business with us, financial information. This helps Vidsy to provide you with better services and opportunities regarding Briefs.

b) Information about Others; We may collect and store personal information about other people that you provide to us, such as their name, address and email address. For example, if you provide information about others that appear in Briefs, we may collect and store that information.

c) Information Collected Automatically. We automatically collect information from your browser when you use our Services. This information includes your IP address, your browser type and language, access times, the content of any undeleted cookies that your browser previously accepted from us (see “Cookies” below), and the referring website address.

d) Cookies and Use of Cookie Data. When you use our Services, we use small files known as cookies to distinguish you from other users and see how you use our site and products while providing you with the best experience. They also enable us to improve our services. For detailed information on cookies and other technologies we use, and the purposes for which we use them, see our Cookie Policy.

As a Creator the following data may also be collected by Vidsy when using our Services.

a) Information you provide to us for us to perform any contract obligations with you (including your financial information and contact details to ensure you can be paid for your services).

b) Information you provide to us to enable us to correspond with you, your agent or your next of kin and deal with any queries in relation to your services (including contact details and correspondence).

c) Information you provide to us to enable us to determine whether you are right for a particular role in a Brief.

d) You may also choose to give us special categories information such as health, religion, trade union or sexual orientation data – for example you may choose to give us health or religious information to ensure we are able to ensure dietary requirements are met.

e) Footage, scripts, rushes and log files in connection with any Brief you are working on.

f) We may also need to collect some health information from you to provide to our insurers and for health and safety purposes.

We may also receive some personal data about you from other sources, such as correspondence and information provided through your agent where relevant, and information, background checks, references and recommendations to enable us to determine whether you are suitable for a particular Brief.

3.How Information collected is used

We may use information that we collect about you to:

a) Verify your eligibility to use our Services;

b) Provide services that you have requested;

c) Manage your account and provide you with customer support;

d) Communicate with you by email, telephone and/or mobile devices about our products or services that may be of interest to you.

e) Enforce or exercise any rights in our terms and conditions;

As a Creator we will only use your personal information when the law allows us to do so. Most commonly we will use your personal information in the following circumstances:

a) Some processing is necessary for the performance of a contract we have with you. We need to process payment details in order to pay you for example and we need the footage created under the contract to complete the Brief.

b) Some processing is necessary for our legitimate interests. We need to correspond with you in relation to the Brief and to keep a record of any incidents, queries and complaints.

c) If we are processing special category information (such as health information), which we need because it is relevant to the Brief or to ensuring health and safety then we obtain your consent. Some footage may involve sensitive topics depending on the Brief. Please note that you may withdraw your consent but this may impact your ability to continue on the Brief.

4. What information is shared

We do not share your personal information with others except as indicated below or when we inform you and give you an opportunity to opt out of having your personal information shared. We may share personal information with:

a) Service Providers: We may share personal information with trusted third-party partners strictly for the sole purpose of performing services for Vidsy and providing better services for you. Third party partners do not have any right to use personal information we share with them beyond what is necessary to assist us, and they must provide a comparable level of protection for your personal information.

b) We may also disclose personal information to third parties when obligated to do so by law for the purposes of investigating, preventing or taking action against suspected or actual prohibited activities including but not limited to potential threats to the safety of any person or fraud. We may share personal information in the event of the sale of company assets, any merger and acquisition, consolidation, or transition of service to another provider or in the unlikely event of insolvency, bankruptcy or receivership.

As a Creator we may also share personal information with:

a) Service Providers: We may share personal information with trusted third-party partners strictly for the sole purpose of performing services for Vidsy and the completion of a Brief. Third party partners do not have any right to use personal information we share with them beyond what is necessary to assist us, and they must provide a comparable level of protection for your personal information.

b) Social Platform Screening: We may screen public social and digital channels to assess your suitability for a Brief and ensure you do not post abusive, offensive, discriminatory, violent, sexually explicit or harmful content.

c) Background Checks: In order to conduct checks on you to verify the information you have provided us with where you are being considered for a Brief, we may use your personal information to carry out background checks.

d) Brands: Your personal information, to the extent it relates to a Brief, may be shared with our instructing Brand.

Vidsy cannot guarantee but endeavours to ensure confidentiality in all situations, including those aforementioned in this privacy policy.

5. How we protect your personal information

We take appropriate security measures (including physical, electronic and procedural measures) to help safeguard your personal information from unauthorised access and disclosure.

Vidsy endeavours to safeguard against unauthorised disclosures of information, however we cannot guarantee the security of user account information. Unauthorised entry or use, hardware or software failure, and other factors, may compromise the security of user information at any time.

Once we have received you information, we use security features to ensure it stays secure, including;

  • Communications over the internet between you and Vidsy's platform use asymmetric encryption. This makes it unreadable to anyone who might be listening in;
  • We update and patch our servers in a timely manner;
  • Our technical team proactively monitors for abnormal and malicious activity in our servers and services;
  • When information you’ve given us is not in active use, it is encrypted at rest.
  • We restrict access to your personal information to those employees of Vidsy who have a business reason for knowing such information and third party service providers’ processing data on our behalf. All Vidsy employees who have access to your personal data are required to adhere to this Policy and all third-party service providers are requested by Vidsy to ensure appropriate safeguards are in place.
  • We educate and train our employees about the importance of confidentiality and privacy of customer personal information.

We may sometimes transfer your personal information to countries outside the UK and/or European Economic Area (or between the two), for example if we are using a supplier based elsewhere. The privacy laws in countries outside the European Economic Area and UK may be different from those in your home country. Where we transfer personal information to a country that has not been deemed to provide adequate data protection standards, we always have security measures and approved model clauses or other adequate safeguards in place to protect your personal information. Please contact us if you would like more details about our safeguards for data transfers.

6. Changes to our Privacy Policy

This privacy policy is subject to change. If we make any changes, we will notify you by revising the date at the top of the policy and where necessary we will provide you with additional notice (which may include email notifications of policy changes for those that have created accounts and provided an email address).

We encourage you to review the privacy policy whenever you access our Services to stay informed about our information practices and the ways you can help protect your privacy.

7. Your Rights

1. The right to be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Privacy Policy.

2. The right of access: You have the right to obtain access to your information (if we are processing it), and certain other information (similar to that provided in this Privacy Policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.

3. The right to rectification: You are entitled to have your information corrected if its inaccurate or incomplete.

4. The right to erasure: This is also known as the ‘right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right, there are exceptions.

5. The right to restrict processing: You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

6. The right to data portability: You have rights to obtain and reuse your personal information for your own purposes across different services. This is not a normal scenario for companies of our nature but if you have any questions you can contact us.

7. The right to object to processing: You have the right to object to certain types of processing, including processing for direct marketing or where we are relying on our legitimate interests for processing.

8. The right to lodge a complaint: You have the right to lodge a complaint about the way we handle or process your personal information with your national data protection regulator.

9. The right to withdraw consent: If you have given your consent to anything we do with your personal information, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal information with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal information for marketing purposes.

8. How long we keep your personal information for

We will keep your personal information for the duration of the Service and in accordance with your instructions or for such periods as may be required by law. We use a number of criteria for determining the retention period including obligations under law, our need to defend or bring contractual claims within the statutory limitation period and consideration of the original purpose we collected it for.

9. Questions, comments and getting in touch

If you have any questions or comments in relation to this privacy policy, please contact us at privacy@vidsy.co, or if you have specific questions in regards to how this policy relates to you as a creator please contact us at community@vidsy.co.

We will make every effort to resolve your concerns.