Privacy Policy

This Privacy Policy describes how Orange Fox Studios processes and retains the personal data of its Clients, Suppliers, Colleagues and Employees.

  1. HOW AND WHY WE COLLECT YOUR PERSONAL DATA


Clients & Suppliers

  • You or your colleague provides it to us because we are engaged in business activities together.


Colleagues

  • You provide it to us through professional networking events or activities and have stated that you wish to be contacted in relation to future events or activities.


Employees & Candidates

  • You provide it to us because you are employed by Orange Fox Studios or wish to be considered for employment. This applies to freelance temporary contracts and full and part time roles. 
  1. WHAT PERSONAL DATA WE HOLD


Clients, Suppliers & Colleagues

  • Identification data (name)
  • Contact data (work address, work phone number, work email address)
  • Employment data (position within your company)
  • Communications data (emails, messages sent to us)


Employees & Candidates

  • Identification data (name, date of birth, picture)
  • Contact data (as listed on your CV: home address, personal email address, mobile phone number, next of kin)
  • Employment data (eg previous employment records, date of employment with Orange Fox Studios)
  • Communications data (emails, messages sent to us)
  1. HOW WE USE YOUR PERSONAL DATA


Clients & Suppliers

  • To maintain communication with you during our business engagement.
  • To keep appropriate records associated with that engagement.


Colleagues

  • To inform you of future networking events or activities (only in the case that you have opted into receiving communication from us).


Employees

  • To keep appropriate records associated with your employment including HR management and payroll.
  • To contact you or next of kin in case of an emergency.


Candidates

  • To evaluate your suitability for employment with Orange Fox Studios (skills and experience as stated on your CV).
  1. HOW AND WHERE WE RETAIN YOUR PERSONAL DATA


Clients & Suppliers

  • We retain project records and associated client and supplier information including correspondence, in secure archives.
  • In accordance with UK accounting and taxation laws, these records are kept for at least five years after the June 28 submission deadline for the previous tax year.


Employees

  • We retain employee data, in secure archives.
  • We also use carefully vetted service providers and HR software to manage records (details in section 5).
  • In accordance with UK employment and taxation laws, these records are kept for at least five years.


Candidates

  • We may retain CVs if these are sent to us for up to 1 year, after which time, they are deleted. 
  1. WHICH SERVICE PROVIDERS WE USE

We use carefully selected service providers (data processors) in processing and retaining your personal data. We use the following service providers:

  • Data and studio management, planning and storage providers
  • Email service and Distribution providers
  • Accountants, HR, legal and other advisors
  1. HOW WE ENSURE THAT YOUR PERSONAL DATA IS STORED SECURELY



Physical operational practices

  • Key fobs are required to access our building, floor and office.
  • Key fob issue is limited and a register of key holders is maintained at all times.
  • The office is locked and alarmed when unattended.
  • Physical paper records, equipment and archives are stored within locked cabinets.
  • Paper records are shredded when no longer required.



Digital operational practices

  • All hardware, software, removable media and equipment is documented in an asset list.
  • The asset list is regularly reviewed and updated.
  • All software is regularly updated with the latest security patches.
  • Back-ups and archives are kept in secure offsite and onsite locations with redundancy.
  • User accounts are assigned to provide the limited access to information.
  • Each user is assigned their own username and password.
  • Passwords are supplied to the user securely
  • Passwords are required to be complex in nature
  • Passwords are disabled when staff or contractors conclude their employment.
  • Hardware or software be assigned to staff or contractors is returned when their employment concludes.
  • Anti-malware and boundary firewalls are in place to prevent malware infections and data breaches.
  • Antivirus software is kept up-to-date and computers are regularly scanned to detect potential threats.

 

  1. YOUR RIGHTS AS A DATA SUBJECT


As a data subject you have the following rights:

  • Right of access – Individuals may request access to their personal data
  • Right to rectifcation and data equality  – The business ensures that the personal data remains accurate and up to date
  • Right to erasure including retention and disposal – Individuals may request secure disposal of personal data
  • Right to restrict processing – Individuals may request restricted processing of their personal data
  • Right to data portability – Individuals may transfer their personal data from one IT environment to another in a safe and secure way.
  • Right to object –  Individuals may object to the processing of their personal data.


Should you believe that your rights have been violated, you have the right to lodge a complaint with the data protection authority or the court. In order to exercise your rights, please contact us at the contact details below.

  1. AMENDING THIS PRIVACY POLICY

Should our personal data processing practices change or should there be a need to amend the Privacy Policy under the applicable data protection regulations, other applicable legal acts, case-law or guidelines issued by competent authorities, we are entitled to unilaterally amend this Privacy Policy at any time. In such case, we will notify you by email reasonably prior to the amendments entering into force.

  1. CONTACT

In case you have any question regarding the processing of your personal data by us or you would like to exercise your rights as a data subject, please contact us by email [info@orangefoxstudios.co.uk].

If you would prefer to write to us then our contact address is [Phoenix, Workspace 15, 4 Midland Street, Leicester, LE1 1TG]

Privacy Policy valid from 25.05.2018