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Privacy Notice

BUTTON DOWN PRIVACY POLICY (11th April 2023)

Thank you for using our website which is owned and operated by Button Down Limited (“we”), 8-9 College Street, York, YO1 7JF

We have created this policy to let you (the “User”) know;

– that we respect your privacy and confidentiality; and
– to disclose the online data collection and use practices of Button Down Limited for www.button-down.co.uk (the “Website”) and associated sites and social media channels owned or operated by Button Down Limited.

Button Down Limited may modify, alter or otherwise update this policy at any time. We will indicate any changes by updating the date at the top of the policy. We encourage you to review this policy from time to time.

1. PRIVACY PRACTICES AND POLICIES & OUR USE OF YOUR PERSONAL INFORMATION

Your e-mail address and other personally identifying data will be known to Button Down Limited only when you voluntarily submit such information to or through the Website, in writing to Button Down Limited or via email, or conversations or exchanges (for example including but not limited to text exchanges, social media exchanges, phone conversations or conversations in person). We may use this personal information to contact you if we change our services or terms or if we need to give you notice under those terms.

Contributors

If you participate in one of our productions, we will need to collect information from you. Examples
of the type of information we expect to capture includes but is not limited to;


● Personal identifiers, contacts and characteristics (for example, name, contact details and date of
birth)
● Biographical information or information about your family, lifestyle and social circumstances.
● Looks, appearance and behaviour, including eye colour, weight and character traits.
● Workplace data and information about education, including salary, tax information and student
numbers.
● Private and subjective data, including religion, political opinions and geo-tracking data.
● We may also ask you to provide more sensitive information- such as medical history and criminal
proceedings.
● We will also ask you to provide information about yourself for equality monitoring purposes. You
do not need to provide this information if you do not want to.


Some of the information that we collect may be identified as ‘special category data’ in data
protection law. These categories include personal data revealing racial or ethnic origin, political
opinions, religious or philosophical beliefs, trade union membership, genetic data and biometric data
processed for the purpose of uniquely identifying a natural person, data concerning health and data
concerning a natural person's sex life or sexual orientation. We will only collect and use this
information where we are given explicit consent, or where we have a legal obligation to do so.


- How we get the personal information and why we have it


If you decide to apply to be a contributor on any of Button Down Limited’s programmes we may ask
you to provide certain personal information. In order to deliver the best possible programmes that
we can we need to know as much as possible about our contributors to evaluate whether you would
be a suitable contributor for that show.
Most of the personal information we process is provided to us directly by you. We also occasionally
receive personal information indirectly, such as from background and DBS checks.

Information gathered during the recruitment process


If you are applying to work with or for Button Down Limited, as a worker or self-employed contractor,
we will ask for personal information from job applicants including C.V’s and any ancillary information
provided as part of your application to assist with our recruitment processes.


Any personal information about you which is obtained by us during the application process (including
any information obtained directly from you or from third parties such as your referees or as part of
pre-employment checks) may be retained and used by us for the purposes of considering your
suitability for employment, conducting appropriate checks and as otherwise reasonably required for
our legitimate interests and compliance with applicable law.


If your application is successful, and you subsequently become employed or engaged by us, the
information described above will form part of your personnel file. If we do not employ/engage you,
we may still retain your CV and personal data for up to 2 years so that we can consider you for future
roles.

How we use the personal information


Due to the nature of the personal and sensitive information required and captured to produce its
shows, Button Down Limited will require and obtain explicit consent to store this data. We will,
however, minimise the data captured to specifically what is required for the purpose of each
production, and ensure it is stored securely and for only as long as is required in line with GDPR
legislation.


We may share this information with the programme production team to produce our television
programmes, and other audio visual content.


We may also have to share this information with other organisations such as:


● Other companies that may be involved in the production - for example, the broadcaster and
distributor.
● Industry regulators, such as Ofcom.
As a general rule, we will not disclose any personal information we collect to third parties without
your consent, however this may be necessary in special cases including:
● When we have reason to believe that disclosing this information is necessary to identify,
contact or bring legal action against someone who may be causing injury to or interference
with (either intentionally or unintentionally) our rights or property.
● If we are under duty to disclose user information when we believe in good faith that the law
requires it.
● We may transfer, sell or assign any of the information described above, including personally
identifiable information, to third parties, as a result of the sale, merger, consolidation,
change in control, transfer of substantial assets, reorganisation or liquidation of Button Down
Limited.

Our legal rights for collecting and processing personal data
 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this
information are:


● Your consent - We may use your personal information based upon your consent. We will
always explain this to you and will require your consent before we process your information.
● We have a contractual obligation - We may need to use your personal information to fulfil a
contract, such as a contributor contract or employment agreement.
● We have a legal obligation - When we are under a legal obligation to process your
information, such as with industry regulators.
● We have a legitimate interest - Sometimes it may be necessary to process your personal
data for purposes of our own legitimate interests. We would only do this if the fundamental
rights and freedoms of the data subject are not seriously impacted.


Security


Button Down Limited strictly protects the security of your personal information and your choices for
its intended use. We use current industry standard technology to maintain the confidentiality and
accuracy of the information you provide to us. To protect your personal information, we use “secure
servers”. We will take all steps reasonably required to make sure that your data is processed security
and in accordance with this privacy policy.

Your data protection rights


Under data protection law, you have rights including:
● Your right of access - You have the right to ask us for copies of your personal information.
● Your right to rectification - You have the right to ask us to rectify personal information you
think is inaccurate. You also have the right to ask us to complete information you think is
incomplete.
● Your right to erasure - You have the right to ask us to erase your personal information in
certain circumstances.
● Your right to restriction of processing - You have the right to ask us to restrict the processing
of your personal information in certain circumstances.
● Your right to object to processing - You have the right to object to the processing of your
personal information in certain circumstances.
● Your right to data portability - You have the right to ask that we transfer the personal
information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one
month to respond to you.


Please contact us (as below) if you wish to make a request.

Contact Us


Please contact our corporate Data Protection Manager via email at info@button-down.co.uk with
‘Privacy Notice’ in the subject line. Alternatively please contact us via post to ‘FAO The Data
Protection Manager’, Button Down Ltd, 8-9 College Street, York, YO1 7JF.

Working for Button Down

If you are applying to work with or for Button Down Limited, as a worker or self-employed contractor, we will ask for personal information from job applicants including C.V’s and any ancillary information provided as part of your application to assist with our recruitment processes. Any personal information about you which is obtained by us during the application process (including any information obtained directly from you or from third parties such as your referees or as part of pre-employment checks) or as part of pre-employment checks may be retained and used by us for the purposes of considering your suitability for employment, conducting appropriate checks and as otherwise reasonably required for our legitimate interests and compliance with applicable law. If your application is successful, and you subsequently become employed or engaged by us, the information described above will form part of your personnel file. If we do not employ/engage you, we may still retain you CV and personal data for up to 2 years so that we can consider you for future roles.

2. WITH WHOM WE SHARE YOUR INFORMATION

As a general rule, we will not disclose any personal information we collect from you without your consent. However, we may disclose personal information in special cases when we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property. We may disclose user information when we believe in good faith that the law requires it.

We may transfer, sell or assign any of the information described above, including personally identifiable information, to third parties, as a result of the sale, merger, consolidation, change in control, transfer of substantial assets, reorganisation or liquidation of Button Down Limited.

3. SECURITY

Button Down Limited strictly protects the security of your personal information and your choices for its intended use. We use current industry standard technology to maintain the confidentiality and accuracy of the information you provide to us. To protect your personal information, we use “secure servers”, however, we cannot guarantee that any information you submit to us will be free from unauthorized third party intrusion.

4. CHANGE/MODIFY

If you at any point you no longer wish to receive communications from Button Down Limited, please forward such requests to us at info@button-down.co.uk


5. LINKS


The site, may, either at present or in the future, contain a number of links to other sites. You should be aware that these sites are beyond our control and are therefore not covered by this statement.

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