Privacy and Data Protection Notice

Last Updated: 25th March 2025

Who We Are

We are Future Filmmakers Academy Ltd (trading as Improv 4 Film) a child activity provider based, registered, and trading in the UK. Our company is committed to protecting your privacy and ensuring the safety of the children participating in our activities. This Privacy and Data Protection Notice explains how we collect, use, store, and process personal data, and how we ensure compliance with data protection laws, including the General Data Protection Regulation (GDPR).

What Personal Data We Collect and Why We Collect It

We collect personal data from our customers, partners, potential customers, and those interested in our services. This policy outlines the types of data we collect, how we store and process it, and the purpose for its collection.

We are both a data controller and data processor. While we primarily use external processing agents, we process and store video data and other digital media regularly as part of our activities. We collect the following data:

• Customer Data: First names, last names, personal addresses, telephone numbers, email addresses, and the names and dates of birth of children. Schools attended by the children
• Sensitive Data: Medical, access support, and other safeguarding details related to children’s participation (as required by safeguarding laws). This information is used solely for the safety and well-being of the children involved.
• Purchase History: Customer purchase history, booking details, and interaction data related to services.
• Online Data: Website interactions, browsing data, and phone records.
• Media: Photos, videos, and audio recordings of children participating in our activities, as part of our filmmaking services.

Sensitive Data

Under GDPR, sensitive data includes information that reveals racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic and biometric data, and data concerning health or sexual orientation.

We collect medical, access support, or safeguarding requirements for children in our care, which is classified as sensitive data. This information ensures we meet health, safety, and safeguarding requirements during our activities. We do not collect other types of sensitive data.

Credit Card and Payment Data

We process payments through secure external providers, such as Worldpay, PayPal and Stripe. We do not store credit card data directly; all payment information is processed and stored by these third-party providers, who adhere to PCI DSS (Payment Card Industry Data Security Standards).

Video Data & Digital Recordings

As part of our activities, we capture, process, and store photos, videos, and audio recordings of children participating in our activities. This is an essential part of our filmmaking services and enables us to provide the creative products our business is based on.

Data Use

We use the data we collect to:

• Provide our services, such as course registration, activity scheduling, and event participation.
• Ensure safeguarding and health and safety requirements are met.
• Deliver the outcome of activities, such as videos, photographs, and other media, for customer viewing.
• Communicate with customers, including sending newsletters, promotional materials, and updates about services.
• Maintain business and tax records, as required by law.

Data Retention

We retain data for seven years to comply with business, tax, and legal regulations. After this period, data can be erased, except where safeguarding regulations require the retention of certain information.

How We Share Your Data

We do not sell, trade, or rent your personal data. We may share your data in the following instances:

• With Service Providers: We work with third-party providers who help us process payments, manage bookings, and assist in our activities (e.g., venue partners).
• For Safeguarding Purposes: We may share sensitive information related to a child’s safeguarding, health, or access requirements with partners or authorities when required for safety reasons.
• Legal Compliance: If required by law, we may disclose your personal data to comply with legal obligations or respond to requests from public authorities.

Data Security

We are committed to keeping your personal data secure. We implement physical, electronic, and administrative safeguards to protect personal information from unauthorised access or misuse.

Data Acquisition

We collect personal data directly from our customers and prospective customers. This can be through:

• Online forms: When you book activities or register for our services on our website.
• Phone or email communications: When you provide details during a call or inquiry.
• Physical forms: Consent and medical forms, stored in a secure manner, whether digitally or in paper format.

Storage and Access

We store personal data in a secure Customer Relationship Management (CRM) system and on encrypted external storage. We ensure that data storage complies with GDPR requirements. Only authorised personnel have access to the data, and external processors we work with also adhere to GDPR compliance standards.

Consent and Your Rights

We obtain consent to collect and process personal data at the point of data entry (e.g., registration forms, consent for media). You have the following rights under GDPR:

• Access: You can request access to the personal data we hold about you.
• Correction: You can request to update or correct your data.
• Erasure: You can request to delete personal data, except where safeguarding or legal obligations require retention.
• Withdraw Consent: You can withdraw consent for certain data processing activities at any time.
• Opt-Out: You can opt out of marketing communications at any time.

Cookies and Tracking Technologies

Our website uses cookies to enhance user experience and analyse site usage. Cookies allow us to tailor content and measure site traffic. You can control cookies through your browser settings, though blocking certain cookies may affect your experience on our website.

Image, Voice, and Likeness Data

As part of our activities, we collect images, voice recordings, and likenesses (including video and photos) of children. These are processed into creative works, such as videos or promotional materials.

• We seek consent from parents or guardians for the use of their child's image/voice/likeness for the purposes of our services.
• If a child is 13 or older, we seek additional consent directly from them.
• Consent is crucial for participation in our activities and video productions. If consent is withdrawn after a child’s participation, we may remove the media from public-facing platforms but cannot guarantee full removal from all recorded products due to artistic or technical limitations.

Embedded Content from Other Websites

Our website may include embedded content (e.g., videos, images). These external websites may collect data about you and use cookies. We are not responsible for the privacy practices of these third-party websites.

Amendments to This Privacy Notice

We continually review and update our privacy and data protection practices to ensure compliance with GDPR. We may update this Privacy Notice from time to time and will notify you of any changes. Please check our website regularly for the latest version.

Contact Us

If you have any questions or concerns about this Privacy and Data Protection Notice, or wish to exercise any of your rights under GDPR, please contact us at:

Future Filmmakers Ltd

Registered office Address: 8 Brentnall Street, Middlesbrough TS15 5AP

Email: info@improv4film.co.uk

Telephone: 01609 716118