PRIVACY POLICY
Overview
Over The Fence Films Limited is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website (overthefencefilms.com), interact with us on social media, or engage with us commercially as a freelancer, contractor, or creative collaborator.
We act as the Data Controller for the personal data collected under this policy:
Over The Fence Films Limited
31 Windmill Road, London W4 1RN, England
Legal framework
We process personal data lawfully, fairly, and transparently in strict accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), the Data (Use and Access) Act 2025 (including all relevant updates on recognised legitimate interests and revised data handling complaints procedures).
What information we collect
We only collect personal information that is strictly necessary to conduct our business as an independent film production company. This includes:
- Information you give us directly: Contact details (name, email, phone number) when you query us via email, interact with our social media platforms, or submit corporate enquiries.
- Production and freelancer data: if you provide services to us (such as crew, suppliers, or contractors), we collect professional CVs, union affiliations, bank details for payroll, and identification documents.
- Audio-visual material: footage, photographs, or audio recordings captured during production operations where individuals are identifiable.
- Automatically collected data: basic technical data (IP addresses, browser types, and usage patterns) collected via essential website cookies to maintain site security and functionality.
Processing data
Under data protection laws, we must have a valid legal reason to hold and use your data. We rely on the following bases:
- Contractual necessity: to manage agreements with our suppliers, contractors, crew, and production partners.
- Legitimate interests: to run, secure, and market our production business, optimize website performance, and manage incoming corporate communications.
- Legal obligation: to comply with tax laws, corporate reporting, right-to-work checks, or court orders
- Consent: where you have explicitly opted-in to receive specific communications or marketing materials from us.
Who we share your data with
We do not sell your personal data. However, due to the collaborative and global nature of film production, we may share information with trusted third parties, including:
- Production service vendors: specialized IT providers, cloud-storage platforms, and web hosting services.
- Professional advisers: industry-specific accountants, legal counsel, production insurers, and completion guarantors.
- Distribution and funding partners: broadcasters, streaming platforms, sales agents, and film financiers, strictly as required to fund, audit, distribute, or license our film projects.
- Legal authorities: if mandated by a regulatory body, law enforcement agency, or valid court order.
How long we keep your data
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, including satisfying any legal, accounting, reporting, or tax requirements. For production-related data (such as credits or copyright trail documentation), certain data may be archived permanently to establish chain of title.
Your legal rights
Subject to specific legal exemptions, you have the following rights regarding your personal data:
- Access: the right to request copies of the personal data we hold about you.
- Rectification: the right to ask us to correct information you think is inaccurate.
- Erasure: the right to request that we erase your personal data under certain conditions.
- Restriction and objection: the right to object to or restrict how we process your data.
- Data portability: the right to request the transfer of your data to another organisation.
To exercise any of these rights, please contact us at hello@overthefencefilms.com. We respond to all valid requests within the statutory timeframe.
Complaints
If you have concerns about how we handle your data, we request that you contact us directly first so we can resolve the issue. You also have a statutory right to lodge an official complaint with the UK's independent data regulator, the Information Commission (formerly the Information Commissioner’s Office / ICO), via their helpline at 0303 123 1113 or through their official website.
Changes to this policy
We review and update this Privacy Policy periodically to reflect changes in our operational practices or shifting legal standards. Any revisions will be actively posted on this webpage.