1. Introduction.
This Privacy Policy explains how we use any personal information we collect about you in line with UK data protection laws. For the purposes of this Policy, references to “we”, “us” and “our” mean Base Films Productions Ltd.
Base Films Productions Ltd is a privately-owned, specialist production company, providing content for adventurous brands. We need to collect, use and disclose information in order to provide our range of business services. We are committed to the protection of personal information, and maintaining organisational and technical procedures to safeguard the privacy and confidentiality of all information provided to us.
By providing personal information to us (either directly or consenting another person to do so on your behalf), you agree that this Policy will apply to how we handle your personal information and you consent to us collecting, using and disclosing your personal information as detailed in this Policy. If you do not agree with any part of this Policy, you must not provide your personal information to us. If you do not provide us with your personal information, or if you revoke the consent that you have given under this Policy, this may affect our ability to provide our services to you.
2. How do we collect personal information?
We will actively collect personal information from you where it is fair, reasonable and practical to do in order to provide you with our products and services. Generally, we will collect this information when we deal with you in person, by email, telephone, letter, when you use our website, and when you connect with us on social media.
3. How we collect your information from third parties.
We work with a number of partners to assist with our productions, and in some circumstances, we may collect personal information. By providing personal information to us directly or indirectly through third parties, you are consenting to the collection, use and disclosure of information in accordance with this Policy. If you believe your information has been provided to us without your consent, please refer to the Contact Information/Complaints sections below.
4. What information do we collect?
The type of personal information we collect about you is the essential information we need to deliver the services you require. Our specialist offering requires personal information which may be considered to be sensitive by UK data protections laws, in order to manage the risk of operating in remote parts of the world and assist us in the event of an emergency; medical or otherwise.
a. Personal Information.
Generally, the type of personal information we collect about you is the information needed to facilitate the production. For example, we may collect details such as your name, address, telephone number, email address, passport details, emergency contact and other details relevant to your arrangements with us. When you make contact with us for other purposes, we may also collect personal information about you in relation to those purposes.
b. Sensitive Information.
In some circumstances, we may ask you for personal information that is considered sensitive under UK data protection law. Sensitive data may include your nationality, dietary or physical and mental health. For example, if your production involves strenuous activity, you will provide a health declaration on current medications, allergies and past medical history. This essential information will allow us to complete a detailed medical risk assessment and prepare for any medical condition that may require additional medical support or resources and/or affect someone’s ability to complete the production safely.
5. How do we use and disclose your personal information?
By continuing to use our services and/or by providing us with personal information (or allowing another person to do so on your behalf), you consent to us using and disclosing your personal information for the purpose for which it was collected, and, where permitted by your local data protection laws, for any related secondary purpose which we believe you would reasonably expect. The purposes for which we collect personal information, and those secondary purposes which we consider to be directly related, may include:
a. Non-disclosure agreements;
b. Make travel arrangements on your behalf, including visas, permits, vehicle transfers and accommodation bookings;
c. Complete medical screenings to make a detailed risk assessment of your fitness to travel;
d. Create annotated nominal role documents to be passed on to the appointed production leader to prepare for any associated risks
e. To produce a debrief report to gauge deployment success and individual behaviour and medical to protect us against legal ramifications of any incidents that could arise from travel to remote areas including but not limited to; altitude, illness, disease, natural disasters, terrorism, civil unrest, war and accidents;
f. Casting for production;
g. Internal accounting and administration;
h. Regulatory reporting and compliance;
i. Identification of fraud or error;
j. Other purposes as authorised or required by law (ie, health and safety, to prevent threat to life, to enforce our legal rights).
6. Promotional marketing.
We may occasionally use your personal information to send you targeted marketing and promotional activities to promote products and service we believe may be of interest you. UK data protection law may require you to opt-in to receive this information. These marketing activities could include, but are not limited to:
i. Electronic marketing (including, e-newsletters, email, SMS, MMS and iM)
ii. Direct marketing (leaflets, brochures and letters)
iii. Telephone calls
If you wish to no longer receive an marketing/promotional material from us by electronic marketing you can request to not receive this information at any time, by following the unsubscribe prompts. To opt-out of market research and other forms of communication, please refer the contact section below.
Base Films Productions Ltd will never sell or share your personal information or data to other companies for marketing purposes. If you participate in partnership marketing activities with Base Films Productions Ltd and another company, you will be provided with the choice of receiving news from all companies involved.
7. Who will have access to your information?
Base Films Productions Ltd is committed to the purpose limitation, integrity and confidentiality of your personal information. Your information will be used only by authorised persons where it is relevant to do so and limited to the necessary information required for that particular purpose alone. For example, your personal identification information may be shared to obtain permits for your destination from regulatory bodies, but as medical declaration is not essential information it would not be shared in this instance.
The persons who will where necessary have access to your information may include but are not limited to:
a. Base films Employees
Internal staff fulfil the role of Data Controllers. Data Controllers exercise organisational measures to manage purpose limitation, authorising the use of personal information for specified, explicit and legitimate purposes as described in this Policy.
b. Medical Advisors
In the circumstances where an individual’s medical declaration requires further assessment from a qualified medical professional, Base Films Productions Ltd employees will pass on the declaration to our Medical Advisor. The Medical Advisor will use this information plus any other relevant information we hold, to assess physical and mental health, provide medical risk mitigation advice, suggest medical equipment or supplies and advise our risk management procedure. This may include further email and phone discussions.
c. Contracted Consultants
In order to enact Base Films Productions Ltd’s Risk Management Policy, it is necessary to provide certain sensitive and/or personal data to our contracted consultants. As contracted by Base Films Productions Ltd, these persons will abide to the terms of use described in this Policy.
d. Travel Service Providers
To fulfil travel booking and arrangements, we may share your information where necessary with travel service providers, including but not limited to accommodation, transfers and flight providers.
e. Consulates/Embassies
In the event Base Films Productions Ltd is required to arrange travel visas, we may share your personal information with the relevant embassy and/or consulate.
f. Government organisations such as National Parks
In the circumstances where your production includes travel to a restricted area or region, we will be required to share necessary personal information with those particular government organisations to obtain the individual permits needed to access the region/area.
8. Is your information transferred overseas?
In some circumstances your information will be shared with Base Films Productions Ltd’s partners or relevant organisations overseas. Only information deemed necessary by Base Films Productions Ltd will be provided and only for specific uses as detailed above. When booking a trip with Base Films Productions Ltd, you must be aware of and accept that information infrastructures and data policies in many destinations will not be equivalent to the UK or Europe.
9. How do we store your information?
Information submitted to Base Films Productions Ltd verbally, by email or other electronic communication or through form submissions on our website will be stored in a number of digital locations. Access to these are limited to approved Base Films Productions Ltd staff, protected by encryption and monitored routinely for attempted breaches or incursions. Digital copies of information and communications are held by Base Films Productions Ltd for a period of 10 years from the last update to ensure access and compliance in the event of any legal proceedings. Where paper copies of pertinent data are required, for example for reference on expedition where digital access is not available, these copies are entrusted to approved Base Films Productions Ltd personnel and destroyed when no longer of use.
10. Security of Information.
Base Films Productions Ltd take the protection of your personal and sensitive information very seriously and actively monitor their information systems for signs of misuse. Information held by Base Films Productions Ltd will only be accessed by approved, relevant members of staff and third parties as described above, and where possible, data which is shared will first be anonymised or removed from context. Base Films Productions Ltd undertake to inform all customers of any potential data breaches, or suspected unauthorised access to this data, in a timely manner. Base Films Productions Ltd operate a secure website certified independently and informations submitted through website forms are encrypted.
11. Definitions and Interpretations
1.1 For the purposes of these conditions:-
"Representatives" in relation to any party includes any agents, directors, members, officers, employees, and legal, accounting, financial or other advisers of the relevant party.
"Restricted Material" means any information or documentation relating to Base Films or the Series which is disclosed to you or to any of your Representatives by Base Films or by any of its Representatives or is derived by you or any of your Representatives from any information or material so disclosed.
1.2 Any reference in these conditions to writing and to any cognate expression includes a reference to any communication effected by facsimile transmission or similar means.
12. Your Undertakings
In consideration of the disclosure of Restricted Material by Base Films or by any of its Representatives, you undertake that:-
2.1 The Restricted Material will be used solely for the Purpose and you shall not, without Base Films’s prior written consent, make any use (whether for the benefit of you or any third party) of any Restricted Material otherwise than for the Purpose and shall not disclose or divulge any Restricted Material in any way to any other person and shall procure that the same is at all times kept confidential and secret.
2.2 Without Base Films’s prior written consent you shall not make a public statement concerning the Restricted Material nor disclose to any person the fact that the Restricted Material has been disclosed or that discussions and negotiations are taking place or have taken place relating to the Series or the Purpose or any details of such discussions.
2.3 You will not without the prior written permission of Base Films make copies of, record, disseminate in any way or part with possession of any of the Restricted Material and if negotiations on the Purpose terminate without agreement or do not proceed to an agreement within 6 (six) months from the date hereof, you shall forthwith deliver to Base Films all Restricted Material disclosed by Base Films or by any of its Representatives and any copies or records thereof then in your possession or control and/or of your Representatives and destroy all analysis and materials (recorded in whatever way) including any Restricted Material or containing any information obtained or derived from any Restricted Material.
2.4 The Restricted Information will only be disclosed to you and/or your authorised Representatives in accordance with Clause 3.1 below and your representatives shall procure that no act is done which if done by you would be a breach of the provisions of this letter and shall inform each of your Representatives to whom any Restricted Material has been disclosed of the provisions of this letter.
2.5 You will keep the Restricted Material in proper and secure storage.
2.6 The Restricted Material is and at all times remains the sole and exclusive property of Base Films. Neither this letter nor any disclosure grants any right or licence to any intellectual property rights owned and controlled by Base Films.
13. Exceptions to Disclosure
The undertakings hereby given shall not prevent you:-
3.1 Disclosing on a confidential basis any Restricted Material to any of its Representatives who need to know the same for the sole purpose of advising in connection with the negotiations on the Series (and accordingly supplying to those advisers on that basis such limited number of copies of any such information as may be necessary for that purpose) provided that you make a record of the Restricted Material supplied and of the persons to whom it was supplied and that you will on demand make a copy of that record available to us; or
3.2 Disclosing to any person or using for any purpose any Restricted Material if and to the extent only that such disclosure is required by law or by any governmental regulation with which you are bound to comply; but if any proceedings are commenced or action is taken which will or may result in such a requirement, you will immediately notify Base Films of the same and will take all steps which may be required by Base Films to defend such proceedings and to resist and avoid such a requirement being imposed on you.
14. Exclusion of Warranties
You acknowledge that Base Films has not made or given and that its Representatives are not authorised to make or give, prior to entering into formal written agreements in relation to the Series, any representation, promise or warranty as to the accuracy or completeness of any Restricted Material and no person shall be deemed to have been given such authority. Any representation, promise or warranty so made or given should not be relied upon by you and neither Base Films nor any of its Representatives shall have any liability to you or your Representatives arising from disclosure of any Restricted Material or its use by you.
15. Acceptance of Terms of these Conditions
By its confirmation of the acceptance of the terms of these conditions:
5.1 You shall indemnify and keep Base Films at all times indemnified against any loss arising directly or indirectly from disclosure of Restricted Material by way of actions, proceedings, claims, demands, costs, awards as a result of any breach or non-performance of any obligations under this letter;
5.2 You confirm that damages may not be an adequate remedy for any breach of the matters set out in this letter and confirms its agreement that in the event of any breach Base Films shall, without limiting the range of remedies to which it is legally entitled, be entitled to injunctive relief to the maximum extent available under any applicable law;
5.3 You acknowledge that you are acting as a principal and not as agent or broker for any other person in connection with the Purpose and that it will be responsible for any costs incurred by it or on its behalf;
5.4 No failure or delay by Base Films in exercising any right under this letter shall operate as a waiver thereof and no partial exercise of any such right shall preclude any other or further exercise thereof.
16. Applicable Law and Jurisdiction
The terms of these conditions will be governed by English law and you will submit to the exclusive jurisdiction of the English Courts.
17. Access, amendment and removal of personal information.
If you suspect any information on you is being held without your consent or was provided to Base Films Productions Ltd by a third party, please contact Base Films Productions Ltd. At any time, you may request access to your personal information as held by Base Films Productions Ltd, subject to any legal restrictions or proof of identity, and you may also request amendments insofar as these do not restrict the ability of Base Films Productions Ltd to complete our contract with you. Where amendments and/or removal of personal information is requested, you will accept that this may impede Base Films Productions Ltd’s ability to deliver the contracted service and may result in a termination of that contract. If you require any reasonable adjustments to be made to either this policy, or to the accessed format of your data as held by Base Films Productions Ltd, the company will endeavor to provide this, for example in large text, in a format which can easily be translated etc.
18. Cookies.
This site uses cookies, which are small text files that store non-personally identifiable information about you, either temporarily in connection with your Internet Protocol (IP) address (known as a temporary or session cookie, and deleted once you close your browser window) or more permanently on the hard drive of your computer (known as a permanent or persistent cookie). This Site uses session cookies so that you do not have to fill in the same information from page to page within www.base-films.com. If you elect not to receive cookies, you may be able to view some, but not all, of the content on this Site.
19. IP Addresses.
This site uses Internet protocol (IP) addresses. IP addresses are unique identifiers automatically assigned to each computer when logging onto the Internet. IP addresses allow us to collect much of the same information we collect through cookies, including browser type, what pages you visit, and how long you stay on the site. In general, IP addresses allow us to identify problems with our servers, prepare aggregate demographic information and other information regarding this use of this site, and improve the functions of this site.
20. Contact Information.
Base Films Productions Ltd are at 14 Whitehouse Street, Bristol, BS3 4AY. Please contact us by email at info@base-films.com or by telephone on the office number +44 (0)20 7096 8482.
21. Changes to this Policy.
From time to time we will update this policy. If we make any changes to this Policy, they will be published on on our website at: https://www.base-films.com/privacy/. You must take responsibility, and we encourage you to, check this Policy for any updates.