Directors UK Privacy Policy

Directors UK respects your privacy and is committed to protecting your personal data. This privacy policy sets out how we use and protect your personal data. It covers personal data we collect from you as a member or a website visitor.

Who holds your personal data?

Directors UK Limited is the data controller and is responsible for your personal data.

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data including first name, last name, marital status, title, date of birth and gender.
  • Contact Data including postal address, email address and telephone numbers.
  • Financial Data including bank account and payment card details.
  • Transaction Data including details about payments to and from you.
  • Technical Data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
  • Profile Data including your username and password, transactions with you, your interests, preferences, feedback and survey responses.
  • Usage Data including information about how you use our website and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and third parties, and your communication preferences.

Certain sensitive data, such as race or health information, is called “special category data” under UK law and there are special rules regarding the collection and processing of such data. We do not generally collect special category data. If we do, we will explain the basis on which we intend to do that.

How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • apply to become a member;
  • use any of the services we offer to members (eg legal advice)
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or
  • give us some feedback.

    Indirect sources. Where we may collect personal data about you from third parties or publicly available sources.

  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data. We collect this personal data by using cookies, server logs and other similar technologies.

Legal basis for collecting and using your personal data

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • In order to perform a contract we are about to enter into or have entered into with you (such as the membership agreement and our Articles of Association).
  • Where it is necessary in order to pursue our legitimate interests, which includes our function as a collective management organisation and as a professional association promoting the interests of directors generally and as individuals. Where we use your personal data for Directors UK legitimate interests, we make sure that we take into account any potential impact that such use may have on you and your interests. We will not use your personal data for activities where our interests are overridden by the impact on you (unless we have another legal basis to do so).
  • Where we have your specific consent.
  • Where we need to comply with a legal or regulatory obligation (for example, the Companies Act 2006 and the Collective Management of Copyright (EU Directive) Regulations 2016).

Generally, we do not rely on consent as a legal basis for processing your personal data, but where we do, you have the right to withdraw consent at any time by contacting us.

Uses of your personal data and legal basis

Most of our uses of your personal data are to allow us to perform our contract with you (your membership agreement and our Articles of Association) and to enable us to comply with our legal obligations (including the Companies Act 2006 and the Collective Management of Copyright (EU Directive) Regulations 2016). These situations are listed below.

  • To register new members, keep current membership details up to date and generally manage relationships with members;
  • To ensure the correct, accurate and lawful collection and payment of monies arising from our activities as a collective management organisation;
  • To administer and maintain appropriate accounting and other records;
  • To enable the exercise of your governance rights, including regarding company meetings and elections;
  • To ensure that any other services we provide to you are provided in a responsible, lawful and appropriate manner and are appropriate for your needs;
  • To verify your identity;
  • To respond to any query that you may raise with us;
  • To update our IT systems to provide an enhanced service to you;
  • To notify you about changes to our services;

We may also process your personal information when it is in our legitimate interest to do so given our role as a professional association promoting and protect the role and function of audiovisual directors generally. Such uses include:

  • For the purpose of research and statistical analysis;
  • To provide news and information about Directors UK and our activities.

Marketing, news and information

Contact details of members are used to provide news and information about Directors UK and our activities. You can opt-out of receiving these notifications by using the ‘unsubscribe’ link provided in our emails or by contacting us at [email protected]. Please note that we will remain entitled to send you information which is related to the core functions of Directors UK as a collective management organisation and a professional association.

Cookies

Cookies are small files stored on your computer or mobile device when you access our website. To find out more about how we use cookies, please see our Cookies Notice.

Disclosures of your personal data

We may have to share your personal data for the purposes described above with other companies and organisations with whom we have agreements or who are otherwise contractually obliged to report to us to help supply, maintain or facilitate our functions as a collective management organisation and a professional association. These third parties include our sister collecting societies, broadcasters and providers of payment or banking services.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We do not sell personal information to any third parties and we do not provide personal information to third parties for the marketing purposes of those third parties.

International transfers

Some of the third parties with whom we have relationships and to whom we may transfer your personal data are based outside the UK (for example, collecting societies based in other countries).

Whenever we transfer your personal data outside the UK, we will ensure that one of the following applies:

  • The recipient is in a country that has been deemed to provide an adequate level of protection for personal data by the UK government.
  • Contractual protection applies which gives personal data the same protection it has in the UK.
  • Where it is necessary to do so to perform our contract with you.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

The Members’ Area of the Directors UK website requires entering a username/email address and password which is encrypted and known only to the member. The data that members provide online to Directors UK is also encrypted, protected by Secure Sockets Layer (SSL) encryption technology. We ask that you do not share usernames, passwords or any other secure access information with anyone – you are responsible for keeping this information confidential and secure. You must notify us in the event that such information is revealed to, or accessed by, anyone else or where you become aware of a breach of confidentiality or any unauthorised use of our website.

Although Directors UK strives to protect your personal data online, including through use of encryption and other measures, we cannot guarantee the security of any internet communication or transmission.

Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.

Data retention – For how long will we keep your personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will keep a member’s data during the lifetime of their membership and for up to twelve years afterwards to comply with our legal, financial and regulatory obligations.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a ‘data subject access request’).

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no lawful reason for us continuing to keep it and/or process it.

Object to processing of your personal data where we are relying on a legitimate interest. However, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights to object.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us by writing to Directors UK, 4th Floor, 22 Stukeley Street, London WC2B 5LR, or by email to [email protected].

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Contact us

Please direct any comments or enquires relating to this policy to: The Chief Executive Officer, Directors UK, 4th Floor, 22 Stukeley Street, London WC2B 5LR or via email to [email protected].

Email address: [email protected]

You have the right to make a complaint about the processing of your data at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.