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Privacy Policy

Your Privacy, Information Collection and Use

Clearcast is committed to respecting and protecting your privacy.  This privacy notice sets out how Clearcast looks after your personal data when you visit the Clearcast.co.uk website, and tells you about your privacy rights and how the law protects you.

If you have any queries about this privacy notice or how Clearcast uses your personal information, please contact Clearcast at help@clearcast.co.uk.

Your privacy is important to us. To protect your privacy and help you to make informed choices, we provide this notice explaining our information practices, how you can choose how we use your data, and your rights in relation to your data.

Contents

  1. About us
  2. This privacy notice
  3. What personal data does Clearcast collect via the Website
  4. How Clearcast collects personal data
  5. How and why Clearcast uses personal data
  6. How Clearcast shares personal data
  7. International transfers
  8. Data security
  9. How long Clearcast keeps personal data
  10. Third party links
  11. Your rights
  12. Changes to this privacy notice or your data

  1. About us

This website www.clearcast.co.uk (the “Website”) is operated by Clearcast Limited (“Clearcast“, also referred to in this privacy notice as “we“, “us” and “our“), a private limited company registered in England and Wales (registered number 06290241) and having its registered office at 4 Roger Street, 2nd Floor, London, WC1N 2JX.

Clearcast is registered as a data controller with the UK Information Commissioner’s Office under registration number Z1958408.

You can contact us about any queries you have regarding this privacy notice by emailing us at help@clearcast.co.uk.

  1. This privacy notice

This privacy notice describes how we collect and use information collected through your use of the Website.  Please read this privacy notice carefully.

Clearcast operates several other websites, including www.onlineFlashTest.com and www.copycentral.co.uk. Each of these sites has its own privacy notice. If you use any of Clearcast’s other sites, we recommend that you review the applicable privacy notice(s).

The Website is not intended to be used by children under the age of 18.

  1. What personal data does Clearcast collect via the Website?

Clearcast collects different information depending on how you use the Website and how you interact with us. ‘Personal data’ means any data which can be associated with you as an individual, either directly or indirectly.

The personal data we collect via the Website is likely to include:

  • Identity information, such as your name, company name, organisation type and job title.
  • Contact data, such as your address, email address, telephone number and social media handles.
  • Technical data, such as your internet protocol (IP) address, 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 the Website.
  • Usage data, which includes information about how you use the Website and our services, and any communications we may receive from you.
  • Marketing and communications data, including your preferences in receiving marketing and other communications from Clearcast.

We do not collect ‘special categories of personal data through the Website. (‘Special categories’ of data include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or health information).  We also do not collect information about criminal convictions and offences.

  1. How Clearcast collects personal data

Different personal data is collected in different ways.

a) Personal data you provide to Clearcast

You will provide Clearcast with personal data when you correspond with Clearcast via the Website, either on your own behalf or on behalf of an organisation.  You will also provide us with personal data when you subscribe to receive our marketing.

b) Personal data we collect automatically

As you use the Website, Clearcast will collect technical data including your browser type, the Internet Protocol (IP) address used to connect your computer to the internet, and your usage habits. Clearcast collects this data using cookies.

If cookies are disabled you will still be able to access the website, however some content may not function correctly.

  1. How and why Clearcast uses personal data

Clearcast will only use your information where:

a) We needs it to perform a contract or provide a service that you or your organisation has asked for

For example, Clearcast may need your contact, identity, technical and/or usage information to respond to a question you have asked us via the Website.

b) We have a legitimate interest (reasonable business purpose) for doing so

Clearcast will use your information for its legitimate business reasons where doing so will not unduly affect your rights.

We will use your identity, contact and usage information to:

  • keep our records up to date; and
  • send you communications and updates in respect of the Website which we consider to be important.

We will use your technical information to:

  • provide and make improvements to the Website, Website maintenance, support, reporting and hosting of data, and troubleshooting;
  • ensure that the Website is secure;
  • analyse how users interact with the Website; and
  • address any issues you may experience with the Website.

We may use any or all of the information above to administer and manage our business in general, and in the context of a business reorganisation or group restructuring exercise.

If you feel that your interests and fundamental rights outweigh Clearcast’s business purposes, and that Clearcast should therefore stop processing your data, please let us know.

c) You have consented to it

If you sign up to receive marketing communications from us, we will send you marketing information that you have consented to receive. You have the right to withdraw consent to marketing at any time by contacting us at help@clearcast.co.uk.  We will not share your personal data for third parties to market to you.

d) We need to comply with a legal or regulatory obligation

In certain circumstances, Clearcast may need to retain or use your data to comply with regulations and/or the law.

  1. How Clearcast shares personal data

Clearcast may need to share some of your data in order to provide the Website to you (for example, google for the map to our location and vimeo for playing videos).

Your personal data may be disclosed or transferred to potential or actual buyers of, investors into or lenders to our business or any of our assets, or any of the advisors or representatives of the above. If so, we will ensure that appropriate confidentiality terms are in place.

On rare occasions, we may share personal data when we believe it is necessary to comply with the law, regulation or legal request (including a court order or government inquiry); to enforce or apply our terms of use or other agreements; in the context of a company reorganisation or restructuring exercise; or to protect the rights, property, or safety of Clearcast, our employees, our users, or others.

  1. International transfers

The Website is hosted on servers located within the European Economic Area (EEA).

If you have consented to receiving marketing communications from us, we store your personal data with our third party provider(s) whose servers are located outside of the EEA.  Our third party provider(s) are registered with the EU-US Privacy Shield, which requires them to provide similar protection to personal data shared between the Europe and the US, and means that the transfer is in accordance with European data privacy laws. For further details, contact us at help@clearcast.co.uk.

  1. Data security

The safety of your personal data is important to Clearcast, and Clearcast uses various technical and organisation measures to ensure that your data is secure.  For further information about this, please contact us at help@clearcast.co.uk.

However, the transmission of information via the Internet is not completely secure. Although we take appropriate measures to safeguard against unauthorised disclosures of information, we cannot guarantee the security of your data.

  1. How long Clearcast keeps personal data

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

To determine the appropriate retention period for personal data, Clearcast considers the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which Clearcast processes your personal data and whether Clearcast can achieve those purposes through other means, and the applicable legal requirements.

If you require any further information about how long we retain your personal data, please email help@clearcast.co.uk.

The Website may contain links to other sites operated by third parties whose information practices may be different than ours. Please consult all third party sites’ privacy notices as we have no control over information that is submitted to, or collected by, third parties.

  1. Your rights

You have certain rights over your personal data. You may:

  • require Clearcast to rectify the personal data we hold about you, where that data is incorrect;
  • require that we restrict the processing of your personal information in certain circumstances;
  • request access to the personal data that we hold about you;
  • require that, in certain circumstances, we delete the personal information we hold about you;
  • require that we provide you with the information that we hold about you in a structured, commonly used and machine-readable format; and/or
  • withdraw your consent to Clearcast using your data for marketing purposes at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”), which is the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, be grateful if you would contact Clearcast in the first instance so we can endeavor to deal with your concerns direct.

If you wish to exercise any of these rights, please contact Clearcast at help@clearcast.co.uk.

To protect your privacy and security, Clearcast will take reasonable steps to help verify your identity before granting access or making corrections.

  1. Changes to this privacy notice or your data

We may amend or modify this privacy notice from time to time. We will notify you of any changes we make.

It is important that the personal data Clearcast holds about you is accurate and current. Please keep Clearcast informed if your personal data changes during your relationship with us.

This privacy notice was last updated on 24th May 2018.

Clearcast is committed to respecting and protecting your privacy and helping you to make informed choices. This privacy notice applies to our website at clearcast.co.uk (our “Site”), which includes our Library platform (the “Library”) at library.clearcast.co.uk. It sets out how we look after your personal data and tells you about your privacy rights and how the law protects you. If you have any queries about this privacy notice or how we use your personal information, please contact us at help@clearcast.co.uk

 

Contents

  1. About us
  2. This privacy notice
  3. What personal data do we collect via the Site?
  4. How we collect personal data
  5. How and why we use personal data
  6. How we share personal data
  7. International transfers
  8. Data security
  9. How long we keep personal data
  10. Third party links
  11. Your rights
  12. Changes to this notice or your data

 

  1. About us Our Site is operated by Clearcast Limited (“Clearcast”, also referred to in this notice as “we”, “us” and “our”). Our registered office and postal address is at 4 Roger Street, 2nd Floor, London, WC1N 2JX, and our company number is 06290241. We are registered as a data controller with the UK Information Commissioner’s Office under registration number Z1958408. Please contact us about any queries you have regarding this privacy notice at help@clearcast.co.uk
    1. This privacy notice This privacy notice describes how we collect and use information through your use of the Site and our related services. Please read this privacy notice carefully. We operate another site at www.onlineflashtest.com which has its own privacy notice. If you use this site, we recommend that you review the applicable privacy notice. The Site is not intended to be used by children under the age of 18.
    2. What personal data do we collect via the Site? We collect different information depending on how you use the Site and how you interact with us. ‘Personal data’ means any data that can be associated with you as an individual, either directly or indirectly. The personal data we collect via the Site may include: • Identity information, such as your name, organisation name and position. • Contact data, such as your address, email address, telephone number and social media handles. • Technical data, such as your internet protocol (IP) address, 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 the Site. • Usage data, which includes information about how you use the Site, products and services, and any communications we may receive from you. • Marketing and communications data, including your preferences in receiving marketing and other communications from us. Some personal data is only collected if you use the Library. This includes: • Clearance related data, such as any information you may provide to us about yourself as a result of your interactions with Clearcast staff, the submissions you make on behalf of your organisation, and your use of the Library during the clearance process (including any comments you make on the Library). • Library services data, including any submissions made on behalf of your organisation and information relating to any specific services you have requested (such as when you arrange to send or receive delivery of an asset, or if you request our subtitling or TV admin services). • We will also collect any third party personal data you may provide to us in respect of advertising credits (such as the name of the composer or director of an ad) and in the content of any ads, scripts and other submissions you may share with us. Please ensure that you and your organisation have all necessary rights and permissions to share any such personal data with us. We do not usually collect ‘special categories’ of personal data through the Site (‘special categories’ of data include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, and health information). We also do not usually collect information about criminal convictions and offences.
    3. How we collect personal data Different personal data is collected in different ways. a) Personal data you provide to us When you register to use the Library or book training with us , you will provide us with your identity and contact information. You will also provide us with personal data when you correspond with us, either on your own behalf or on behalf of an organisation. b) Personal data we collect automatically As you use the Site, we will collect technical data including your browser type, the Internet Protocol (IP) address used to connect your computer’s network to the internet, and your usage habits, patterns and preferences. We collect this data through the Site and can link it to your user profile through your session cookie. Our website uses ‘strictly necessary’ cookies to store your cookie preferences. You can find details of these by clicking ‘Manage Cookie Preferences’ then ‘Cookie Settings’ at the bottom of this page. Some additional cookies are used in the Library for the following purposes: Name Type Purpose Impact of rejecting cookies _tch_core_session Strictly necessary Connects the user with their browser session User is unable to login or use the Library remember_user_token Strictly necessary Identifies the user for revisits to optimise the login process User will need to identify by email when logging in again _tch_fp_session Strictly necessary Connects the user with their browser session User is unable to use some Library functions tcl_user_token Strictly necessary JWT token to give access to Library internal systems User is only able to use some Library functions _ga_*, _gat, _gid Analytics Session performance monitoring tracking Monitoring stops working with no impact to a user These cookies cannot be rejected through the Library platform, but you can reject them through your browser if you wish. If cookies are disabled or rejected, you may be unable to access all or part of the Library platform and you may experience the difficulties set out in the above table.
    4. How and why we use personal data We will only use your information where: a) We need it to perform a contract or provide a service you have asked for For example, if you have registered to use the Library, we will need your contact and identity data to provide the Library (and our related services) to you. Likewise, we may need your contact, identity, technical and/or usage information to respond to a question you have asked us. b) We have a legitimate interest (reasonable business purpose) for doing so We will use your information for our legitimate business reasons where our doing so will not unduly affect your rights. We use your identity, contact and usage information to: • keep our records up to date; • respond to and analyse any feedback and comments we receive via the Library; • send you communications and updates in respect of the Site which we consider to be important; • send you marketing communications relating to similar services. We use your technical information to: • provide and make improvements to the Site, system maintenance, support, reporting and hosting of data, and troubleshooting; • ensure that the Site is secure; • analyse how users interact with the Site; and • address any issues you may experience with the Site. We may use any or all of the information above to administer and manage our business in general, and in the context of a business reorganisation or group restructuring exercise. If you feel that your interests and fundamental rights outweigh our business purposes, and that we should therefore stop processing your data, please let us know. c) You have consented to it Where we have asked for your consent to receive marketing communications, we will use your identity and contact data to send it to you. Where you have consented to receive marketing information, you have the right to withdraw consent at any time by contacting us at help@clearcast.co.uk We will not share your personal data for third parties to market to you. d) We need to comply with a legal or regulatory obligation In certain circumstances, we may need to retain or use your data to comply with regulations and/or the law.
    5. How we share personal data We will need to share some of your personal data with third parties in order to provide the Site and our related services. We share your information with our trusted third party service providers. This includes our system provider (who hosts and maintains the Library) and with other technical service providers. We may also share your personal data with our email marketing provider(s) where the law allows this. When we share your information with our service providers, we will ensure that your data is kept secure and used only in accordance with this notice. Additionally, if you are making a submission to us or requesting a service via the Library, some of your personal data (such as your name) will be linked with that submission or request. This is accessible by: • other people with appropriate permissions at your organisation; • Clearcast staff; • any third parties to whom you have specifically granted access, including: − publishers (broadcasters) so that they can publish assets and see submissions; QC reports; and assets’ status and restrictions; − organisations such as ad serving companies and sales houses; and − service providers (such as subtitling providers) who need access in order to provide you with a service you have requested; and • any external teams that your organisation shares a submission with using the ‘team sharing’ facility in the Library (for example at a post-production house). If you would like further information as to who our publishers and sales houses are, please click here. Your personal data may be disclosed or transferred to potential or actual buyers of, investors into or lenders to our business or any of our assets, or any of the advisors or representatives of the above. If so, we will ensure that appropriate confidentiality terms are in place. On rare occasions, we may share personal data when we believe it is necessary to comply with the law, regulation or legal request (including a court order or government inquiry); to enforce or apply our terms of use or other agreements; in the context of a company reorganisation or restructuring exercise; or to protect the rights, property, or safety of Clearcast, our employees, our users, or others.
    6. International transfers The Site is hosted on servers located within the European Economic Area. We may share your personal data with our third-party provider(s) whose servers are located outside of the UK. Where we transfer personal data outside of the UK or the EEA to a country that has not received a UK ‘adequacy’ decision in respect of its privacy laws, we always ensure that a similar degree of protection is afforded to it by implementing one of the following safeguards: • specific contracts containing standard contractual clauses approved for use in the UK (namely the International Data Transfer Agreement or the International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers); or • choosing providers which are registered with the EU-U.S. Data Privacy Framework and/or the UK Extension to the EU-U.S. Data Privacy Framework. These steps ensure that your data enjoys the same protection that it would in the UK. For further details, contact us at help@clearcast.co.uk
    7. Data security The safety of your personal data is important to us, and we use various technical and organisation measures to ensure that your data is secure. For further information about this, please contact us at help@clearcast.co.uk However, the transmission of information via the Internet is not completely secure. Although we take appropriate measures to safeguard against unauthorised disclosures of information, we cannot guarantee the security of your data.
    8. How long we keep 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. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. As previous clearance decisions are taken into account when we review related submissions on the Library, we do not automatically purge old submissions. For further information about how long we retain your personal data, please contact us at help@clearcast.co.uk
    9. Third party links The Site may contain links to other sites operated by third parties whose information practices may be different than ours. Please consult all third-party sites’ privacy notices as we have no control over information that is submitted to, or collected by, third parties.
    10. Your rights You have certain rights over your personal data. You may: • require us to rectify the personal data we hold about you, where that data is incorrect; • require that we restrict the processing of your personal information in certain circumstances; • request access to the personal data that we hold about you; • require that, in certain circumstances, we delete the personal information we hold about you; • require that we provide you with the information that we hold about you in a structured, commonly used and machine-readable format; and/or • withdraw your consent to our using your data for marketing purposes at any time. You also have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”), which is the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, be grateful if you would contact us in the first instance so we can endeavour to deal with your concerns direct. If you wish to exercise any of these rights, please contact us at help@clearcast.co.uk To protect your privacy and security, we will take reasonable steps to help verify your identity before granting access or making corrections.
    11. Changes to this notice or your data We may amend or modify this privacy notice from time to time. We will post any revised notice on our Site or any replacement or successor site. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. This privacy notice was last updated on 19 August 2024