PRIVACY NOTICE

PRIVACY NOTICE

VERSION 4.0 

ISSUED 1ST FEBRUARY 2025

BACKGROUND

Herio Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients, contractors, vendors and contributors to our productions. We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

Herio Ltd, also known as HerioVisual.

Herio is a Limited Company registered in England under company number 13246579. Our registered address is 34 Lower Richmond Road, Putney, London, United Kingdom SW15 1JP. Our VAT number is GB 386 0870 67

2. Data Protecrtion Contact

Data Protection Officer: Steven Croston.

Email address: Steven.Croston@HerioVisual.com .

Telephone number: 0207 193 1994.

Postal address: 34 Lower Richmond Road, Putney, London, United Kingdom SW15 1JP

3. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

4. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 6 below.

5. What Are My Rights?

Under the Data Protection Legislation, you have the following rights:

a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 12.

b) The right to access the personal data we hold about you. Part 11 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases. 

i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 12.

6. What Personal Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. 

For Herio’s Clients and potential clients

Data Collected: Contact Information (including your name, email address, telephone number, website and physical address).

How We Collect the Data: Through email and telephone contact, on-line enquiries through our website or other websites such as LinkedIn and through business transactions with our clients and through visual media pre-production.

Data Collected: Business information including your business name, job title, profession and area of business.

How We Collect the Data: Through email and telephone enquiries, on-line enquiries through our website or other websites such as LinkedIn and through business transactions with our clients and through visual media pre-production.

Data Collected: Payment information including bank details, invoicing details, Purchase Order details, accounts department contact details.

How We Collect the Data: By email when completing production Agreements.

Data Collected: Profile information including your image and voice, biographical details including your life and career history and details of hobbies and interests as well as images of and details about your home environment.

How We Collect the Data: We may collect these details if you agree to appear in or contribute to a film, video or photographic production.

Data Collected: Data from third parties including contact information and profile information.

How We Collect the Data: We may collect these details from our clients if you agree to appear in or contribute to a film, video or photographic production.

For Herio’s Contractors

Data Collected: Contact Information (including your name, email address, telephone number, website and physical address).

How We Collect the Data: Via email or phone.

Data Collected: Business information including your business name, job title, profession and area of business.

How We Collect the Data: Through email and telephone or other websites such as LinkedIn.

Data Collected: Payment information including bank details, invoicing details, accounts department contact details.

How We Collect the Data: By email when agreeing Contractor Services Agreements to engage your services

7. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

For Herio’s Clients and potential clients

What We Do: Administering our business

What Data We Use: Your contact and business information

Our Lawful Basis (Contract): To inform you about our services

What We Do: Supplying our services to you.

What Data We Use: Your contact, business, payment and profile information.

Our Lawful Basis (Contract): To manage visual media pre-productions commissioned by our clients.

What We Do: Managing payments for our services.

What Data We Use: Your contact and business, and payment information.

Our Lawful Basis (Contract): To invoice you and collect payment for our services.

What We Do: Communicating with you. 

What Data We Use: Your contact information.

Our Lawful Basis (Contract): To stay in touch, to keep you informed of our services and to manage services for our clients.

For Herio’s Contractors

What We Do: Administering our business.

What Data We Use: Your contact and business information.

Our Lawful Basis (Contract): To stay in touch, check your availability etc.

What We Do: Requesting your services.

What Data We Use: Your contact, business, payment and profile information.

Our Lawful Basis (Contract):  To manage visual media productions commissioned by our clients. 

What We Do: Managing payments for your services.

What Data We Use: Your contact and business, and payment information.

Our Lawful Basis (Contract): To pay you for your services.

What We Do: Producing Contractor Service Agreements

What Data We Use: Your contact and availability, day rate and payment information.

Our Lawful Basis (Contract):  To record and agree the relationship between us.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 12.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

8. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data: Contact Information (including your name, email address, telephone number, website and physical address).

How Long We Keep It: We will keep these details for 24 months after the last contact we had with you.

Type of Data: Business information including your business name, job title, profession and area of business.

How Long We Keep It: We will keep these details for 24 months after the last contact we had with you.

Type of Data: Payment information including bank details, invoicing details, accounts department contact details.

How Long We Keep It: We will keep these details for 24 months after the last contact we had with you.

Type of Data: Profile information including career history and details of hobbies and interests.

How Long We Keep It: We will keep these details for 24 months after the delivery of the production to which you contributed.

9. How and Where Do You Store or Transfer My Personal Data?

We will store some of your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

We MAY store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.

10. Do You Share My Personal Data?

We may share your personal data with third party service providers e.g. companies that we engage to provide cloud storage or other information technology services. 

Where you have agreed to participate in or contribute to a film, video, photographic or other visual media production commissioned by one of our clients, we may share your personal data with the client to the extent it is necessary for the project to be produced. 

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.

If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 9.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

11. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 12.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 21 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

12. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of the Data Protection Officer):

Email address: Steven@HerioVisual.com

Telephone number: 020 193 1994

Postal Address: 34 Lower Richmond Road, Putney, London, United Kingdom SW15 1JP

13. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available through the Privacy page on our website.  This Privacy Notice was last updated on 14th February 2025.