Privacy Policy
Time Capsule Productions Ltd Privacy Notice – Customers & Prospective New Customers
We are Time Capsule Productions Ltd (referred to as “we”, “us” or “our” in this privacy notice), a firm of film producers registered in England. Our registered address is Unit D Green Barn, West Down Farm, Corton Denham, Sherborne, Dorset, DT9 4LG. Our address for correspondence is detailed below. Our company registration number is 15982147 and we are registered with the Information Commissioner’s Office. Our telephone number is 07799 535155.
This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR). Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
It is important that you read this privacy notice, together with any other privacy notice or fair processing policy we may provide on specific occasions when we are collecting or processing any personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements other notices and is not intended to override them.
1. Data Protection
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have appointed a Data Protection Officer. The Data Protection Officer has overall responsibility for Data Protection.
If you have any questions about this privacy notice, including any requests to exercise your rights, please contact the DPO using the details set out below:
Name of DPO: Jon Tickner
Email: contact.us@time-capsule.co.uk
Address: 3 Widcombe Hill, Bath BA2 6AD
Telephone: 07799535155
2. Changes to the Privacy Notice and your Duty to Inform
We keep our privacy notice under regular review. It is important that the personal data we hold about you is accurate and up-to-date. Please keep us informed if your personal data changes during your relationship with us.
3. Third Party Links
Our website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website we encourage you to read the privacy notice of every website you visit.
4. The Data We Collect About You
4.1 Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- In order to provide our service of producing a personal or family memoir.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o In order to discuss the benefits, limitations, processes and prices of our service. Or to resolve a complaint with a part of our service or the resulting end product.
4.2 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (i.e. anonymous data).
4.3 We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Date of birth
- Payment details (including card or bank information for transfers and direct debits)
- Website user information (including user journeys and cookie tracking)
- Photographs or video recordings
- Records (usually written) of meetings and decisions we make together
- Identification documents, where relevant to your Time Capsule film
- Personal and family memories you wish to have included in your Time Capsule film
We collect or use the following personal information for dealing with queries or complaints:
- Names and contact details
- Address
- Any relevant related material listed above, in order to help us resolve the query or complaint
4.4 Examples of when we may obtain, use, store and/or transfer data include when:
- You request a service from us in respect of the services we provide;
- You or someone who is buying a gift for you from us, to provide our services and also during the provision of those services;
- You contact us by email, telephone, post or social media (for example when you have a query about our services); or
- When made available from third parties and/or public resources
4.5 We do not collect any Special Categories of Personal Data about you (including details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political options, trade union membership or information about your health) or any information about about criminal convictions and offences, except where they are relevant to your Time Capsule film and you express a wish for them to be included.
4.6 Cookies & Analytics
Analytics
We use Google Analytics, a web analytics service provided by Google, Inc. (“Google”), to collect, monitor, and analyse the use of our site. Google Analytics uses cookies to track and report website traffic, helping us understand how you use our site.
Third Parties
- We use Google reCAPTCHA for spam protection. Their privacy policy can be found here : https://policies.google.com/privacy?hl=en.
- We use Google Analytics to track user sessions. Their policy can be found here: https://policies.google.com/technologies/cookies?hl=en-UK
Use of cookies and other technologies
What are cookies?
We may place small text files called ‘cookies’ on your device when you visit our website. These files do not contain personal data, but they do contain a personal identifier allowing us to associate your personal data with a certain device. Cookies are NOT viruses, any kind of malware, programs or applications. Cookies cannot see the files on your device.
Why do we use cookies?
Cookies serve several useful purposes for you, including:
- Tailoring our website’s functionality to you personally by letting us remember your preferences, location or device type
- Improving how our website performs
- Improving your experience and allowing our website to recognise you when you return
- Allowing us to customise our website to your interests
- Understanding who our audience is so that we can provide content most relevant to you
- Allowing third parties to provide services to our website
- Helping us deliver interest-based advertising where appropriate in compliance with the applicable laws
Types of cookies that we use
We use different types of cookies on our website. Some of these cookies are placed by us, while others are placed by our third-party plug-ins, suppliers or advertisers. These cookies may be deleted from your device at different times, such as at the end of your browsing session (when you leave the website) or after a pre-set amount of time, or they may persist on your device until you delete them. We use the following types of cookies on our website:
Essential Cookies
These are cookies that allow our website to perform its essential functions. Without these cookies, some parts of our websites would stop working. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
Non-essential cookies
With your consent non-essential cookies are set when you visit our website. They serve to optimise the user experience, provide us with insights about how users use our website, or are used for marketing purposes.
To the extent personal data is processed via these cookies, the respective legal basis is your consent in accordance with Article 6(1)(a) GDPR. You may withdraw your consent at any time with future effect by adjusting your cookie settings.
Tracking Cookies
Our website uses cookies to improve your browsing experience, provide social media features, and analyse our traffic. By using our site, you consent to the use of cookies.
Google Analytics
We use Google Analytics to track and report website traffic. Google Analytics sets cookies to help us understand how visitors interact with our website, compiling reports on website activity and providing other services relating to website activity and internet usage. The data collected is anonymous and cannot be used to identify you personally.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| _ga | Used to distinguish users | 2 years | HTTP Cookie | |
| _gid | Used to distinguish users | 24 hours | HTTP Cookie | |
| _gat | Used to throttle request rate | 1 minute | HTTP Cookie | |
| gac | Contains campaign-related information | 90 days | HTTP Cookie |
For more information on Google Analytics cookies, visit the official Google Analytics page.
Google Tag Manager
Google Tag Manager allows us to manage and deploy marketing tags (snippets of code or tracking pixels) on our website without having to modify the code. It helps in integrating and managing various marketing and analytics services.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| dc_gtm | Used by Google Tag Manager to control the loading of a Google Analytics script tag. | 1 minute | HTTP Cookie |
For more information on Google Tag Manager cookies, visit the official Google Tag Manager page.
Facebook Pixel
Our website uses Facebook Pixel to measure the effectiveness of our advertising by understanding the actions people take on our website. The Facebook Pixel records information about your session, which Facebook can use to measure and optimise the performance of our ads and deliver more relevant advertising content to you on Facebook.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| _fbp | Used by Facebook to deliver a series of advertisement products such as real-time bidding from third party advertisers. | 3 months | HTTP Cookie | |
| fr | Used by Facebook to deliver a series of advertisement products such as real-time bidding from third party advertisers. | 3 months | HTTP Cookie |
For more information on Facebook Pixel cookies, visit the official Facebook Business Help Center.
Embedded Vimeo Videos
Our website may include embedded Vimeo videos. Vimeo sets cookies to collect user data and track their browsing behaviour.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| vuid | Vimeo | A Vimeo-generated ID that stores a user’s usage history and is used to generate analytics information for video owners. This cookie expires after two years. | 24 months | HTTP Cookie |
| player | Vimeo | Stores preferences for player controls, such as volume, captions, and stream quality. This cookie expires after one year. | 12 months | HTTP Cookie |
| flags | Vimeo | Specifies feature flags that are enabled by the video owner. This cookie expires after one year. | 12 months | HTTP Cookie |
For more information on Vimeo cookies, visit the official Vimeo Help Center.
Embedded YouTube Videos
Our website may include embedded YouTube videos. YouTube sets cookies to collect user data and track their browsing behaviour.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| _YSC | YouTube | Registers a unique ID to keep statistics of what videos from YouTube the user has seen. | Session | HTTP Cookie |
| VISITOR_INFO1_LIVE | YouTube | Tries to estimate the users’ bandwidth on pages with integrated YouTube videos. | 6 months | HTTP Cookie |
| PREF | YouTube | Registers a unique ID that is used by Google to keep statistics of how the visitor uses YouTube videos across different websites. | 8 months | HTTP Cookie |
For more information on YouTube cookies, visit the official YouTube Help Center.
5. How We Use Your Personal Data
5.1 We will only use your personal data when the law allows us to.We have also identified what our legitimate interests are where appropriate. Most commonly we will use your personal data in the following circumstances:
- Performance of a contract/service with you. Where it is necessary for the performance of our contract with you, and to comply with our legal obligations.
- Where it is necessary for our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.
- Where it is necessary for additional purposes with your consent and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.
5.2 Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
5.3 In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
See also Part 9 of this document: Who We Share Your Data With.
6. If you Fail to Provide Personal Data
Where we need to collect personal data under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case we may have to cancel a service you have with us but we will notify you if this is the case at the time.
7. Discrepancies in the Information and Harmful Information
7.1 It is your duty to provide us with information that is correct to the best of your knowledge. It is important that the data we hold about you, your memories of your relations and friends past and present is accurate. Should you realise some information provided to us and captured for your Time Capsule film is not correct, please notify us.
7.2 We cannot be held responsible for incorrect information, memories or experiences provided to us in the provision of our service to you. It is your obligation to ensure the information you provide is correct to the best of your knowledge.
7.3 We cannot be held accountable for information or memories that another may believe to be inaccurate and/or find harmful to them. It is your obligation to ensure that any other person included in the information provided to us is fair and has been agreed by that other person or persons for use.
See also Part 11 in this document.
8. Data Retention Policy: All individuals and businesses
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected, and as specified within our agreement with you. When assessing what retention period is appropriate for your personal data, we take into consideration:
- Your own required access to the data
- The broader requirements of our business and the services provided;
- Any statutory or legal obligations;
- The types of personal data we have collected;
9. Who We Share Information WIth
We may, from time to time, wish to share your data on our website, social channels or company/product literature or marketing and information media, or in other formats.
We will not share your personal data with other third parties beyond the above uses (unless required to do so by law, or in the context of the possible sale or restructuring of our business) without your consent.
10. Data Security
We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed, altered or disclosed in an unauthorised way. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
11. Your Rights to Access, Rectify, Erase and Complain
11.1 Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. 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 for access is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with the request in such circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
11.2 Your right to rectification – You have the right to ask us to correct or delete personal information you think we have captured incorrectly. However, if this information was captured by us as described by you, in good faith, a fee may be incurred for the correcting of that information. We will advise you of that fee prior to any correction being made. You can read more about this right here. Please also see Part 7 of this document and our Terms of Business.
11.3 Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
11.4 Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
11.5 Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
11.6 Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
11.7 Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and we will always try to do that within one month. Please double-check you have used the correct contact details. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice or on our website.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline number: 0303 123 1113. Website: https://www.ico.org.uk/make-a-complaint. We would appreciate the chance to deal with any concerns before you approach the ICO, so please do not hesitate to contact us to discuss any concerns.
12. Changes to this Notice
If we make any changes to our privacy notice in the future, the most up to date version will be accessible on our website.