Privacy Policy

Introduction

Southpoint Films Ltd is a limited company registered in England & Wales. Company No. 8705276. Registered Offices: 61 – 65 High Street, Totton, Southampton, SO40 9HL, United Kingdom.

As part of our business activities, which would be described as producing videos and other image-based content on behalf of commercial businesses and organisations for the purposes of advertising, promotion, training and education, and providing solutions to use those videos within a commercial capacity, we may collect information that can be used to identify individuals. We may also collect identifiable information about visitors to our website and individuals who enquire with us about our products and services. In this document we aim to outline the information that is collected, why that information is collected, how the information will be processed, and how long the data will be retained.


Video production

During our video production activities we will typically collect the following types of personally identifiable information:

  • The physical image of an individual
  • Occasionally, the name of the individual
  • Where the individual was
  • When the individual was there
  • Often, why the individual was there
  • Often, information about organisations and persons the individual may be associated with

This information is collected when an individual appears in front of one of our cameras.

We take great care to ensure that the videos and images we produce do not jeopardise the rights or privacy of individuals who appear within them. Our Terms of Service require that our customers have obtained consent from all individuals who appear in the videos and images that we produce. All of our customers receive the opportunity to provide feedback on any videos and images before we provide them with the final output, enabling them to also check that consent has been acquired for all identifiable individuals before the videos and images are published.

We do not publish any videos or images that our customers have not signed off and approved. We only use videos and images which have already been shared publicly by our customers in our promotions for Southpoint Films Ltd, such as in our showreel or on our portfolio. If we have captured images of individuals who have not provided consent, or their consent does not cover the intended use of the footage or images we’ve captured, we will not use them and, if instructed to do so by our client, they will be permanently deleted from our systems.

How this data is processed

We take the videos and images we capture and edit them to meet the commercial needs of our customers. We may use some of the videos and images in our own promotions for Southpoint Films Ltd.

During the production process each project is given a unique ID number and title to help us identify it. A folder is created on our in-house production server for each project. The videos and images captured by our cameras are added to this folder and we use commercial video and photo editing software to edit them. Once the project is completed we archive it as-is for future reference should a customer request copies of their videos and images, or would like to make modifications to the content we’ve produced for them. We do not apply any further processing to the data we have in our archives.

Data retention and opt-out

We are commissioned by other parties, such as commercial businesses and organisations, to produce videos and images for them to use for their own commercial purposes. Therefore, particularly when we are paid to do this, the resulting videos and images belong to our customers, even if we retain a copy on our systems. Unless instructed directly to remove the data from our systems by the customer, we may choose to retain the videos and images indefinitely. If you wish to have this data removed, you must contact the relevant customer who can then instruct us to remove it from our systems on your behalf. If you do not know how to contact the customer, you may send your request to [email protected], and should we find it to be legitimate, we will forward it to the customer on your behalf for them to review and then instruct us accordingly.

Likewise, if you wish to withdraw consent from your appearance in videos or images produced by Southpoint Films Ltd, you must contact the customer of those videos or images for them to instruct us to remove your data.

Videos and images produced by Southpoint Films Ltd for internal or promotional purposes will usually be found with Southpoint Films branding included (such as a logo at the end of the video) or on a Southpoint Films property, such as our website or social media profile. If you would like to withdraw consent for us to use videos and images in this way, please email [email protected] with information about where the videos and images appear. We will review your request. If there is no legitimate interest in retaining the data, it will be removed and destroyed.

Note to customers: As editing or modifying existing videos and images is a labour intensive process, we are only able to facilitate deleting entire projects from our systems without incurring cost.


Customer information

During typical business activities we may acquire individual information about our customers. This includes:

  • Full name
  • Email address(es)
  • Phone number(s)
  • Organisation
  • Work Address

This information is given to us voluntarily by customers as part of their correspondence with us about work that we are carrying out, are due to be carrying out, or prospectively looking at carrying out. We only use this information for discussing the work at hand, or for discussing upcoming projects, and it is not shared with third parties outside of Southpoint Films Ltd without direct and explicit consent from the customer.

We may also from time to time send emails to existing and previous customers with important, relevant information about activities at Southpoint Films Ltd, such as changes to our policies and procedures.

Data storage and retention

We store this type of customer information in our company email and calendar systems, powered by Google G-Suite, in FreeAgent, and in MailChimp. You can read their respective privacy policies below.

We use Vimsy for reviewing videos and images produced by Southpoint Films and customers may be required to log in with a user account to view this content. You can read Vimsy’s privacy policy here: https://vimsy.co/privacy

We retain this data indefinitely on the basis that we may need to refer to previous communications before working on future projects with you, we may be required to contact you regarding payments for work carried out, or we may need to send updates about changes to our policies and procedures which could effect data we hold on our systems on your behalf.

If you wish to be removed entirely from our systems, which would require us deleting existing projects we hold on our systems, please contact [email protected].


Data collected via our website

Website visitor analytics and usage monitoring

We use Google Analytics and server analytics supplied by our hosting provider Siteground to collect non-identifiable information about visitors to the Southpoint Films website. Southpoint Films uses the general usage information provided by Siteground and Google Analytics to observe the number of users visiting our domain during any given period. This allows us to monitor overall site performance and optimise our service during times of high activity.

Google Analytics provides us with technical information about our users, such as the type of devices, web browsers, operating systems, and screen resolutions used by visitors to our website and service. It can also show us how long our visitors have spent using our website and service, how long they spent on each page, which pages they navigated to during a browsing session and –potentially– which website they came from to reach our website or service, and whether they interacted with certain page elements. We use this information when making decisions regarding future changes to our website and to optimise our website.

Google Analytics also provides us with broad demographic information about visitors to our website and service, such as their country or city, gender, age bracket, and their interests based on their Google ads categories and browsing activity. You can control whether this sort of information is collected about you and shared with sites like ours within the settings for your Google Account, if you have one. We use this information for making decisions about the audiences and territories in which promote, market and advertise Southpoint Films Ltd or associated products and services.

While Google Analytics provides us with a lot of data, none of this information is tied to a specific individual in our Google Analytics dashboard.

Data retention and opting out

We retain this data indefinitely for the purposes of monitoring our service and website usage over time, allowing us to create reports that compare performance across different periods. If you have a Google Account, you can control how much information Google Analytics provides websites like ours in your Google Account settings. If you use a browser that provides this feature, you can enable “Do Not Track” in your browser to limit tracking from services like Google Analytics as you browse online.

As we cannot identify an individual person from this information, we cannot modify, share or delete data related to a specific individual that has been gathered in this manner. However, you may be able to request that any data collected by Google Analytics is deleted by contacting Google directly.

Third-party video analytics

Videos viewable on the Southpoint Films Ltd website will be hosted on either YouTube, Wistia or Vimsy; Vimsy powers our customer review system. All visitors who watch a video on the Southpoint Films website will have data collected about them by at least one of these third party companies, regardless of whether they are logged in or not. You can find their respective privacy policies below.

In some cases, third-party video viewing analytics can be associated with individual persons in the form of IP address collection, or by associating video views with your account on the respective host platform. For example, with Vimsy, we can see when a video has been watched, how much of the video was watched and who watched it if the individual is logged in. We use this information for monitoring performance of our video content, and also for checking whether a video has been seen by a customer when sent for review.

If you would not like this information collected about you, please refrain from watching videos on our website.

Web Forms

We provide web forms on several of our website’s pages to allow visitors of our site to submit information to us. The information collected by these forms is used exclusively for the purposes outlined within the form. We do not share this information with third parties without obtaining explicit consent from the individual submitting the information and, unless explicitly stated, we do not use these details for marketing or advertising purposes. The information submitted in these forms is sent to our team via email or directly to a processing service such as Mailchimp, where the data remains under control of Southpoint Films Ltd. The contents of form submissions may be stored securely on website’s server for an indefinite period of time, although we endeavour to remove out of date information from our systems from time to time.

Beyond information requested directly within the forms, we may collect the IP address of the person submitting the form. The IP address may be logged against the form submission. This is used to filter out known spam submissions and we do not process it in any other way.

If you’ve previously submitted information to us and would like to make sure all data is removed from our systems, please email [email protected]


Questions?

Got questions about our privacy policy or how we handle data at Southpoint Films? You can email us for more advice and support.