Privacy & Whistleblowing

Privacy Policy

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Summary of Yellow Film group’s (“Yellow Film” or “we”) privacy practices:

Yellow Film protects your privacy and processes your personal data in accordance with current legislation and good data protection practices.

• We retain your personal data only as long as necessary for the purposes of processing mentioned below.
• We collect personal data both from yourself and from other sources, such as our clients and collaboration partners (e.g. broadcasters and distributors).
• We process your personal data for business needs, for example for recruitment and employment purposes, for management of our customer contracts, for distributing our catalogue newsletter, and for communication and direct marketing.
• We retain your personal data only as long as necessary for the purposes of processing mentioned below.

In this Privacy Policy we describe how your personal data is collected, processed and protected in the business of Yellow Film group. Yellow Film protects your privacy and processes your personal data in accordance with current legislation and good data protection practices. This Privacy Policy applies when you

• use our website,
• participate in our productions or events,
• are our client, subcontractor or collaboration partner, or an employee of the same,
• are our employee or an applicant for an open position.

We require that you read this Privacy Policy carefully before participating in our activities or otherwise providing your information to us. If you do not agree to our practices as set out in this Privacy Policy, you will not be able to use all of our services, such as our recruitment channel, subscribe to our catalogue, or participate in our events or productions.

DATA CONTROLLERS

Yellow Film & TV Oy, together with Yellow Film Studios Oy, Yellow Film International Oy and Newgrange Pictures Limited. 255 Pix Studio Oy acts as a data controller for its own business.

Recipient: Data Protection Officer
Address: Hermannin rantatie 10, 00580 Helsinki, Finland
Email: privacy(at)yellowfilm.fi

OUR PROMISE

Yellow Film protects your privacy and processes your personal data in accordance with current legislation and good data protection practices.

WHERE DO WE COLLECT PERSONAL DATA FROM?

We collect personal data both from yourself and from other sources. We receive data directly from you, for example when you are our employee, use our recruitment channel or send us a job application by using another method, sign up as audience to our production, subscribe to our programme catalogue or participate in a competition or a prize draw organized by us in social media. In addition, we may collect your data from our collaboration partners and clients, and, in certain situations allowed by legislation, from other employees of the group. Collection of data can also take place on our website via technical solutions, such as cookies.

WHAT PERSONAL DATA WE COLLECT?

The data processed by us may vary depending on how and for what purpose you deal with us. The data we may collect about you includes, for example, the following:

• Name and contact details, such as first and last name, address, email address, phone number and possible other contact details.
• Production information, such as name of the production (to which you have participated in), name of the event (to which you have participated in), and similar.
• Company information, such as your position in the company or other entity you represent, and name and contact information of the said entity.
• Campaign information, such as data you have provided us with in connection to a marketing campaign, prize draw or competition, and the information of participation to the same.
• Data we collect in connection to market and opinion surveys, through which we may develop our productions.
• Points of interest, which we may receive either from you or deduct based on other data collected by us, for example based on the events or productions you have earlier participated in.
• Marketing information, such as marketing permissions and prohibitions.
• Reaction information, such as comments and other reactions on our website or in our social media channels, and other picture or video material (e.g. photos, videos, etc.) which you may provide us with when e.g. participating to a competition.

If you apply for a job with us, we may in addition collect the following personal data:

• Age, date of birth
• Gender
• Language skills
• Information regarding prior employments and education (such as resume, job application, job certificates, school certificates)
• If you apply for a performing role, information regarding appearance and performance, such as height, hair colour and length, colour of eyes, clothing and shoe size, face and full body shot, showreel, specific features regarding appearance such as piercings, tattoos, and so forth
• If you apply for a role requiring driving skills, your driver’s license information

If you are our employee, we may in addition collect the following personal data:

• Information regarding both the employment relationship and handling employer obligations, such as salary payment information, occupational health information, travelling and representing the employer, numbers of the employer’s petrol and wholesale cards, key identification numbers and other similar information relating to the employment obligations, as well as details of the employment relationship.
• Information regarding employment benefits, such as sport and lunch benefit.
• Data collected for HR management and organizational development purposes, such as development and feedback conversations, performance reviews, and data from job satisfaction surveys

If you participate into making our production(s) as an employee, representative of a subcontractor, intern, extra or in another role or position, we may also collect the following:

• Information about the assignment of intellectual property rights

Further, when using our website, we may collect the following technical data about you:

• Information regarding your equipment, such as IP address, operating system, browser version and model of the equipment
• Type and language settings of your browser
• Other information, which have been saved via the use of our website or social media channels

We may collect information of the usage of our online services for example via cookies. A cookie is a small file, which the website saves on the visitor’s browser, and which sends the website administrator information when the visitor revisits the website. You may inactivate cookies from the settings of your browser.

In our recruitment channel, providing some personal data categories is mandatory to allow the processing of your application via the said channel. If you do not provide the personal data marked as mandatory, you are not able to submit an application via our recruitment channel. In such a case, you may however send us an open extra, intern or job application to the data controller’s postal address. Please note that giving us more information in your application may make the application stand out better from others.

WHAT PURPOSE DO WE USE PERSONAL DATA FOR AND WHAT IS THE LEGAL BASIS FOR THE PROCESSING?

We process your personal data for our business needs. According to applicable law, we may process your personal data, amongst other things, for abiding with employer obligations and conducting recruitment processes.

In addition, we may process your personal data for performance of contracts, such as the performance of an employment contract, conducting a recruitment through our recruitment channel, delivering our catalogue or newsletter, or executing another contract.

We may also process your personal data based on our legitimate interest. Legitimate interest means that we have the right to process personal data in situations where there is a relevant and appropriate relationship between us and the data subject. Evaluation of the legitimate interest is done by weighing the interests of the data subject, such as exercise of fundamental rights, in relation to our interest, the nature of collected data, purposes of use and data protection measures. Our legitimate interests are, for example, financing and production of programmes and films, management and exploitation of intellectual property rights, communication, direct marketing, market and opinion surveys, maintaining a list of extras and audiences, as well as data analysis, statistics and development of our business.

On some occasions we may also request your consent for the processing of your data.

HOW LONG DO WE RETAIN YOUR DATA?

We retain your data only as long as necessary for the purposes of processing described in this Privacy Policy, and for compliance with mandatory legislation, such as employment and bookkeeping legislation. The connection in which your data was collected, and the purpose for which it was collected, will affect the retention period of your data. Please find here a list of examples of how retention periods will be defined.

The following criteria is applied when defining the retention period for your personal data:

• In case you submit us an open job application, via the recruitment channel on our website or otherwise, we will retain the application data for 24 months from the receipt of the application or from the latest update to the applicant profile.
• In case you apply for a certain position, we will retain the data relating to your application during the recruitment process and for a reasonable time after that, unless you have given us a right to use your application data for other similar positions also after the recruitment process, in which case we can retain your application data for 24 months from the receipt of the application or from the latest update.
• If you work in a company which is our client or collaboration partner, we will retain your information, at most, as long as the client or other appropriate relationship between your employer and us continues, and for a reasonable time after that.
• If you subscribe to our catalogue or newsletter, we process your personal data for this purpose until you unsubscribe. As such, you may influence the retention period yourself.
• If you give us a marketing permission, we will process your data as long as the permission is in force, and for a reasonable time after that. In case you object to direct marketing, we will retain information of said objection as long as needed for ensuring that we will not send you direct marketing.
• In case you participate to our production as a member of audience, we will retain your information for a reasonable time and not longer than 24 months after that, and we may use the information, for example, to request you for similar tasks in our other productions.
• If you participate to a prize draw, competition or an event, and you have no other relationship to us, we will delete your data after a reasonable time after the competition or event has ended, unless we are able to retain your data for marketing purposes.
• Our employees’ data is retained in accordance with current employment legislation.
• Data of persons participating to our productions (interns, extras, employees, contact persons of subcontractors) is retained as long and to the extent necessary for us to retain personal data regarding assignment and transfer of intellectual property rights for the purpose of exploiting the productions and defending said rights.

Please note that despite the criteria defined above, we may have an obligation based on mandatory legislation to process personal data about you for longer (such as for compliance with employment and bookkeeping legislation), in which case we shall process relevant data only to comply with said legislation.

WHO MAY PROCESS YOUR DATA AND DO WE TRANSFER THEM TO THIRD PARTIES?

Your data is processed within Yellow Film. We may transfer your data for example to authorities, in case obliged to do so by mandatory legislation. In addition, we may transfer your personal data regarding productions to our collaboration partners and clients, such as broadcasters, distributors and third-party format owners and financiers, sponsors and commercial partners of programmes and films. In connection to a possible sale of business or other business or corporate arrangement, we may transfer your data to a buyer of business or other relevant party to the arrangement.

We use subcontractors and service providers when processing personal data. In such cases we ensure, when transferring the data, that said third parties will not be able to use the data for other purposes than those defined by us. Our subcontractors are contractually obliged to ensure adequate level of data protection to keep your personal data safe, and to comply with then-current personal data legislation. The subcontractors and service providers used by us will only use your personal data as described in this Privacy Policy, and they are not authorized to use it for any other purposes.

DO WE TRANSFER YOUR DATA OUTSIDE EU OR EEA?

We do not mainly transfer personal data outside EU or EEA.

However, in some cases we may transfer your data outside EU or EEA, in case it is necessary for the purposes for which the data is processed, as set out in this Privacy Policy, or for the technical maintenance of the data, subject to fulfillment of the criteria defined in the EU’s General Data Protection Regulation, i.e. that our service provider is committed to apply adequate safeguards, such as the standard contractual clauses approved by the European Commission.

HOW MAY I INFLUENCE THE PROCESSING OF MY PERSONAL DATA?

You have the right to influence the processing of your personal data in the following ways:

• Right of access to personal data. You have the right to inspect the personal data we process about you or obtain a confirmation that we don’t process your personal data. You may submit a written and signed inspection request to our postal address or via email to privacy(at)yellowfilm.fi. Please note that we must always confirm your identity before we can give you any information about personal data regarding you.
• Right to rectification. You have the right to request rectification or correction of your personal data, in case the data we have is inaccurate, unspecific or insufficient.
• Right to restriction of processing. In some situations, you may have the right to obtain restriction of processing. In case you contest the accuracy of data, you may have the right to obtain restriction of processing for such a period that enables us to verify the accuracy of your personal data.
• Right to object. You have at all times a right to object the processing of your personal data for purposes of direct marketing. You may object by clicking the link in the direct marketing emails, or by signing in with the login credentials you have created on our recruitment page. In some cases, you may, on grounds relating to your particular situation, have the right to object processing of your personal data also for other purposes than direct marketing. This right extends only to such data, which we process based on a legitimate interest. When requesting us to stop processing your personal data on this ground, you must inform us of the particular situation based on which the processing should be stopped.
• Right to erasure (right to be forgotten). In some situations, you have the right to obtain the erasure of your personal data, for example if the processing of your personal data is no longer necessary in relation to the purposes for which the data was collected, or in case the processing of your personal data has based on consent and you wish to withdraw said consent, and there is no other legal basis for the processing of your data. However, we have the right to not erase your data in case processing of the same is necessary for complying with e.g. recruitment, employment relationship or a prohibition you have given regarding direct marketing.
• Right to data portability. In certain situations, you may also have the right to receive in electronic format the personal data you have given to us, in which case you may also transfer said data to another data controller.
• Preventing cookies. You may disable cookies by changing your browser settings. Please note that disabling cookies may affect the functionality of our services.
• Lodging a complaint with Data Protection Ombudsman. If you are of the opinion that we have, despite the principles of this Privacy Policy, infringed your rights based on personal data legislation, you have the right to lodge a complaint with the Data Protection Ombudsman. We request, however, that you are in contact with us first to clarify the situation.

You can control the information you have given to our recruiting channel yourself by logging in with the user ID and password you have chosen when submitting the application via the recruitment channel.

In case you wish to invoke the rights defined above, you may contact us via email at privacy(at)yellowfilm.fi or via mail to the postal address of the data controller defined above.

HOW DO WE PROTECT YOUR PERSONAL DATA?

We have limited the processing of your personal data only to those employees of the Yellow Film, which have a need based on their work tasks to process said data. Each of our employees has a personal user ID and password to our systems including personal data.

We have utilized appropriate technological and organizational safeguards and practices to protect personal data from unauthorized access, disclosure, loss or other unauthorized processing. Such safeguards include, amongst other, use of firewalls and safe equipment spaces, appropriate access control, managed provisioning of access and supervision of use, use of encryption techniques, guidance and training of personnel participating to processing of personal data, and careful selection of subcontractors.

Our severs are appropriately protected. We enter into a written agreements with third-party service providers, which require processing and safeguarding personal data in a way that is confidential and compliant with applicable legislation.

CAN WE AMEND THIS PRIVACY POLICY?

We develop our practices regarding protection of privacy and services continuously. We reserve the right to amend this Privacy Policy when needed. In addition, amendments in legislation and interpretation of the same may cause amendments in our privacy practices and this Privacy Policy.

We recommend that you review this Privacy Policy regularly. You will find the current Privacy Policy on our website. If needed, we may also inform you of amendments directly by using contact details given by you.

WHO MAY I CONTACT REGARDING PRIVACY MATTERS?

In case you have questions, or you wish otherwise to contact us regarding this Privacy Policy or processing of personal data by Yellow Film, we ask you to, at first instance, send an email to privacy(at)yellowfilm.fi. You may also contact us regarding processing of your data via mail (postal address above).

WHISTLEBLOWING

If you wish to report certain breaches of EU and/or national legislation, please find Yellow Film’s dedicated whistleblowing channel with further instructions here. Please note that currently the channel is only available in Finnish.

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LAST UPDATED

3.12.2024

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