Privacy Notice

BTMTV LTD & Brilliant Trees Media staff / volunteers privacy notice

This privacy notice tells you what to expect us to do with your personal information when you work for us.

We have a joint controller relationship with Brilliant Trees Media for the purpose of BTMTV is a SPV with the parent company Brilliant Trees Media.

Contact details

Email susanna@brillianttreesmedia.co.uk

What information we collect and use, and why

Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

  • Contact details (eg name, address, telephone number or personal email address)

  • Date of birth

  • National Insurance number

  • Gender

  • Photographs (eg staff ID card)

  • Copies of passports or other photo ID

  • Next of kin or emergency contact details

  • Right to work information

  • Details of any criminal convictions (eg DBS checks)

We also collect the following information for staff recruitment, administration and management:

  • Biometric information

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

  • Consent

  • Contract

  • Legal obligation

  • Legitimate interest:

Diamond is a system that enables the main UK broadcasters – BBC, ITV, Channel 4, Paramount, UKTV, Sky, S4C, and BSLBT – to collect and report on the diversity of TV production in the UK. If you are working on or off screen on an original production which is commissioned by the broadcasters, you may be asked to complete a short diversity form. The initiative is managed by the Creative Diversity Network (CDN) on behalf of the broadcasters.

Salaries and pensions

We collect or use the following personal information as part of managing salaries and pensions:

  • Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)

  • Time spent working (eg timesheets or clocking in and out)

  • Expense, overtime or other payments claimed

  • Leave (eg sick leave, holidays or special leave)

  • Pension details

  • Bank account details

  • Payroll records

  • Tax status

We also collect the following information for managing salaries and pensions:

  • Racial or ethnic origin

  • Religious or philosophical beliefs

  • Trade union membership

  • Biometric information (where used to identify someone)

  • Sexual orientation information

Our lawful bases for collecting or using personal information as part of managing salaries and pensions are:

  • Consent

  • Contract

  • Legal obligation

  • Legitimate interest:

Diamond is a system that enables the main UK broadcasters – BBC, ITV, Channel 4, Paramount, UKTV, Sky, S4C, and BSLBT – to collect and report on the diversity of TV production in the UK. If you are working on or off screen on an original production which is commissioned by the broadcasters, you may be asked to complete a short diversity form. The initiative is managed by the Creative Diversity Network (CDN) on behalf of the broadcasters.

Staff health and wellbeing

We collect or use the following personal information for managing staff health and wellbeing:

  • General health and wellbeing information

  • Sick leave forms or fit notes (eg Statement of Fitness for Work from a GP or hospital)

  • Accident at work records

  • Access needs or reasonable adjustments

  • Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)

We also collect the following information for managing staff health and wellbeing:

  • Racial or ethnic origin

  • Religious or philosophical beliefs

  • Trade union membership

  • Biometric information (where used to identify someone)

  • Sexual orientation information

Our lawful bases for collecting or using personal information as part of managing staff health and wellbeing are:

  • Consent

  • Contract

  • Legal obligation

  • Legitimate interest:

Diamond is a system that enables the main UK broadcasters – BBC, ITV, Channel 4, Paramount, UKTV, Sky, S4C, and BSLBT – to collect and report on the diversity of TV production in the UK. If you are working on or off screen on an original production which is commissioned by the broadcasters, you may be asked to complete a short diversity form. The initiative is managed by the Creative Diversity Network (CDN) on behalf of the broadcasters.

  • Vital interests

Where we get personal information from

We collect your information from the following places:

  • From staff members or volunteers directly

  • Pension administrators or government departments (eg HMRC and DWP)

  • Public sources (eg LinkedIn or other websites)

How long we keep information

Information is kept on file for 5 years

Who we share information with

In some circumstances, we may share information with the following organisations:

  • HMRC

  • Health and benefit suppliers

Data processors

We use the following data processors for the following reasons:

Brilliant Trees Media

This data processor does the following activities for us: Brilliant Trees Media process payroll, manage IT systems and store HR records

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

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

Last updated 12 June 2024