Privacy Policy

RIVACY POLICY

ABOUT US

Olive & Thistle is the trading name of: Olive & Thistle Productions Ltd. whose registered number is SC576437 and registered office is 21 Novar Drive, 1/1, Glasgow, Scotland. G12 9PS. We are committed to protecting your privacy. This Policy forms part of our legal information and confirms how we handle data which identifies you. If you have any queries concerning your personal information, please contact us at hello@oliveandthistle.co.uk

The use of the Internet pages of Olive & Thistle Productions Ltd. is possible without any collection of personal data by us; however, if you want to use some services via our website, processing of personal data could become necessary. If the processing of personal data is necessary and there is no statutory basis for such processing, we generally obtain consent from you.

DATA PROTECTION OFFICER

Amanda Heather
Telephone: 0141 316 0491
Email: hello@oliveandthistle.co.uk

DATA CONTROLLER

The data controller of this website is:

Olive & Thistle Productions Ltd, 21 Novar Drive 1/1 Glasgow, Scotland G12 9PS

DATA BREACHES

We will report any unlawful data breach of this website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.

DATA PROTECTION INFORMATION

User privacy and data protection are human rights and we have a duty of care to our clients and contractors within that Data. The Data will only be collected and processed when absolutely necessary. and this Data will not be distributed or made public.

As per Article 30 for the GDPR this website and business are exempt from some the regulations surrounding the handling of private data.

However, this website will strive to ensure that where possible we comply with the stipulations laid out in GDPR.

All private data (email address, IP address, names, telephone etc) are stored on secure computers. No personal data will be given or sold without the express written permission of the user.

You may request to see copies of any personal information held and also request that that information is updated or removed in its entirety. You can do that by emailing us at hello@oliveandthistle.co.uk

How your data is protected

We use a multi-layered approach to security –

“Perimeter Security“ – All of our IT infrastructure is stored in a secure location. Only two key holders exist.

“Network Security” – All of the IT is further secured using strong password protection, using a mixture of alphanumeric and symbols. We use DropBox as a cloud storage system for my documents and company files. DropBox is GDPR compliant. Portable hard drives for use off-site and on location will not usually have personal information stored on them, and where they do they will have password protected encryption at the drive level. We ensure all servers, routers, laptops, desktops, smartphones etc are kept up to date with the relevant security patches and updates by the manufacturer.

“Privilege Based” – Only those who need to access your information will be able to access it. We use multiple alphanumeric passwords for access to all IT infrastructure.

Your data is also held securely off-site with further protection provided by GDPR compliant Tave, again using the same three methods outlined above.

LEGISLATION

Our business, internal systems and website are designed to comply with the following national and international legislation with regards to data protection and user privacy: UK Data Protection Act 1988 (DPA) EU Data Protection Directive 1995 (DPD) EU General Data Protection Regulation 2018 (GDPR)

This site’s compliance with the above legislation means that this site is compliant with the data protection and user privacy legislation set out by many other countries and territories. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact our data protection officer

PERSONAL INFORMATION

The processing of personal data, such as the name, address, e-mail address, or telephone number of a data subject shall always be in line with the General Data Protection Regulation (GDPR), and in accordance with the country-specific data protection regulations applicable to Olive & Thistle Productions Ltd. By means of this data protection declaration, we would like to inform the general public of the nature, scope, and purpose of the personal data we collect, use and process. Furthermore, you are informed, by means of this data protection declaration, of the rights to which you are entitled.

CONTACT FORMS AND EMAILS

The website of the Olive & Thistle Ltd contains information that enables a quick electronic contact to our enterprise, as well as direct communication with us, which also includes a general address of electronic mail (e-mail address). If a data subject contacts the controller by e-mail or via a contact form, the personal data transmitted by the data subject are automatically stored. Such personal data transmitted on a voluntary basis by a data subject to the data controller are stored for the purpose of processing or contacting the data subject. There is no transfer of this personal data to third parties.

COLLECTION OF GENERAL DATA AND INFORMATION

The website of Olive & Thistle collects a series of general data and information when a data subject or automated system calls up the website. This general data and information are stored in the server log files. Data is collected by Google Analytics. Google Analytics gathers information about website use by means of cookies. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.Collected may be (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) any other similar data and information that may be used in the event of attacks on our information technology systems.

When using these general data and information, Olive & Thistle does not draw any conclusions about the data subject. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, Olive & Thistle analyses anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our company, and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by a data subject.

CONTACT POSSIBILITY VIA THE WEBSITE

The website of Olive & Thistle contains information that enables a quick electronic contact to our company. as well as direct communication with us, which also includes a general address of the so-called electronic mail (e-mail address). If a data subject contacts the controller by e-mail or via a contact form, the personal data transmitted by the data subject are automatically stored. Such personal data transmitted on a voluntary basis by a data subject to the data controller are stored for the purpose of processing or contacting the data subject. There is no transfer of this personal data to third parties.

COMMENTS FUNCTION IN THE BLOG ON THE WEBSITE

Olive & Thistle offers users the possibility to leave individual comments on individual blog contributions on a blog, which is on the website of the controller. A blog is a web-based, publicly-accessible portal, through which one or more people called bloggers or web-bloggers may post articles or write down thoughts in so-called blogposts. Blogposts may usually be commented by third parties.

If a data subject leaves a comment on the blog published on this website, the comments made by the data subject are also stored and published, as well as information on the date of the commentary and on the user’s (pseudonym) chosen by the data subject. In addition, the IP address assigned by the Internet service provider (ISP) to the data subject is also logged. This storage of the IP address takes place for security reasons, and in case the data subject violates the rights of third parties, or posts illegal content through a given comment. The storage of these personal data is, therefore, in the own interest of the data controller, so that he can exculpate in the event of an infringement. This collected personal data will not be passed to third parties, unless such a transfer is required by law or serves the aim of the defense of the data controller.

ROUTINE ERASURE AND BLOCKING OF PERSONAL DATA

Your personal information and any other data you give will be stored, securely, for a minimum of 24 months. If the storage purpose is not applicable, or if a storage period prescribed by the European legislator or another competent legislator expires, the personal data are routinely blocked or erased in accordance with legal requirements.

PERIOD FOR WHICH THE PERSONAL DATA WILL BE STORED

The criteria used to determine the period of storage of personal data is the respective statutory retention period. After expiration of that period, the corresponding data is routinely deleted, as long as it is no longer necessary for the fulfillment of the contract or the initiation of a contract.

Serenity use the personal information you provide to effectively undertake and provide services. Specific items of data may be shared with 3rd parties in order to facilitate these services.

THIRD PARTY COMMUNICATION CHANNELS

We use third party communication channels. An example of these are : Social media messaging, email servers, Whilst this does expose our communications with you to third parties, each partner we have chosen to work with is reputable, and their service to us is understood to be as a carrier or enabler of communication, and not a processor of information.

Olive & Thistle has performed fair due diligence to assure that communication channels are fit for purpose, and reasonably secure. We do understand that communication channels are in their nature distributed worldwide and subject to technical change. We regularly review our usage of such channels to ensure the security of both subjects data and our business integrity.

THIRD PARTY DATA PROCESSORS

Olive & Thistle use third parties to process personal data on our behalf.

Google (Privacy policy) – This site uses Google Analytics (GA) to track user interaction

Tave (Privacy Policy) – for administration (contracts and emails)

Vimeo (Privacy Policy) – Image upload and sharing

Second Shooters – where applicable, names, telephone numbers and addresses may be shared with a second shooter for the purposes of completing their services on the wedding day.

Any data subject may, at any time, contact our Data Protection Officer directly with all questions and suggestions concerning data protection.

SOCIAL MEDIA AND VIDEO SHARING

On this website, the controller has integrated components of the enterprises (FACEBOOK, TWITTER, PINTEREST, INSTAGRAM, YOUTUBE, VIMEO) these are all social media and video sharing networks.

A social network is a place for social meetings on the Internet, an online community, which usually allows users to communicate with each other and interact in a virtual space. A social network may serve as a platform for the exchange of opinions and experiences, or enable the Internet community to provide personal or business-related information. Facebook allows social network users to include the creation of private profiles, upload photos, and network through friend requests.

Olive & Thistle shares and posts photos and videos to these social media platforms for business and promotional activities. No personal data that we have obtained is included in these posts

FILM AND BACKUPS

The nature of our business is to record film. Raw footage include data fields. These data fields are known as EXIF data, and can include information like dates, time, location.

We store backup footage in a variety of formats within, and outside the EU. This is a fundamental part of our business offering i.e. the very long term secure backups of films
We pseudonymise personal data within the EXIF fields, strip exif data before using online, and pseudonymise file names.
We feel that the storage of images and film falls outside of the scope of GDPR. The image, and it’s visual rendition, along with the file is considered as a digital asset and is not considered as data, and as such because exif data is pseudonymised, no personal data is stores with an image asset.
Olive & Thistle do not use or condone the use of facial recognition software within photographs or film.

BACKUPS

As a responsible business, Olive & Thsitle ensures all on-site files and data are routinely backed up off site. This backup may be within or outside of the EU. Where backups contain private data Olive & Thistle ensures backups are secure and encrypted. The logistics relating to these backups, impose a practical implication when a subject requests data is removed, and as such, removals are subject to a reasonable workflow, and are not instant.

DATA STORAGE

Olive & Thistle stores data locally (in our offices) in electronic and paper formats. Additionally, along with a paper equivalent, We purposefully store data in multiple locations. We do this to ensure data security and integrity, and to provide an effective, long term backup of image assets.

Backups are for the purposes of business resilience, regulatory compliance, rights management, and to provide customers a long term service.

GDPR COMPLIANCE, AND OTHER REGULATORY ACTIVITIES

Olive & Thistle needs to keep proper records for accounting and taxation purposes (as an example). A subjects right to request data is removed does not alter the need of Olive & Thistle to maintain proper accounting and record keeping. If a subject does make a data removal request and such a tension exists, Olive & Thistle will inform the subject of any decisions and options.

SITE VISITATION TRACKING

This site uses Google Analytics (GA) to track user interaction. We use this data to determine and calculate the number of people using our site, this is so we can better understand how they find and use our web pages and to see their journey through our website. Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor.
GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA and you are able to disable cookies on your internet browser which will stop GA from tracking any part of your visit to pages within this website.

LEGAL BASIS FOR THE PROCESSING

Art. 6(1) lit. a GDPR serves as the legal basis for processing operations for which we obtain consent for a specific processing purpose. If the processing of personal data is necessary for the performance of a contract to which the data subject is party, as is the case, for example, when processing operations are necessary for the supply of goods or to provide any other service, the processing is based on Article 6(1) lit. b GDPR. The same applies to such processing operations which are necessary for carrying out pre-contractual measures, for example in the case of inquiries concerning our products or services. Is our company subject to a legal obligation by which processing of personal data is required, such as for the fulfillment of tax obligations, the processing is based on Art. 6(1) lit. c GDPR.

In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or of another natural person. This would be the case, for example, if a visitor were injured in our company and his name, age, health insurance data or other vital information would have to be passed on to a doctor, hospital or other third party. Then the processing would be based on Art. 6(1) lit. d GDPR.

Finally, processing operations could be based on Article 6(1) lit. f GDPR. This legal basis is used for processing operations which are not covered by any of the abovementioned legal grounds, if processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. Such processing operations are particularly permissible because they have been specifically mentioned by the European legislator. He considered that a legitimate interest could be assumed if the data subject is a client of the controller (Recital 47 Sentence 2 GDPR).

PROVISION OF PERSONAL DATA AS STATUTORY OR CONTRACTUAL REQUIREMENT; REQUIREMENT NECESSARY TO ENTER INTO A CONTRACT; OBLIGATION OF THE DATA SUBJECT TO PROVIDE THE PERSONAL DATA; POSSIBLE CONSEQUENCES OF FAILURE TO PROVIDE SUCH DATA

We clarify that the provision of personal data is partly required by law (e.g. tax regulations) or can also result from contractual provisions (e.g. information on the contractual partner).

Sometimes it may be necessary to conclude a contract that the data subject provides us with personal data, which must subsequently be processed by us. The data subject is, for example, obliged to provide us with personal data when our company signs a contract with him or her. The non-provision of the personal data would have the consequence that the contract with the data subject could not be concluded.

Before personal data is provided by the data subject, the data subject must contact our Data Protection Officer. Our Data Protection Officer clarifies to the data subject whether the provision of the personal data is required by law or contract or is necessary for the conclusion of the contract, whether there is an obligation to provide the personal data and the consequences of non-provision of the personal data.

This data protection declaration of Olive & Thistle Productions Ltd. is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR).

CHANGES TO OUR PRIVACY POLICY

This privacy policy may change from time to time inline with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes.

CHANGE LOG

18th May 2018 – Privacy policy instigated under GDPR regulations