Policies

This page was last updated on September 17th 2018

Privacy & Cookies

We take our clients privacy very seriously.

We are VideoFirst Ltd., trading as VideoFirst, a company registered with Companies House in England and Wales under number 08241967. Our registered office is 85 Great Portland Street, London, England. W1W 7LT. (VideoFirst / ‘we’ / ‘us’ / ‘our’.)

We provide the website at videofirst.com (the ‘website’) and the services accessible from that website, all as defined in our terms of use.

By registering to use our services, you consent to us processing your personal information in accordance with this privacy and cookie policy (the ‘policy’). This is the legal basis upon which we process your personal information as well as because it is necessary for the performance of our obligations under the terms of use. You may withdraw such consent at any time by letting us know at privacy@videofirst.com

You may also want to remove any cookies which have been placed on any device used to access the website. Your withdrawal of consent will not affect the lawfulness of any processing carried out by us prior to such withdrawal.

We want you to obtain personalised experiences anytime, anywhere, on any device. This requires us to collect personal information from you. However, we want to put you in control of that personal information. We want you to be aware at all times where and how your personal information is being used. This is of paramount importance to us.

Our policy tells you:

               › What information we may collect about you
               › What we may do with the information we collect about you
               › Whether we share your information with anyone else
               › The types of cookies we use and how you can reject these cookies
               › Where we store your information
               › How we keep your information secure
               › Your rights in relation to your information

We operate on the principle that your personal information belongs to you and only you can decide who you want to share it with and why. This is fundamental to the way we work and we’re committed to providing a secure environment for you to store your personal information and share it with others when you want to.

When does this policy apply?

This policy and the terms of use apply to your use of the website. Use of the services accessible to users of other VideoFirst group websites are subject to this policy and any other separate terms of use.

Here is the information we may collect about you:

A: Information you voluntarily provide.

If you contact us by phone or email, we may keep a record of information related to such contact (eg. name, address, telephone number and email address) for two years in case we need to contact you in relation to the issue for which you contacted us, for operational performance improvement and / or nuisance caller management. We will not use it for marketing purposes.

If you report a problem with the website or the services, we may keep a record of information related to such contact (eg. name, address, telephone number and email address) for two years in case we need to contact you in relation to the issue you for which you contacted us, for operational performance improvement and / or nuisance caller management. We will not use it for marketing purposes.

You may provide us with name, photograph and contact details of members of your organisation for the purpose of inclusion in our group services. We destroy that information promptly after you cease using the services. You may provide us with information in documents that you store within our group services. We return that information to you promptly after you cease using the services, or we can destroy it (as you prefer). Of course, we have built data portability into our product, so you can download those documents at any time up to the time you choose to cease using the services.

B: Information we collect about you and your device.

When you use the website, we use Google Analytics to collect information about your visit to our website.
You can find more information about Google Analytics here: google.com/analytics

In essence, Google Analytics enables us to analyse how you and others interact with our website. The information we collect may include:

               › Your IP address
               › The type of browser you use (such as Safari or Firefox)
               › The number of sessions per browser on each device
               › The type of device used (such as Apple iPhone) and operating systems (such as iOS)
               › Referrer information
               › Time zone
               › User preferences
               › Which pages you visited

This is what we do with the information we collect from you:

We use the information you provide to us to:

               › Enable us to provide the services
               › Ensure our content is presented in the most effective manner for you
               › Ensure we achieve the most user-friendly navigation experience
               › Provide you with marketing information about us and our services
               › You may opt out from receiving such information at any time
               › Notify you about changes to the services
               › Carry out our obligations arising out of the terms of use
               › Defend our servers against malicious attacks

Where we propose using your personal information for any other uses we will ensure that we notify you first. You will also be given the opportunity to withhold or withdraw your consent for the use of your personal information for purposes other than those listed above.

This is who we share your information with:

We will only share your information with other organisations where we have your permission to do so in accordance with this policy or where we believe it is necessary for a legitimate reason connected with the website and / or the services. Here is a non-exhaustive list of third parties we work with and why. We may work with third parties not listed below or stop working with the third parties listed below at any time.

               Google Analytics
               To monitor website performance and user experience.

               Google Web Services
               To process emails.

               MailChimp
               For email subscriptions and unsubscriptions.

               VideoTXTs
               For VideoTXT subscriptions and unsubscriptions.
               (This is a service we own and operate and is also subject to it’s own terms of use).

In addition, we may disclose your personal information to third parties:

               › If we are under a duty to disclose or share your personal data in order to comply with legal requests
               › To enforce or apply our terms of use and other agreements or to investigate potential breaches
               › To protect the rights, property or safety of our website and / or our users

Our use of cookies, pixels and local storage.

Cookies are small pieces of data that are stored on your computer, mobile phone or other device. Cookies do lots of different jobs, like letting you navigate between pages efficiently, storing your preferences, and generally improving your experience of our website. Cookies make the interaction between you and our website faster and easier. We use cookies to distinguish you from other users of the website and our services. This helps us to provide you with a good experience when you use the website and also allows us to improve the website and services. Cookies also help us authenticate you.

Here is a list of the individual cookies we may use and why we use them: (cookie name / expiry period / purpose)

               › _ga / 2 years / Used by Google Analytics to distinguish users
               › _gat / 10 minutes / Used by Google Analytics to throttle request rate
               › Consent cookie / 1 year / Used by us to ensure that you only have to see the cookie consent pop up once
               › Session cookie / Upon closure of browser / To enable you to remain logged on whilst receiving the services

More information can be found here: Google Analytics Cookie Usage

Please refer to your device’s help material to learn what controls you can use to remove or block cookies. Please remember that if you do this, it may affect your ability to use the website and / or the services. As you use your device, you will encounter third parties that make use of cookies and similar technologies. We are not responsible for those third parties or what they may place on your device or in your browser.

This is where we store your information:

We are a global enterprise so the data that we collect from you may be processed within and outside the European Economic Area (EEA) depending on your location. We have ensured that there is an adequate level of protection for such data.

Keeping information secure:

All information you provide to us is stored on servers managed by our web development team. The server infrastructure is provided by Google Cloud.

Here are your rights:

We think it is important that you are able to control your personal data. You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing at any time by contacting us at privacy@videofirst.com

The law gives you the right to request a copy of the personal information we hold about you. We first require you to prove your identity with two pieces of approved identification. We will supply, correct or delete personal information about you on our files. In addition, you may request rectification or erasure of personal information as well as the restriction of processing
of your personal information.

If you wish to complain about the processing of your personal information then please contact us first, but if we do not satisfactorily deal with your complaint, then you may contact the Information Commissioner. If you want to stop using the website and the services, you may do so. If you do, you may also want to remove any cookies that we have placed on any device used to access the website.

Third party properties accessed from the website:

Our website and services may contain links to and from the online properties of third parties. If you follow a link to any of these online properties, please note that these online properties have their own privacy policies which will govern use of any personal data that they process. Please check these policies carefully before you click on any links and / or submit any personal data to these online properties.

Change of control:

If the ownership of our business changes, we may transfer your information to the new owner so they can continue to operate the website and provide the services. The new owner will be obliged to comply with this policy.

Changes to our policy:

Any changes we may make to this policy in the future will be posted on this page. Where it makes sense because the changes are material, we will notify you of the changes by e-mail or in another appropriate manner such as when you next interact with the website.

Contacting us is easy and we want to hear from you:

We welcome any questions, comments and requests you may have regarding this policy.
You can contact us by emailing us at privacy@videofirst.com

VideoNewsletter:

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Modern Slavery

Modern slavery is an unquestionable and indefensible violation of an individual’s basic human rights.

VideoFirst recognizes that as a commercial organization it has a moral and social responsibility to take a zero-tolerance approach to modern slavery in all forms. We are committed to preventing slavery and human trafficking in our corporate activities, and to ensuring, as far as we are able, that our supply chains are free from slavery and human trafficking.

Current Activity:

We undertake due diligence when considering taking on new suppliers, and are in the process of reviewing our existing suppliers.
This due diligence includes:

               › Understanding our supply chain so as to identify and assess particular risks
               › Evaluating risks through the completion of our quality and sustainability agreements and supplier declarations
               › Conducting supplier audits
               › Terminating our relationship with suppliers that fail to meet our standards

We operate the following policies that assist our approach to the identification of modern slavery risks and steps to be taken to prevent slavery and human trafficking in our operations.

Whistleblowing Policy:

We encourage all our employees, to report any concerns relating to unlawful conduct, malpractice, dangers to the public or the environment, and any other matter of a serious nature. The Modern Slavery Act 2015 (the “Act”) is specifically mentioned within this policy which is published in our company handbook.

Quality and Sustainability Agreement:

We are committed to ensuring that our suppliers adhere to the highest standards of ethics. Suppliers are required to declare that they provide safe working conditions, treat workers with dignity and respect, and act ethically and within the law in their use of labour. Violations of the company’s quality and sustainability agreements will lead to the termination of the business relationship.

Business Ethics

This policy sets out the core values which we expect to be observed throughout the company.

The policy specifically refers to the law and is published in the company handbook. The company requires all employees working in supply chain management and relevant roles to complete training on how to assess the risk of slavery and human trafficking in relation to various aspects of the business, how employees can identify the signs of slavery and human trafficking and what should be done if this activity is suspected.

Awareness training is provided for all main board members and entity directors and any other staff in relevant and appropriate roles.

Equal Opportunity & Race Relations

The policy and practice of VideoFirst requires that all staff are afforded equal opportunities within employment and that entry into employment with VideoFirst and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure.

In all cases, ability to perform the job will be the primary consideration. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of his or her sex, marital status, sexual orientation, religion, creed, racial group, or disability.

We welcome diversity amongst our staff and seek to ensure that all candidates for employment are treated fairly, and that selection is based solely on the individual merits of candidates and on selection criteria relevant to the post. In pursuance of this aim and of its statutory duties, VideoFirst, as an employer committed to the principle of equality of opportunity, will adhere to the following procedure in the conduct of the recruitment and selection process for all posts.

Selection criteria for all posts will be clearly defined and reflected in the further particulars sent to candidates, which will also include details of our commitment to equality of opportunity. Job qualifications or requirements which would have the effect of inhibiting applications from members of particular groups, such as those of one sex, persons of a particular marital status or sexual orientation, persons of a particular racial group, or those with a disability, will not be demanded or imposed except where they are justifiable in terms of the job to be done. (For the purposes of this policy, ‘racial group’ means a group of persons defined by reference to colour, race, nationality, or ethnic or national origins).

Job advertisements will be publicised as widely as we can so as to encourage applications from a broad range of suitable candidates from all backgrounds. All job advertisements state the company’s commitment to equality of opportunity by including a footnote or final note indicating this.

All those handling applications and conducting interviews are aware of the principles of the sex discrimination act, the race relations act, the disability discrimination act, and other relevant legislation. All candidates will be compared objectively with the selection criteria, and all applications will be processed in the same way. Information sought from candidates and passed to those responsible for appointments will relate only to the qualifications for or requirements of the job. Wherever suitably qualified persons are available, there will be at least one member of each sex on the bodies responsible for shortlisting, interviewing, and making or recommending an appointment.

Environment

As a videocentric media group, VideoFirst undertakes a variety of activities that may have an effect on the environment.

Those activities may include: travel, marketing, research, strategy and planning, creative development, production and execution of TV and digital video production campaigns. It is therefore our policy to:

               › Identify and control any significant environmental aspects and to mitigate their effects
               › Minimise the environmental impacts of our activities and prevent pollution
               › Protect the environment whilst providing services to our clients
               › Employ systems and procedures that ensure our compliance with all relevant legislation
               › Promote sustainable development by conserving energy, materials and resources
               › Create awareness of our environmental management systems to all concerned
               › Manage and / or influence our supply chain to encourage similar behaviour from our suppliers
               › Set objectives and targets to improve our environmental performance
               › Exercise a positive influence within our sector

The participation and co-operation of all employees and sub contractors / freelancers is vital to the success of this policy and that adequate resources are available to maintain this system on an ongoing basis and that our environmental management system achieves our stated outcomes.

This policy is reviewed annually.