Contributor Privacy Notice

Last updated: 12 October 2026

This notice is for anyone who appears in a film, video or photograph made by Here Now Films, and who has signed one of our contributor releases. It explains what we do with your personal information, who we share it with, how long we keep it and what your rights are. Your release form gives a short version; this page gives the detail. Our general privacy policy covers enquiries, clients and freelancers; this notice covers the people who appear in our productions.

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Who we are

Here Now Films Ltd is a video production company registered in England and Wales (company number 12351260), at Metherell Gard, Bude, Cornwall, EX23 8BX. We are the data controller for the personal information described here.

For anything about your personal information, contact us at ed@herenow.film or write to us at the address above.

What we collect

• Your contact details: your name, email address and phone number, from the release form.
• Your signed release: the form itself, and the date you signed it.
• The recordings: film, photographs and sound of you, including your image, your voice, and what you say and do on camera.
• Basic biographical details you choose to share, such as your job or how long you have been a member of somewhere.
• Sensitive information, only if you agree. If you tick the optional box on your release, the recordings may include information you choose to share about, for example, your health, ethnicity, religion or sexual orientation.

Most of this comes from you. Sometimes the company we are making the film for (the Client) gives us your name and contact details first, for example if you are taking part through your job.

What we use it for, and why we are allowed to

We use your information to make the Production, and then to distribute, publicise and archive it, as set out in your release. We also use your contact details to arrange filming, and we keep your signed release as a record of your permission.

The law lets us do this because:

• We have a legitimate interest in making and using the Production, which you have agreed to take part in. You can object to this at any time (see “Your rights” below).
• We have legal obligations, for example to keep records and to show that you gave permission.
• For sensitive information, you have given your explicit consent by ticking the box on your release. You can withdraw it at any time.

We do not sell your information, and we do not use it to make automated decisions about you.

Who we share it with

We share your information only as far as your release allows and the Production needs:

• the Client and its group companies, who use the Production for their own purposes;
• broadcasters, platforms and distribution partners that show or distribute the Production;
• where relevant, investors, lenders, prospective purchasers and their professional advisers, for example when the Client’s business is being financed or sold;
• anyone who takes over the rights in the Production, such as a purchaser of the Client’s business or a licensee;
• people who help us make the Production, such as freelance editors, camera operators and sound recordists, and transcription or captioning services. They act on our instructions;
• the services we use to store and work on files (see “Where your information is held”).

The Client, and anyone else we pass the Production or recordings to, decides for itself how it uses them. Each is a separate data controller for its own use, with its own privacy notice. If you have a question about how one of them is using the material, you can ask them directly, or ask us and we will help you reach them.

Where your information is held

Here Now Films is based in the UK, and we look after your information under UK data protection law wherever it is held.

We store, edit and share recordings and documents using online storage, editing and file-sharing services. Many of these are based in the United States, or keep data in the European Economic Area.

When your information goes outside the UK, it is protected in one of these ways:

• The EEA and Switzerland: the UK recognises their data protection laws as adequate, so no extra steps are needed.
• The United States: we use providers certified under the UK Extension to the EU-US Data Privacy Framework (the “UK-US data bridge”), or we put in place the UK’s approved contract terms (the International Data Transfer Agreement or Addendum).
• Anywhere else: we use the UK’s approved contract terms, unless the UK has recognised that country’s laws as adequate.

If you live outside the UK, your information will come to the UK and be handled here under UK law. If you are filmed abroad, the same applies.

How long we keep it

Information	How long we keep it
Your signed release	For as long as the Production or the recordings are in use, and then six years, so we can show you gave permission.
Your contact details	With your release, for the same period, so we can reach you about the Production.
The finished Production	Indefinitely, in our archive and the Client’s. Productions are often used for many years.
Recordings not used in the finished Production	Usually kept in our archive with the Production, in case the Client needs new versions later. We may delete them at any time.
Sensitive information you consented to	Removed from anything we have not yet published, distributed or archived if you withdraw your consent.

Your rights

You have the right to:

• object to us using your information on the basis of legitimate interests;
• ask for a copy of the personal information we hold about you, including your signed release;
• ask us to correct anything that is wrong;
• ask us to delete your information, or to limit how we use it;
• withdraw your consent to sensitive information at any time;
• complain to the Information Commissioner’s Office (ico.org.uk, 0303 123 1113), or to the data protection authority where you live.

To use any of these rights, email ed@herenow.film. We will reply within one month. There is no charge.

To withdraw consent to sensitive information, email ed@herenow.film with your name and the name of the Production. From then on we will not include that information in anything new, and we will remove it from material we still control and have not yet published, distributed or archived.

Why we cannot always remove material that is already out

Your release gives us, and the people we pass the Production to, permission to use the recordings. Once a Production has been published, broadcast, distributed or archived, it may be in many places we do not control: a broadcaster’s schedule, a platform, a client’s website, printed material, a news report. Your data protection rights still apply, and we will always look at a request seriously. But they will not always mean the material can be taken back.

For example:

• If you ask us to delete your information after a film has been broadcast, we will delete your contact details and any unused recordings, but we cannot recall the broadcast.
• If a client has already printed a poster with your photograph, we cannot withdraw the posters already printed. We will pass your request on to them.
• If you withdraw consent to sensitive information after the edit is finished, we will remove it from versions we have not yet delivered, where that is possible.

If something about how you appear worries you, please tell us as early as you can. The earlier you ask, the more we can do.

Questions contributors often ask

What will the footage be used for?

The Production your release names, and publicising it. Your release lists the uses: for example the Client’s website and social media, advertising, events, internal communications, and materials shown to investors or buyers. The footage can be used anywhere in the world, for as long as the Production is in use.

Will I see the film before it comes out?

Not usually. Your release does not give you a right to approve the finished Production. If you would like to know when it is released, tell us and we will try to let you know.

What does “edited or adapted” mean?

Ordinary editing: cutting what you say down to fit, choosing which takes to use, cutting shorter versions for social media, adding music, graphics or subtitles, translating, and colour or sound correction. It does not mean making you appear to say something you did not say. We will never create a digital replica of your face, body or voice, or use your recordings to train artificial intelligence, without asking you first.

Will I be paid?

No. You are taking part free of charge, and the release covers all future use without payment.

Can I change my mind?

Your permission to use the recordings cannot be withdrawn once you have signed, because the Client and others rely on it. Your consent to sensitive information can be withdrawn at any time, and you keep your data protection rights. If you have a concern, please talk to us.

Can I get a copy of my release?

Yes. Email ed@herenow.film.

Who do I contact?

Ed at Here Now Films: ed@herenow.film, or Here Now Films Ltd, Metherell Gard, Bude, Cornwall, EX23 8BX.