Privacy Policy

Privacy Policy (UK)
Effective date: 17 August 2025
Business name: Ciima (“we”, “us”, “our”)
Registered location: London, United Kingdom
Contact: info@ciima.tv)

This policy explains how we collect, use, share and protect your personal data when you visit ciima.tv or work with Ciima. We follow the UK GDPR and the Data Protection Act 2018.

1) Who’s responsible (the data controller)
Ciima is the data controller for information processed via our website, email and client services. If you have questions or want to use your privacy rights, email privacy@ciima.tv.
2) What we collect

• Contact & enquiry data: name, email, phone, company, role, the message you send us, and any files you upload.

• Client & project data: brief details, schedules, contracts, invoices, HMRC-required records, and (where provided) clearances or NDAs.

• Talent & collaborator data: name, contact details, portfolio links, availability, credit preferences.

• Usage & device data: IP address, pages viewed, timestamps, referrers, basic device/browser data; collected via cookies/analytics.

• Social handles & public content: if you share or connect them with us.
  We don’t intentionally collect special category data. Please don’t send it unless we ask for it for a lawful purpose.

3) How we use your data

• To respond to enquiries and provide quotes.

• To deliver projects and manage relationships (planning, production, post, approvals, delivery).

• To run our business (accounting, legal, tax, fraud prevention).

• To improve our site (analytics and performance).

• With consent, to send occasional updates or reels (you can unsubscribe anytime).
  For highly confidential work, we minimise data, apply need-to-know access, and use NDA workflows.

4) Our legal bases

• Contract (Article 6(1)(b)) when you ask us to do something before a contract or we’re performing one.

• Legitimate interests (Article 6(1)(f)) for enquiries, site security, light B2B updates, portfolio operations with privacy controls.

• Consent (Article 6(1)(a)) for optional marketing cookies and email newsletters.

• Legal obligation (Article 6(1)(c)) for tax and accounting records.

5) Cookies & analytics
We use essential cookies for site operation and optional analytics to understand performance (e.g., page views, dwell time). You can accept/decline non-essential cookies via the banner or your browser settings. Turning off cookies may limit some features.
6) Sharing your data
We only share what’s necessary with trusted providers, such as:

• Hosting & IT/security

• Project and file transfer tools

• Email/CRM and newsletter services

• Accountants and legal advisers

• Payment processors (we don’t store full payment details)

We don’t sell your data. For sensitive client or talent work, credits and case details are redacted unless you approve disclosure.
7) International transfers
Some suppliers may process data outside the UK. When this happens, we use an adequacy decision (where available) or approved safeguards such as the UK International Data Transfer Agreement/Addendum or Standard Contractual Clauses.
8) How long we keep data

• Enquiries (no project): up to 24 months.

• Client/project and financial records: generally 6 years (UK tax rules).

• Showreel/portfolio assets: retained while relevant and permitted; we use redaction or remove items on request where possible.
  We’ll keep data longer only if required by law or to resolve disputes.

9) Your rights (UK GDPR)
You can access, correct, erase, restrict or object to processing; you can port your data; and you can withdraw consent at any time (this won’t affect past lawful use). To use your rights, email info@ciima.tv. We may need to verify your identity.
10) Security
We use reasonable technical and organisational measures: encrypted transfers where supported, access controls, least-privilege accounts, and secure deletion practices. No system is 100% secure, but we work to protect your information.
11) Children
Our site and services aren’t directed at children. Please don’t submit children’s data unless we’ve agreed lawful arrangements (e.g., licensed participation with guardian consent).
12) Third-party links
Our site may link to other platforms (e.g., Vimeo, Instagram). Those sites have their own privacy notices- please review them.
13) Changes to this policy
If we make material changes, we’ll update the date at the top and, where appropriate, notify you on the site.
14) Complaints
If you’re unhappy with how we handle your data, contact us first at info@ciima.tv. You can also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk or 0303 123 1113.