Who We Are
StageClip (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.
StageClip’s registered office is at Knight Farm, Avon Dassett, Southam, Warwickshire, CV47 2AS and we are a company registered in England and Wales under company number 10714821. We are registered on the Information Commissioner’s Office Register of Data Controllers under registration number ZA285156, and act as the data controller and data processor. Our designated Data Protection Officer/Appointed Person for the organisation is COO Mark Andrew, and we can be contacted at Knight Farm, Avon Dassett, Southam, Warwickshire, CV47 2AS.
Information That We Collect
StageClip processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice.
We collect the following personal data when processing orders:
- Billing Address
- Personal Email Address
- Telephone Number
- IP Address
We collect this information with order forms on our websites, filled in by customers, except for IP Address which is collected automatically when an order is submitted.
Event Participant Information
We collect the following personal data when processing events:
- Award Name or Subtitle
- Institution Email Address
- Event Footage / Attendee Images
- Student ID
We collect this information from publicly published websites, video services, and institutions who have contracted our services.
We may collect the following personal data when processing Virtual Commencements. Information is submitted entirely at the users’ discretion:
- Video file (up to 12 seconds)
- An image
- A personal message
Please see our Cookie Statement here.
How We Use Your Personal Data
StageClip takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law.
We only retain your data for as long as is necessary and for the purposes specified in this notice. Please see the ‘How Long We Keep Your Data’ section below for more information on data retention.
- We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and fulfilled.
- We collect and store your personal data as part of our legal obligation for business accounting and tax purposes.
StageClip operates under legitimate interests which is a lawful reason to use (or ‘process’) your personal information. This relates to the General Data Protection Regulation (GDPR) from 25 May 2018. Broadly speaking ‘Legitimate Interests’ means that we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests. This means that when you provide your personal details to us we use your information for our legitimate business interests.
We will process the personal information you have supplied to us to conduct and manage our business and communications with clients to enable us to give you the most appropriate service and experience. These are what we consider to be our ‘Legitimate Interests’. The following are some examples of when and why we would use this approach in our work:
- Enable the creation and distribution of clips to graduates who are receiving their educational award
- The day to day running of the relationship and communications with educational institutions who constitute our client base
Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you unless we have your consent or are otherwise required or permitted to by law.
You have the right to access any personal information that StageClip processes about you and to request information about:
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request the erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use. We will respond to and complete any data erasure request within 30 days.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
All requests should be sent to email@example.com
Sharing and Disclosing Your Personal Information
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. StageClip uses the following third-party services to provide the following business functions, however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
We use Stripe as a payment gateway for taking orders. They act in the capacity of a processor on our behalf. The data given to Stripe is given directly to Stripe by the Customer by a modal web form that appears on the checkout page.
For more information about Stripe, please read their Privacy Notice at https://stripe.com/gb/privacy
We use Mailchimp as a customer contact platform. They act in the capacity of a processor on our behalf. Mailchimp are provided a list of names and email addresses when required operational emails need to be sent to customers.
For more information about MailChimp, please read their Privacy Notice at https://mailchimp.com/legal/privacy/
We use HubSpot as a business marketing tool. They act in the capacity of a processor on our behalf. HubSpot is provided with contact details that are submitted by you via our Contact Us page or when requesting a Social Media Impact Assessment.
Fore more information about HubSpot, please read their Privacy Notice at https://legal.hubspot.com/privacy-policy
StageClip takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:
- 2048-bit SSL-RSA Website Certificates
- PCI Compliance
- Regular Software Security Audits
- Passive Attack and Prevention Detection
- Approved ISO 27001 Suppliers
Consequences of Not Providing Your Data
You are not obligated to provide your personal information to StageClip, however, as this information is required for us to provide you with our services/deliver your products, we will not be able to offer all our products or services without it.
How Long We Keep Your Data
StageClip only ever retains personal information for as long as is necessary, either due to contractual obligations or legitimate interest, and we have strict review and retention policies in place to meet these obligations. All data will be destroyed after the time period specified.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Clients – We retain client data for 5 years from the contract termination date
Clips – We retain all clips produced for a period of 50 years unless contracted or instructed otherwise
Support Queries – We retain all customer support queries for a period of 2 years
Customers – If you purchase your clip we retain all customer data for a period of 2 years
User Generated Content – We retain user generated content for a period of 2 years
International Data Transfers
We may need to transfer your information to other service providers in countries outside the European Economic Area (EEA). The EEA consists of countries in the European Union, Switzerland, Iceland, Liechtenstein and Norway: they are considered to have equivalent laws when it comes to data protection and privacy. This kind of data transfer may happen if our servers (i.e. where we store data) or our suppliers and service providers are based outside the EEA, or if you use our services and products while visiting countries outside this area.
If StageClip sends your information to a country that is not in the EEA, we will make sure that your information is properly protected. We will always ensure that there is a proper legal agreement that covers the data transfer. In addition, if the country is not considered to have laws that are equivalent to EU data protection standards then we will ask the third party to enter into a legal agreement that reflects those standards.
Lodging A Complaint
StageClip only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
Our Contact Details
Telephone +44 (0)207 9711 305 – Email firstname.lastname@example.org
Supervisory Authority Contact Details
Information Commissioner’s Office
Telephone 0303 123 1113 or 01625 545 745 – Website https://ico.org.uk/concerns/
Information Commissioner’s Office – Ireland
The Office of the Information Commissioner is open between 9.15 a.m. and 5.00p.m. Monday to Friday.
18 Lower Leeson Street, Dublin 2, D02 HE97.
Phone: +353-1-639 5689