Privacy Policy

Kelham Studio Ltd, trading as Kelham Productions, company number 14718403, of 11b Clarence Works, Leveson Street, Sheffield S4 7ER.

For anything about your data, contact us at info@kelham.productions.

We are registered with the UK Information Commissioner's Office (ICO), reference ICO:00014388370.

When you apply, we collect the information you give us on the application form:

• Your name and, if relevant, your trading/company name
• Contact details — email address and phone number
• Your postcode (rough location, for planning and travel)
• The capabilities and disciplines you offer, and your experience level
• Links to your work — website and Instagram
• Logistics — whether you own kit, have transport, hold a driving licence, are available for travel, your company type, and whether you hold public liability insurance
• Any additional notes you choose to share

We do not intentionally collect any special category data (such as health, ethnicity or beliefs). Please don't include information like that in the free-text notes.

We use your information to:

• Assess your application and decide whether you're a fit for our crew pool
• Contact you about your application and about work that matches your skills
• Plan and staff productions
• Keep our records accurate

Our lawful basis for holding you in our crew pool and contacting you about relevant work is our legitimate interest in building and maintaining a pool of freelancers, balanced against your interests — you can object or ask us to delete your data at any time (see your rights below).

If you go on to be booked and paid for work, we also process data to perform our contract with you, and to meet our legal obligations (for example, keeping tax and accounting records).

We don't sell your data. We share it only with the service providers that help us run our business, who process it on our behalf under contract:

• Our hosting and database providers (Vercel and our managed PostgreSQL host), which store the application securely
• Google (Google Workspace / Gmail), which delivers the emails we send you

If you're booked for work, your details may also be processed by our accounting and payment tools (such as QuickBooks) to raise purchase orders and pay you. We may also disclose data where we're legally required to.

Your data is stored on servers that may be located inside or outside the UK/EEA. Where data is transferred outside the UK/EEA, we rely on appropriate safeguards (such as the UK's International Data Transfer Agreement or equivalent standard contractual clauses) to keep it protected.

We keep your application while you're part of our crew pool. If we don't work together and you're no longer relevant to us, we'll remove your application when it's no longer needed — and you can delete it yourself at any time.

If you've been booked and paid for work, we're required to keep the related financial records (invoices, purchase orders, payments) for as long as tax law requires — generally six years. We keep only what we need for that purpose.

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Correct anything that's wrong or out of date
• Delete your data (the right to erasure)
• Object to, or restrict, how we use it
• Ask for a copy of your data in a portable format
• Withdraw consent where we've relied on it

We've built two of these straight into the application:

• Update — for 24 hours after you apply, the link in your confirmation email lets you change anything you submitted.
• Delete — the delete link in your confirmation email lets you permanently erase your application and personal details at any time, as long as you haven't yet been booked for paid work (in which case email us and we'll handle it properly, keeping only records we're legally required to).

To exercise any right, email info@kelham.productions. We'll respond within one month.

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You also have the right to complain to the ICO at ico.org.uk.

The application pages don't use tracking, advertising or analytics cookies. We only use the strictly necessary cookies needed to keep the site working and secure. Because we don't track you, there's nothing to opt in or out of.

We may update this policy from time to time. The date at the top shows when it was last changed.