Introduction

Universal Live Limited (henceforth may also be referred to as “us”, “we”, “our”) wish to ensure that all Personal Data we process or handle is done so in accordance with legally compliant standards of data protection and security.

This policy statement describes how we will process, handle, distribute and securely store any Personal Data we are given from appointed Contractors.

Definitions

The following definitions shall apply in this policy:

Data Controller – An organisation that determines the purposes and manner of processing personal data. Universal Live Ltd are the Data Controller of the Personal Data that Contractors provide to us, and will work within Data Protections laws.

Processor - A processor is responsible for the processing personal data on behalf of a Data Controller. This may include any person or organisation that processes personal data on our behalf and/or on our instructions.

Contractor - An independent sub-contractor or sole trader, hired by Universal Live Ltd to provide services to us and/or to our clients on our behalf.

Personal data - Any information that relates to an identified or identifiable natural person, either directly or indirectly.

Data Protection Law - Both the Data Protection Act 1998 and the General Data Protection Regulation (EU 2016/679) (GDPR) which came into force from 25^th May 2018.

Services - The services we provide to our clients, including live event production services such as sound, lighting and visual solutions, creative design, media production, visualisations, video editing/production, set build and design and various other technical production services.

Who we are

As a Data Controller we need to be clear to you about who we are.

·       Our Company name is Universal Live Ltd

·       Our Registered address is: Horizon House, Longcroft, Keighley, BD21 5AL

·       Our Registration number is 066 175 94

·       Our nominated Data Protection representative is our HR Manager (hr@universal-group.ltd)

Contact information for Contractors

Email address: hiredesk@universal-live.com

Phone: 01274 200292

Principles

Universal Live Ltd is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

·       processed lawfully, fairly and in a transparent manner in relation to individuals;

·       collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

·       adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

·       accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

·       kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals;

·       processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures."

As part of the initial communication between Universal Live Limited and a Contractor, we will add their Personal Data on to a spreadsheet or database. Unless a Contractor informs us otherwise, we will automatically add a Contractor’s Personal Data to the spreadsheet or database at this point.

This is done so that we have a list of potentially available Contractors who we can contact as and when new projects arise.

We will also ask Contractors to sign our consent form at point of engagement, to be certain they are fully agreeable with us storing this data.

A Contractor can ask for their Personal Data to be removed from our spreadsheet or database at any time by contacting us at the details provided below.

We routinely engage Contractors in order to help us to deliver our Services to our clients, and as such need to collate, store and process the Personal Data of the Contractors who we engage.

This is done in order to efficiently and properly deliver our Services to our clients.

A Contractor’s Personal Data may include their name, address, e-mail address, telephone number, important medical information, emergency contact details, driving licence information, passport information, Public Liability insurance certificates, dietary requirements, and bank account details.

With regards to Data Protection Law, Universal Live Limited are the Data Controller of the Personal Data of our Contractors.

Sometimes we need to share the Personal Data of our Contractors with third parties in order to efficiently administer our Services. Third parties may include our clients, venues, hotels or other accommodation services and travel organisations.

We will only share Contractor’s data with these third parties for business purposes and with the Contractor’s consent, unless we are content that we are legally permitted to share the data under Data Protection Law.

We have a legal obligation in relation to the retention and deletion of Personal Data.

Personal Data that we process shall not be kept for longer than is necessary. Contractors Personal Data will be stored for a maximum of two year, and only with an up to date consent form in place. The consent form will be re-issued ever 2 years by the Hiredesk team.

There may be instances in which we may need to retain Personal Data in order to protect your vital interests or the vital interests of another natural person, or we are subject to a legal obligation.

The confidentiality of our clients’, and their clients’ data is of paramount importance to us.

For a Contractor to be employed by us they need to have read and signed the Non-Disclosure and Confidentiality Agreement at the end of this document. This explains a Contractor’s obligations when handling and/or given access to the Personal Data or Confidential Information of our clients or their clients.

We have implemented security systems and procedures to ensure the Personal Data of Contractors is protected against unauthorised access, processing, damage or loss.

To help us in complying with Article 5 of GDPR, we would request that Contractors keep us informed of any changes in their Personal Data and to let us know if the Personal Data we hold is inaccurate.

This policy is version 1.0 and was updated in May 2018. If we make any changes to this Privacy Policy and/or the way in which we use your personal data we will email you an updated version for your records.

Please send your invoices as soon as possible after the event to logistics@universal-live.com and include your PO number.

We request that you provide a separate invoice for each event you are booked on, and provide the PO number and the Project Manager’s name on each invoice.  

Unless agreed beforehand (or in the event of unexpected long hours, agreed on-site with the Project Manager) days are paid at a single day-rate.  Please do not invoice for day & a half rates or double days without prior agreement as it will not be paid and your invoice payment will be delayed until the issue is resolved.

I am aware that I have the right to withhold my consent at any given time should I choose to do so.

However, on the below date, I have decided that I would like to freely give my consent for Universal Live Ltd to store my personal information securely, which I have submitted to the company for business purposes.

I confirm that Universal Live Ltd have informed me of the identity of the data controller, who is the HR Manager and of the purpose of how they will process my data.

I have also been informed of my right to withdraw my consent at any given time. I understand that in order to do so, all I would have to do is to contact the HR Manager and confirm which personal data I would like to withdraw.

I consent to the company storing my personal data for a maximum of 2 years.

Standard payment terms are 30 days.

However, we do offer a settlement discount of 5% for payment within 7 days of invoice.