INTO THE FOLD Contributor Privacy Notice

Version: 1.0
Effective Date: 30-07-2026

Please read this carefully

This Privacy Notice explains how Into the Fold uses your personal information when you take part in one of our productions. We know privacy policies are not always easy reading. We have tried to make this one as clear and straightforward as possible, but it is still an important legal document.

If you are agreeing to appear in one of our films, or share your story with us, please take a few minutes to read this carefully. It explains what data we collect, why we collect it, and how we use and protect it.

If anything is unclear, we would much rather you ask us than feel unsure.

Welcome

At Into the Fold, we believe every meaningful story begins with trust. When someone agrees to share their experiences with us, they are offering more than their time, they are sharing part of their life. We don't take that responsibility lightly.

This Privacy Notice explains how we collect, use and protect your personal information when you take part in one of our documentary or film productions.

We have written it in plain English because we believe transparency should be easy to understand.

Who We Are

Into the Fold is a strategic storytelling company that partners with organisations, communities and individuals to develop and produce films, documentaries and other creative projects that inform, inspire and create meaningful impact.

For each production we may act as the Data Controller, either directly or through a dedicated production company established for that project.

If you have any questions about this Privacy Notice, please contact:

Email: hello@intothefold.org
Address: 86-90 Paul Street, London, EC2A 4NE, United Kingdom

Why We Collect Your Information

If you agree to participate in one of our productions, we may need to collect certain information to:

communicate with you;
organise filming;
ensure your safety during production;
comply with legal and insurance requirements;
produce, distribute and archive the documentary;
fulfil our contractual obligations.

We only ask for information that is genuinely needed to make the film safely, responsibly and professionally.

The Information We May Collect

Depending on your involvement, we may collect:

Full name
Postal address
Email address
Telephone number
Date of birth (where required)
Emergency contact details
Accessibility requirements
Relevant medical information where necessary for your safety
Travel arrangements
Payment information (where applicable)
Signed contributor agreements
Correspondence with you
Photographs
Audio recordings
Video recordings
Interview transcripts
Behind-the-scenes production notes

Documentary Footage

Unlike many organisations, some of the information we collect forms part of the creative work itself.

Your filmed interviews, recorded conversations, photographs and audio recordings may become part of the documentary and related promotional material.

These materials may be:

edited;
archived;
broadcast;
streamed;
exhibited;
licensed;
distributed internationally;
preserved for historical and editorial purposes.

We approach every interview with care and respect. Our aim is always to represent contributors honestly and fairly within the editorial vision of the film.

How We Use Your Information

We may use your information to:

arrange interviews and filming;
contact you during production;
confirm permissions and agreements;
organise travel and logistics;
meet health and safety obligations;
administer contributor agreements;
complete insurance documentation;
produce and edit the documentary;
deliver the finished production;
respond to legal enquiries.

Our Lawful Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process personal information using one or more of the following lawful bases:

Consent
Performance of a contract
Legitimate interests
Compliance with legal obligations

Some documentary productions may also rely on exemptions available under the Data Protection Act 2018 relating to journalism, artistic expression and literary purposes where applicable.

Who We May Share Information With

We only share information where it is necessary.

This may include:

broadcasters;
streaming platforms;
film distributors;
production partners;
freelance crew;
post-production companies;
insurers;
legal advisers;
accountants;
funding bodies;
public authorities where required by law.

We never sell your personal information.

We never share contributor information for marketing purposes unrelated to the production.

Keeping Your Information Safe

We take reasonable technical and organisational measures to protect your information.

These include:

secure cloud storage;
password-protected systems;
restricted staff access;
encrypted file transfers where appropriate;
secure backups.

Access to contributor information is limited to people who genuinely need it to carry out their work on the production.

How Long We Keep Information

We retain personal information only for as long as necessary.

Some production records may need to be retained:

for legal reasons;
for insurance purposes;
for accounting obligations;
to protect copyright;
to manage future distribution;
for archive purposes.

Where personal information is no longer needed, we will securely delete or anonymise it whenever reasonably possible.

Your Rights

Under UK GDPR you have rights including:

the right to be informed;
the right of access;
the right to rectification;
the right to erasure (where applicable);
the right to restrict processing;
the right to object;
the right to data portability (where applicable).

Please note that these rights may be limited where exemptions apply for journalism or artistic purposes.

International Distribution

Many documentary films are distributed internationally.

This may involve your contribution being viewed outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate safeguards where required by law.

Children's Information

Where contributors are under 18 years of age, we will work with parents, guardians or those with legal responsibility to obtain appropriate permissions where required.

Safeguarding remains a priority throughout our productions.

Cookies and Website

If you visit the Into the Fold website, separate information about cookies and website analytics is available in our Website Privacy Policy.

Changes to This Notice

We may update this Privacy Notice from time to time.

The latest version will always be available on our website.

Contact Us

If you have questions about how we use your information, please contact us.

Email: hello@intothefold.org

Information Commissioner's Office

If you are unhappy with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Website: https://ico.org.uk

A Final Word

Every documentary is built on relationships.

Behind every interview is a person who has chosen to trust us with their story.

We believe trust is earned through honesty, transparency and respect not only in the films we make, but in every interaction we have along the way.

Thank you for being part of that journey.

Contributor Privacy Policy