Privacy Statement

Medical Aid Films Limited Privacy Policy

Your privacy and security of your personal information are of the highest importance to us. This privacy policy explains what personal information Medical Aid Films collects about you, what we do with that information and your rights.

1 Who we are

1.1 About us

We are Medical Aid Films Limited (“MAF”), a charity registered in England and Wales (Company Reg. No. 06296236).

1.2 How to contact us

If you have any questions about this privacy policy or to exercise your rights in relation to your personal data, please contact our HR team by emailing

2 Introducing our privacy policy

2.1 Purpose and scope of this policy

This policy sets out how Medical Aid Films processes personal data in line with the UK General Data Protection Regulation (“GDPR”).

Using personal data allows us to employ people and engage with volunteers, raise funds, develop and distribute our services, and gain a better understanding of, and engage with, our stakeholders and in turn provide you with relevant and timely information about the work that we do.

The purpose of this policy is to explain why we process your personal data and your rights in relation to your data. We are committed to respecting and protecting your personal data and being transparent about what we do with it, in accordance with your reasonable expectations and applicable laws and regulations.

We will update this privacy policy from time to time with regard to our activities and in accordance with applicable laws and regulations and will post any changes on our website. When you use our services, the latest privacy policy posted will apply so please check back regularly to ensure that you have seen our most up to date notice.

We appreciate your support and the trust you give us when you provide us with your personal data.

2.2 Key terms

  • Content users: Individuals and organisations that access Medical Aid Films content
  • Cookies: means small text files which our website places on your computer’s hard drive to store information such as activity on our website. When you visit the website again, the cookie allows that site to recognise your browser. Cookies may store your preferences and other information
  • Personal data: means any information that identifies you or that could identify you either alone or when combined with other information
  • Processing: means anything that is done to, or with, personal data (including simply collecting, storing or deleting those data)
  • Special category personal data: this is personal data which, due to its sensitive nature, Medical Aid Films is under additional obligations when processing, and includes: 
    • personal data revealing racial or ethnic origin;
    • personal data revealing political opinions;
    • personal data revealing religious or philosophical beliefs;
    • personal data revealing trade union membership;
    • genetic data;
    • biometric data (where used for identification purposes);
    • data concerning health;
    • data concerning a person’s sex life; and
    • data concerning a person’s sexual orientation.
  • Supporters: One off and regular Donors
  • We/us: means Medical Aid Films Limited a charity registered in England and Wales (Company Reg. No. 06296236)
  • Website: means the website located at and any other websites operated by Medical Aid Films Limited

2.3 Our legal basis for processing personal data

We will only use your personal data if we have a legal basis to do so.  This means that we will only use personal data where we have your explicit consent, where it is necessary in order to perform a contract with you, to comply with a legal duty or right, to protect your vital interests, or where the processing of your personal information is in our legitimate interest and not overridden by your rights, interests and freedoms.

There are generally three legal bases under which we would ordinarily process your data:

  1. Consent: When consent is required we will always ask for your explicit consent to processing your personal data. For example, when another legal basis does not apply
  2. Contract: When you make a donation to us, use our services, take up employment or volunteer you are entering a contract with us.  We need to process and store your data in order to perform this contract
  3. Legitimate interests: In some situations we collect and process your personal data for purposes that are in our necessary and in our legitimate organisational interests.  In doing so we ensure that the processing is unobtrusive and ensure that our legitimate interests are not overridden by yours

In addition, when special categories of personal data are processed it is necessary to meet one of the specific conditions in Article 9 of the GDPR. Medical Aid Films ensures that it only processes special categories of personal data when it has a lawful basis and meets one of the Article 9 conditions, which will usually be either through obtaining explicit consent, or as permitted as an employer. 

3 Information we collect, processing we undertake and legal basis for processing

3.1 Website

Our website includes some links to other sites that may be operated by third parties. If the third party website is operated on our behalf by one of our official partners, any personal data that you submit via that website will still be governed by this privacy policy, unless you provide your consent for your information to be used in other ways (such as if you opt-in to receive Third Party Marketing), in which case the third party’s privacy policy may apply. 

On some occasions, we may provide links to third party websites that are not operated on our behalf.  When this is the case, we will notify you that you are leaving our Website and entering a website operated by a third party.  In these circumstances, any personal data that you may submit to the third party’s website will be processed in accordance with the third party’s privacy policy.

Our site may also have “plugins” (such as Facebook “like button”) through a third party website. These and similar features are also governed by the third party’s privacy policy.

3.2 Supporters

When you make a donation, pledge, attend an event or become a supporter of Medical Aid Films we use your personal data to record that you have given us financial support, fulfil any contract with you and undertake marketing. Our legal basis for this processing is the legal obligations to keep proper records, obligations under a contract and our legitimate interest to recognise your valuable contribution and send communications and invitations in appreciation. 

As a supporter we may collect the following information about you:

  • Name
  • Address and postcode
  • Email address
  • Telephone numbers
  • Login information

We may also create information about you that becomes your personal data such as:

  • Payments and donations you have made to us, including amount and frequency
  • Attendance at events

As a donor we may also combine the personal information we hold with publicly available information (such as directorships listed at Companies House or publicly available sources like news reports).

This is known as profiling and our legal basis for this processing is our legitimate interest to build a more personalised relationship by building a more detailed profile of you. This enables us to communicate more effectively with you and communicate with you on topics that we believe are of interest.

We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful.

You can change your preferences and also object to the way we process your data, including the way we communicate with you at any time using the contact details in Section 1. In the case of marketing emails, we will always provide you with an option to unsubscribe in every email that we send you.

3.3 At events

From time to time we take photos and video at our events. Your image may be captured and recorded if you attend one of our events. You consent to this when you purchase a ticket to our events or when you enter our premises. When we are filming we will let those in the vicinity know so that the area can be avoided if you do not want your likeness to be captured or recorded. If you can be identified from an image, audio or video that we wish to use to promote Medical Aid Films through advertising or via third parties, then we will ask you to consent to such use when signing a release form. We protect these images as personal data. We collect these, and also permit some of our service providers to do so, in order to produce, market and distribute content. 

3.4 Content users

We process personal data in order to market and distribute product and to support users. Personal data processing will usually be limited to the processing of professional contact details, however we may also process login and password data. Medical Aid Films will analyse data about users and may ask for information from you prior to accessing content. You may also be asked to opt-in to marketing and to participate in surveys etc. in order to enable Medical Aid Films to better understand who is accessing content and improve content and distribution channels. Processing for marketing is undertaken on the legitimate interests legal basis, distribution and support processing is undertaken in order to meet our obligations under a contract.  

3.5 Employees and volunteers

Images of employees and volunteers as well as a profile may be put on the Medical Aid Films website, social media and other promotional material.

3.5.1 Employees

We will collect personal data directly from you and from other sources as required to recruit, employ and manage you. This includes references, citizenship and immigration status, ID documentation, financial information, criminal record information, performance information, health information (and possibly other special categories of personal data) and other information. Information will be collected directly from you and also recruitment companies, government agencies and background screening agencies, other employers and people able to provide references, employee benefit providers and from online and public sources, such as Companies House, social media profiles etc. We will process your personal data in order to meet the obligations of the employment contract, satisfy legal obligations and also to meet the legitimate interests of Medical Aid Films, such as performance assessment, diversity analysis of employees, undertake investigations, security of buildings, to provide access to buildings and systems, monitoring the use of systems for data security purposes etc.   

3.5.2 Volunteers

We will process your personal data as is appropriate to your activities. This may include personal data collected from you and also from third parties, such as background and criminal record screening, references checking as well as contact information and identification documentation. Financial information may be processed in order to make payments for expenses etc. to you. Your personal data will be processed. We will process your personal data in order to meet the obligations of any contract with you, satisfy legal obligations and also to meet the legitimate interests of Medical Aid Films, such as to undertake investigations, to provide access to buildings and systems, security of buildings, monitoring the use of systems for data security purposes etc.

3.6 Contributors, Contractors and Suppliers

We are making films through time lapse photography and video. Individuals identifiable and involved in these films consent when signing a release form. We protect these images as personal data. We collect these images and consent information, and also permit some of our service providers to do so, in order to produce, market and distribute content. 

We will collect and retain professional contact details, CVs, references, background checks etc. On occasion is it likely that financial details used to make payment for services will also be personal data. This personal data is processed under the legitimate interests of Medical Aid Films and to meet contractual obligations with the contractor or supplier. 

3.7 Children

While children have the same rights as adults over their personal data, we take particular care when processing children’s personal data, following data protection principles with a particular emphasis on fairness in processing.

In running some of our activities or making films we may collect personal data from or about children and for this we rely on parental consent where at all practicable. We only retain children’s personal data for so long as reasonably necessary to fulfil the purposes required.

Where we use children’s images it is our policy to collect a signed release form which records parental/guardian consent.

3.8 Special Category / Sensitive personal data

Due to the nature of our work, the films and images produced may enable an individual to be identified and disclose specific relevant health information. Explicit consent will always be obtained in these instances.

In addition, there are some situations where we will need to process sensitive information in connection to other activities of Medical Aid Films, for example if you are an employee or volunteer, have an accident at one of our events or if you tell us about a disability. If we record your sensitive personal data, we will take extra care and follow additional procedures to ensure your privacy rights are protected. Our legal basis for collecting sensitive personal data in these instances will usually be so that we can fulfil legal obligations or to fulfil a contract with you.

3.9 Marketing purposes

See 4. ‘Marketing’ below

4 Marketing

Marketing doesn’t just mean offering things to buy, but also includes news and information about what we do. What information and communications you receive from us will depend on whether you are a donor, a prospective supporter or a user of our services.

4.1 Donor

If you are a current donor, if you have opted to, you will receive our regular digital communications about our events and activities, our charitable work and offers. We will send this information by post or email until you ask us not to.

We aim to send communications that you would reasonably expect to receive as a supporter with minimal impact on your privacy; this may be postal information on our latest fundraising appeal or an email with retail offers where you have previously bought goods or tickets from us.

Fundraising and marketing emails will only ever be sent when you have not opted out of receiving such communications. We may also call you about our work but we will always get your prior consent to do so.

4.2 Analysis and grouping

We may analyse data about our donors to understand common characteristics and preferences. We may analyse various types of information including demographic information (e.g. age or location). By analysing data and grouping people together by common characteristics, we can provide more relevant communications, offers, and information, improve our activities and services, and operate more efficiently.

4.3 Research and profiling

We may also use personal data to build profiles of categories of supporters and add profiles to the individual supporter’s record. This enables us to understand our supporters, improve our relationships, and provide a better supporter experience.

Medical Aid Films does not carry out profiling that has any significant legal effect on you. If we think that any profiling activities that we carry out may have a significant legal effect, then we will ask for your consent to ensure you are informed and have control. We will not use profiling on children or special categories of data. 

You have the right to object to this profiling. If you would like to do so, please let us know by contacting us using the details in Section 1.

4.4 Special circumstances

If you do not fall within one of the above categories, why and how we process your data will depend on how you interact with us, for example, if you ask us for information or sign up for a newsletter we will need to collect some personal data from you.

We will only use this information to provide the necessary service or information that you have requested, unless you have given us your explicit consent to use your information in other ways.

You can change your preferences at any time and can object to how we process your data by contacting us using the information in Section 1.

5 Where we store your personal data

We maintain appropriate safeguards, procedures and technology in order to keep your personal data secure and also require that third parties we choose to process your personal data do the same.

We use up to date physical and technical measures to keep your information safe, prevent unauthorised access to it and to prevent misuse or unauthorised disclosure of it.

We control who has access to our secure electronic databases and provide staff and volunteers training on our data protection policies and procedures. We also check these are being followed.

6 How long we keep your information

We keep your personal data safely for as short a time as we need it or legally have to keep it. In doing so, we:

  • review the length of time we keep your personal data;
  • consider the purposes for which we hold the personal data in deciding whether (and for how long) to retain it;
  • securely delete personal data that is no longer needed for those purposes; and
  • update, archive or securely delete personal data if it goes out of date. 

The time periods for which we retain your personal data depend on the purposes for which we use it.

We have set destruction limits taking into account legal rules, your rights and our needs and have a continuous programme that securely destroys your personal data when we have reached the relevant time limit.

PurposeRetention Period
Supporter6 years from the date of the last donation or contact from the supporter
Employees, and volunteers6 years from the termination of employment or volunteering ceases
ContributorsFinal and rough cuts of films will be kept indefinitely. Consents are retained indefinitely, unless the media in which the consent is given is archived, at which point it will be deleted 6 years after the media has been archived. All other personal data is deleted after 6 years
Contractors6 years from the end of the contract
Content users6 years from last contact with the user

7 Sharing your personal data

We will never sell your personal data.

We may share data, including personal data, with our third-party vendors who may need to have access to your personal data for the purpose of providing services to us. We do not permit our third party service providers to use any personal data that we share with them for their own marketing purposes or for any other purposes other than in connection with the services they provide to us, unless you have provided your consent for them to do so.

In some circumstances, our third party service providers may collect your personal data on our behalf. When our service providers collect your personal data on our behalf, we ensure that they enter into contracts which only permit them to process your personal data in accordance with our instructions and this Privacy Policy.

You should be aware that our service providers may ask you for your consent to send you marketing and other information about other events and services (“Third-Party Marketing”). If you do provide your consent to third party marketing, you should be aware that your personal data will be processed by that third party in accordance with their privacy policy (and not the Medical Aid Films Privacy Policy). You should read their privacy policy and ensure that you are comfortable with how they may use your personal data before providing your consent.

Your personal data may also be shared with those that commission us to produce films. This would include copies of consent forms and other personal data of those involved in production.

We may also share your personal data with third parties if we are required to do so by law or contract, to respond to legal process, to protect our customers or staff, to protect lives, with your consent, to complete a transaction, or to protect the rights or property of Medical Aid Films.

We may also share your personal data if it is necessary to:

  • comply with applicable law or respond to valid legal processes, including from law enforcement or other government agencies. For example, on occasion we may disclose CCTV footage to the police
  • reclaim gift aid on your donations from HMRC gift aid declarations. In these circumstances, we will need to share your name and address and details of your tax status

8 International Transfers

Personal data will only be transferred outside of the UK when strictly necessary.

When personal data is transferred outside of the UK for the purposes of day to day operational activity of Medical Aid Films (e.g. because a cloud based solution is based abroad), we will make sure that there are adequate levels of protection in place as required under the GDPR. This may include the enactment of an international data transfer agreement as published by the Information Commissioner’s office. This will always be the case when processing personal data of supporters. Explicit Consent will always be obtained prior to the transfer of special categories of personal data to a jurisdiction that is not deemed to have equivalent data protection.

In all other instances, such as for content production and when supporting content users, international transfers may take place, however Medical Aid Films will not ensure safeguards to the standard of the GDPR are in place in these instances. Instead transfers will only take place with the explicit consent of the data subject or when the transfer is necessary for the conclusion or performance of a contract concluded in the interest of the data subject. Given the nature of the personal data that would be transferred in these instances and the occasional frequency of transfers, MAF believes that the risk of harm to data subjects is minimal. Transfer will be minimised to the extent necessary, for example to make logistical arrangements for employees and contractors (e.g. booking flights, accommodation etc.) and distribution of the content.

  • Data will be transferred to the jurisdiction of production, or to a service provider in another location that provides services in the jurisdiction that production is taking place.
  • Due to the nature of the jurisdictions that Medical Aid Films produces content in and for, and the project based nature of activity, it is not possible to enter into an international data transfer agreement or take other steps to ensure safeguards to the same standard as the GDPR.
  • These jurisdictions may have limited or no data protection rights.
  • There may not be a supervisory authority that Medical Aid Films or data subjects can raise privacy concerns with within the jurisdiction.

9 You are in control

9.1 Change your preferences and opt out

You are in control of what we do with your personal data. If you would like to change your choices, or how we communicate, just let us know.

To change your preferences or opt out, please contact:

Medical Aid Films HR

There are “unsubscribe” buttons on all electronic communications which allow you to opt out of future communications.

9.2 Updating your information

Please let us know if your personal data is inaccurate because your details have changed (for example you have moved house). Please let us know using our contact details.

When updating your personal data by phone or email, we may ask you to verify your identity before we can act on your request.

9.3 Your rights

You have several legal rights in relation to your personal data. These data subject rights are:

  • Right to be informed about the collection and use of your personal data;
  • Access to your personal data (see below);
  • Rectification of your personal data;
  • Erasure of your personal data (this right is also referred to as the ‘right to be forgotten’);
  • Restriction of our processing of your personal data;
  • Portability of your personal data (where we process your data by automated means and under the legal basis of consent you have the right to receive this data in a structured, commonly used and machine readable way and to transmit this to another controller); and
  • Processing of your personal data ceases (the right to object).

More information can be found at the website of the Information Commissioner’s Office.

9.4 Access to information

You can find out if we hold your personal data and ask for a copy of it by making a ‘subject access request’.

If we do hold personal data about you, we will:

  • confirm your identity (request a copy of your passport) before sending you any data
  • let you know what personal data is being held or used and why
  • let you know who we have shared your personal data with
  • give you a copy of the personal data you request in electronic form
  • provide any other relevant information including how long we will hold your personal data for and how to correct inaccurate information that is held by us.

Please get in touch with us if you have any questions about any aspect of this privacy policy, or wish to exercise your legal rights. To make a request or to exercise your legal rights, please email or send a letter (headed ‘Subject Access Request’) to:

Medical Aid Films HR

We will respond as soon as possible (and within one month of the date of receipt of your request and the information we need to respond).

10 How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

Medical Aid Films HR

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Helpline number: 0303 123 1113

ICO website: