Privacy Policy for Podium Place Solutions Limited

1. Introduction

Podium Place Solutions Limited ("Podium Place", "we", "us" or "our") is committed to protecting your privacy and handling your personal data lawfully, fairly and transparently.

This Privacy Policy explains what personal data we collect, how we use it, the lawful basis for processing, who we share it with, how long we retain it and the rights available to you under applicable data protection laws, including the UK General Data Protection Regulation ("UK GDPR"), the EU General Data Protection Regulation ("EU GDPR") and the UK Data Protection Act 2018.

This Privacy Policy applies to all visitors to our website, registered users of our platform, performers, agents, agencies and other individuals interacting with Podium Place.

2. Data Controller

Podium Place Solutions Limited is the data controller for the purposes of data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Company Address:
Podium Place Solutions Limited
c/- Albany House, Claremont Lane, Esher, Surrey, United Kingdom, KT10 9FQ

Email: legal@podium.place

3. What Personal Data We Collect

We collect and process different types of personal data, including:

• Account and Profile Data: When you register for our services, we collect your name, email address, and other necessary details.
• Billing Information: For subscription payments, we collect billing details. However, all financial transactions are securely processed through our third-party provider, Stripe, and we do not store payment card information.
• User Categories: We categorize users as performers, agents, and agencies, but the same data collection practices apply to all.
• Communication Data: If you contact us, we collect your email and any other information you provide.

Technical information (which may include):

• IP address (which may be truncated or pseudonymised where appropriate)
• browser type and version
• operating system
• device type
• screen resolution
• language settings
• referring URLs
• pages visited
• session duration
• feature usage
• click interactions
• navigation events
• performance and diagnostic information
• JavaScript errors
• approximate geographic location derived from IP address

4. How We Use Your Data

We use your personal data for the following purposes:

• Service Provision: To provide access to our Software as a Service (SaaS) platform for entertainment industry clients.
• Billing and Payments: To process payments securely through Stripe.
• Customer Support: To handle inquiries and resolve issues.
• Legal and Compliance: To comply with legal obligations under applicable data protection laws.
• Analytics and Session Replay: Where you have provided consent through our cookie consent platform, we use analytics and session replay technologies to better understand how visitors interact with our website and onboarding processes.

These technologies may record:

• page navigation
• mouse movements
• scrolling
• clicks
• page performance
• browser events
• technical errors

We configure these services to minimise the collection of personal data. Sensitive fields, passwords, payment information, uploaded documents and other confidential information are masked or excluded from recording wherever reasonably possible.

Summary

5. Data Storage and Retention

Personal data

• Personal data is stored securely on Google Drive, Microsoft Azure, and Stripe.
• We retain personal data for up to 12 months after a user becomes inactive, except where required by law.
• Data provided through Podium Place's integration with filmmakers.one GmbH is not stored or retained by Podium Place; Podium Place is considered a data processor for this data.
• Analytics and session replay data in LogRocket, Google Analytics are retained only for the period necessary to understand product performance, investigate technical issues and improve user experience, after which they are automatically deleted in accordance with our configured retention settings.

International transfers

Some of our service providers may process data outside the United Kingdom or European Economic Area.

Where international transfers occur we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Addendum
• Standard Contractual Clauses approved by the European Commission
• adequacy decisions where applicable.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• operate our website
• remember user preferences
• maintain secure sessions
• understand website usage
• improve our services

We use Cookiebot to manage cookie consent.

Visitors may:

• accept all cookies
• reject non-essential cookies
• customise cookie preferences
• withdraw consent at any time

Non-essential cookies, including analytics and session replay technologies, are only activated after consent has been provided where required by applicable law.

A full and continuously updated Cookie Declaration is available through our Cookie Settings.

7. Sharing of Personal Data

We do not share your data with advertisers, recruiters, or other third parties. We do not sell personal information to third parties. The table below outlines the processors we use and share your data with.

8. Analytics Providers

We currently use:

• Google Analytics — Website usage analytics.
• LogRocket — Product analytics, session replay, performance monitoring and error diagnostics. LogRocket is configured to minimise personal data collection through masking of sensitive information where possible.

Session replay technology is used solely to improve the usability, stability and performance of our platform. Recordings are configured to minimise the capture of personal information through masking and exclusion of sensitive fields. Session replay is activated only after users have provided consent through our consent management platform where required by applicable law.

Analytics tools are only activated following user consent where required.

9. Your Rights

Under the UK GDPR, you have the following rights:

• Right of access
• Right to rectification
• Right to erasure
• Right to restriction
• Right to portability
• Right to object
• Right to withdraw consent
• Right to complain to the UK ICO
• Right to complain to EU supervisory authority

To exercise your rights, please contact support@podium.place. Requests are handled manually.

10. Automated Decision Making

We do not make decisions producing legal or similarly significant effects solely through automated processing.

11. Data Security

We implement industry-standard security measures to protect personal data from unauthorized access, loss, or misuse. However, no system is completely secure, and users should also take precautions to protect their accounts.

12. Third Party Websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

13. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website, and continued use of our services constitutes acceptance of the updated policy. Where material changes are made, we may notify users by email or through the Platform.

14. Contact Information

For questions regarding this Privacy Policy, you can contact us at:

Podium Place Solutions Limited
c/- Albany House, Claremont Lane, Esher, Surrey, United Kingdom, KT10 9FQ
Email: legal@podium.place

You may also lodge a complaint with the Information Commissioner's Office (ICO) or your local EU supervisory authority.