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About this policy
Picture House Collective (ABN 90 098 968 173) ("PHC", "we", "us", "our") is a media production and advertising agency based in New South Wales, Australia. We are committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) ("Privacy Act") and the Australian Privacy Principles ("APPs").
This policy explains what personal information we collect, how we use and disclose it, how we keep it secure, and how you can access or correct it or make a complaint. It applies to visitors to this website, prospective and current clients, and people who appear in or contribute to our productions.
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Information we collect
Depending on how you deal with us, we may collect:
- →Contact details: your name, business name, email address, phone number and website.
- →Enquiry and project details: the services you are interested in, deadlines, budget range, campaign objectives, distribution channels and the name or role of your project approver.
- →Client and commercial information: billing details, contracts, correspondence, approvals and feedback on our work.
- →Production material: footage, photographs, audio, scripts, releases and other content in which identifiable individuals appear or are heard.
- →Technical and usage data: IP address, device and browser type, pages viewed, referring pages, and interactions with this website, collected through cookies and similar technologies.
- →Reviews and testimonials that you choose to provide to us or publish about us.
We do not intentionally collect sensitive information (as defined in the Privacy Act) unless it is necessary for a project, you consent, or the law permits or requires it.
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How we collect information
We collect personal information directly from you when you complete an enquiry or booking form, contact us, enter into an agreement with us, or take part in a shoot. We may also collect it from your representatives, your employer or organisation, publicly available sources, and analytics and advertising tools used on this website.
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Why we collect, hold and use information
We use personal information for the following purposes:
- →responding to enquiries and preparing quotes, proposals and project scopes;
- →planning, producing, editing, delivering and invoicing creative and advertising work;
- →managing and administering our client relationships, contracts and payments;
- →running, targeting and measuring advertising campaigns on behalf of clients;
- →operating, securing and improving this website and our services;
- →sending information about our services where you have consented or where permitted by law, and always with a way to opt out;
- →meeting our legal, tax, insurance and regulatory obligations.
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Our data handling in production and advertising workflows
Our cinematic media production and advertising work involves types of data that differ from ordinary business records. This section describes the specific practices we apply.
Footage, imagery and audio of individuals
Where identifiable people appear in a production, we seek informed consent or a signed talent release before use. We give notice on set when filming or recording is taking place, and we do not record private conversations without consent in accordance with the Surveillance Devices Act 2007 (NSW). Footage of children is only captured with the consent of a parent or guardian, and we apply additional care to its storage and use.
Client assets and confidential material
Briefs, scripts, unreleased products, brand assets, music, and campaign strategies supplied by clients are treated as confidential. Access is limited to team members and contractors who need it for the project, and material is used only for the agreed purpose.
Raw footage, project files and archives
Raw and working files are stored on secured devices and reputable cloud storage services with access controls. After final delivery we retain project files and masters for a reasonable period so we can provide re-edits and support. Unless otherwise agreed, we may then archive or securely delete them. Clients are responsible for retaining their own copies of final deliverables.
Use of work in our portfolio
Unless a client or participant has asked us not to, we may display completed work, behind-the-scenes images and case studies on our website, showreel and social channels to promote our services. We will remove identifiable individuals from our promotional material on request, where reasonably practicable.
Advertising, tracking and audience data
When we manage paid campaigns for clients, we may use platform tools such as pixels, conversion tracking, custom audiences and analytics. Audience and performance data is handled in line with the relevant platform terms and Australian privacy law. We do not upload personal information to an advertising platform without a lawful basis and, where required, the consent of the individuals concerned. Clients remain responsible for the lawfulness of customer lists they ask us to use.
Contractors, collaborators and delivery platforms
We engage freelance crew, editors, colourists, sound designers and other collaborators. They are bound by confidentiality obligations and receive only the information needed to perform their role. Large files may be transferred or reviewed through third-party video review, file transfer and hosting platforms, some of which are located overseas.
Drones, locations and third-party property
Where we film on location or use drones, we comply with applicable Civil Aviation Safety Authority requirements and obtain location permissions where required. We take reasonable steps to avoid capturing identifiable bystanders and will blur or remove them where practicable.
Copyright and moral rights
Ownership and licensing of footage and finished works are governed by the written agreement between PHC and the client in accordance with the Copyright Act 1968 (Cth). Participants who appear in a work do not acquire rights in it by appearing, but their privacy rights under this policy remain unaffected.
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Disclosure of personal information
We may disclose personal information to:
- →our staff, contractors, crew and collaborators who need it for a project;
- →service providers who help us operate, including website hosting, cloud storage, email delivery, form handling, scheduling, analytics and security (such as bot protection) providers;
- →advertising and social platforms used for campaigns, and embedded services such as YouTube and Google review services;
- →professional advisers such as accountants, lawyers and insurers;
- →government bodies, regulators or law enforcement where required or authorised by law;
- →a purchaser of our business, subject to confidentiality and this policy.
We do not sell personal information.
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Overseas disclosure
Some of our service providers (including website hosting, analytics, advertising, cloud storage and video platforms) store or process data outside Australia, including in the United States and other countries. Before disclosing personal information overseas, we take reasonable steps in accordance with APP 8 to ensure the recipient handles it in a way consistent with the APPs, unless an exception applies, for example where you have consented.
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Cookies, analytics and tracking
This website uses cookies and similar technologies, including analytics and advertising tools such as Microsoft Clarity and the Meta Pixel, to understand how the site is used, to measure and improve advertising performance, and to protect forms from spam using reCAPTCHA. These tools may collect information such as your IP address, device details and browsing behaviour. You can control cookies through your browser settings or opt out through the relevant provider, although some features of the site may then not work as intended.
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Direct marketing
We will only send you commercial electronic messages in accordance with the Spam Act 2001 (Cth) and APP 7. Each message will identify us and include a functional way to unsubscribe. You can opt out at any time by using the unsubscribe link or contacting us.
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Data security and retention
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include access controls, secure storage, use of reputable providers and confidentiality obligations. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
We keep personal information only for as long as it is needed for the purposes described in this policy or as required by law (for example, tax and record-keeping obligations), after which we take reasonable steps to destroy or de-identify it.
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Notifiable data breaches
If we experience an eligible data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner ("OAIC") as required by the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act.
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Accessing and correcting your information
You may request access to the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. We will respond within a reasonable period, usually within 30 days. We may refuse access in limited circumstances permitted by the Privacy Act, in which case we will explain why in writing. To make a request, please contact us using the details below.
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Complaints
If you believe we have breached the APPs or this policy, please contact us in writing with the details. We will investigate and respond within a reasonable time. If you are not satisfied with our response, you may complain to the OAIC at www.oaic.gov.au or on 1300 363 992.
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Third-party websites
This website may link to or embed third-party sites and content, such as YouTube, Google and social media. We are not responsible for the privacy practices of those sites and encourage you to review their policies.
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Changes to this policy
We may update this policy from time to time to reflect changes in our practices or the law. The current version will always be published on this page with the date it was last updated.
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Contact us
For privacy questions, access or correction requests, or complaints, contact the Picture House Collective Privacy Officer at hello@picturehousecollective.com.
ABN 90 098 968 173