Relatively Speaking Privacy Notice

This notice explains how Relatively Speaking Ltd uses personal information about website visitors, people who contact us, documentary contributors and other people featured or discussed in our work, subscribers and customers. It covers relativelyspeaking.tv, our documentary and editorial activities, and our physical conversation cards and downloadable samples. Project-specific information and cookie information supplement this notice where relevant.

1. Who we are

Relatively Speaking Ltd (Relatively Speaking, we, us or our) is the controller responsible for the personal information we collect and use for the purposes described here. You can contact us at [email protected] or write to Relatively Speaking Ltd, c/o MyCo, 5th Floor, 167–169 Great Portland Street, London W1W 5PF, United Kingdom. References in a contributor release to Our licensees or assigns identify parties authorised to use the contribution; they do not make all those parties the controller of information We handle. Each organisation remains responsible for processing it controls.

2. What information we collect and where it comes from

The information we collect depends on your relationship with us. It may include:

Identity and contact information, including your name, email address, telephone number and postal address; age and parent or guardian details where relevant to participation.

Correspondence, enquiries, subscription preferences and records of consent, objections, complaints and other requests.

Order, delivery, payment-status and transaction information, and records of customer service, returns and refunds. Payment providers handle card details; we do not receive or store full payment-card details when they process payments on our behalf.

Website and device information, such as IP address, browser, device, pages visited and interactions with cookies, embedded videos or archive links, where those technologies collect it.

Contributor information, including pre-filming discussions, filming arrangements, image, likeness, voice, interviews, recordings, transcripts, photographs or other material supplied, and contributor releases and agreed restrictions.

Personal information within a contribution, including information about relationships, family members and other people. Some information may be sensitive; section 5 explains the additional protections.

We collect information directly from you, through your use of our website, and from providers involved in orders, payments or communications. For documentary research and production, we may also receive information from another contributor, a family member, a person introducing you, material supplied to us, or publicly available sources such as websites, social media and published records. Where information about you comes from another source, we will provide more specific information about that source where required, subject to any applicable exemption.

You do not have to participate in a film or subscribe to marketing. If you do not provide contact details or information needed to fulfil an order or administer a contributor agreement, we may be unable to respond, supply the product or arrange participation. You may decline interview questions or stop filming. The treatment of material already recorded is addressed in your contributor agreement and applicable law.

3. Why we use information and our lawful bases

We use personal information only where we have an applicable lawful basis. For the activities described below, these are:

Enquiries and business communications. Our legitimate interests in responding to enquiries, arranging projects and managing our business. Where you ask us to take steps towards a contract, or a response is necessary to fulfil one, we rely on those contractual steps or performance.

Orders and services. Taking and fulfilling orders, processing payments, delivering physical cards or digital samples and handling customer service under our contract with you. We rely on legal obligations for required financial records and consumer-law compliance, and legitimate interests in preventing fraud and resolving disputes where appropriate.

Contributor administration. Arranging filming and administering contributor agreements where necessary to perform our contract with you. We rely on legitimate interests in production administration, welfare, record-keeping and managing rights and permissions where those activities are not necessary to perform the contract.

Documentary and editorial work. Our legitimate interests in researching, creating, editing, publishing, distributing, promoting and preserving documentary and editorial material, including our film archive and related conversation-card model. We assess the effects on individuals and do not rely on legitimate interests where their interests or rights override ours. Section 5 addresses sensitive information and the limited special-purpose exemptions.

Website operation and security. Our legitimate interests in operating, maintaining and protecting our website and business. Where consent is required for cookies, analytics or similar technologies, we rely on consent rather than this basis.

Marketing. Consent where required by electronic-marketing law. Where that law permits marketing without prior consent, our legitimate interests in communicating relevant news and offers, with a clear opportunity to opt out.

Legal compliance and disputes. Compliance with applicable legal obligations, and our legitimate interests in obtaining advice and establishing, exercising or defending legal claims.

Where we rely on consent, we explain the specific use when requesting it. You can withdraw it as explained in section 13. We will not treat signing a release, visiting the website or accepting this notice as blanket data-protection consent.

4. Contributors and publication of films

We make documentary and editorial content exploring people and relationships. We may research, record, edit, translate, subtitle, publish, distribute, monetise, promote and archive contributions, including as films, clips, extracts, audio, transcripts and stills. Depending on the permissions agreed for the project, distribution may include our website, YouTube and social media, television and other broadcast services, streaming and third-party platforms, cinema, screenings, events and in-flight entertainment, worldwide.

Contributions may be used in Relatively Speaking editorial projects, including our conversation cards, and archives linked to related publications or products. Our proposed conversation-card model includes a physical box or set of cards with a QR code on the box linking to an online archive of contributor films. Numbers, QR codes or other links may also be included on or with related products and downloadable digital samples. Products may be sold through our website or third-party retailers and platforms. Contributors may appear in films accessible through these links. No contributor image or quotation will be printed on physical cards or packaging without a further written agreement.

For new projects, our standard approach is first-name publication unless we agree otherwise in writing. Existing contributors’ naming arrangements remain governed by what was agreed with them. A first name, pseudonym or omission of a name does not necessarily prevent identification from a face, voice, relationships or other details.

Published content is intended for public viewing. Viewers and third-party platforms may copy, share, comment on or otherwise process it. We cannot control all subsequent uses or guarantee retrieval of every copy, but this does not remove our responsibilities for our own processing or consideration of lawful requests.

A contributor agreement sets out contractual rights in the contribution, including the assignment or licensing of rights, performer permissions, editorial control and naming or other restrictions recorded in its details table or separately agreed in writing. Under Our standard adult release, Relatively Speaking undertakes to consider the contribution for use as part of the mutual exchange of obligations, but does not promise publication or payment. These contractual provisions are distinct from the lawful bases for processing personal information. The agreement does not override data-protection law. This notice does not enlarge permissions granted by an existing release or retrospectively authorise new uses. We assess proposed uses against the relevant agreement, the information provided to the contributor and applicable law.

5. Sensitive information and special-purpose processing

A contribution or related discussion may reveal health or disability information, racial or ethnic origin, religious or philosophical beliefs, political opinions, trade union membership, sex life or sexual orientation. These are special categories of personal data. Information about allegations, convictions or criminal offences is subject to separate safeguards.

For special-category information, we must have both a lawful basis and an applicable additional condition, unless a valid exemption applies. Where we rely on explicit consent, we obtain a separate, specific consent identifying the information and purposes concerned. A general release is not sufficient. Where necessary for legal claims, the legal-claims condition may apply. We do not assume that a person’s willingness to speak on camera means they have already manifestly made the information public. Criminal-offence information is used only where the separate legal requirements are met.

The Data Protection Act 2018 contains exemptions for processing for journalism, academic, artistic or literary purposes. These are not automatic or blanket exemptions for documentary makers or businesses. We assess their application to the particular processing, including whether it is undertaken with a view to publication, whether we reasonably believe publication would be in the public interest, and whether compliance with the relevant provision would be incompatible with those purposes. The existence of an editorial archive or a related commercial product does not, by itself, establish an exemption.

Before processing sensitive material, we assess the applicable condition or exemption and provide any additional information required for the particular project. If no condition or exemption applies, we do not use that information. We do not assume an exemption for documentary publication also covers customer records, general marketing or unrelated commercial uses.

6. Email communications and marketing

We send news and marketing where you have subscribed or another applicable electronic-marketing rule permits it. You can unsubscribe using the link in our emails or by emailing [email protected]. We do not make marketing consent a condition of participating or buying a product. Order confirmations and necessary project communications are separate from marketing.

We retain limited suppression information where necessary to avoid contacting people who have opted out. If you download a sample, that does not by itself sign you up for marketing.

7. Cookies and embedded content

Our website may use cookies or similar technologies for essential functions, preferences, analytics and embedded video or other third-party content. Where consent is legally required, those technologies will not operate before you consent. You can change your choice through the relevant cookie controls. Details of the technologies in use, their providers, purposes and duration are provided in the relevant Cookie Notice or cookie settings.

Following a QR code or numbered link takes you to the relevant online content; normal website and platform processing may then occur. We do not treat scanning a code as consent to non-essential tracking. Embedded videos and social platforms may collect information under their own notices, subject to applicable cookie requirements.

8. Purchases and payments

For physical conversation cards and digital samples, we use the information needed for ordering, payment, delivery or download, customer support, returns and refunds. Payment, ecommerce and delivery providers may process information for us and, in some cases, for their own purposes. If you buy through a retailer or marketplace, it will provide its own privacy information; we receive only the information supplied to us for fulfilment, support or another lawful purpose. Product terms of sale are separate from this notice.

9. Who receives personal information

Where necessary for the purposes described here, recipients may include:

Hosting, cloud storage, IT, business-system, security, email and analytics providers.

Production personnel, editors, post-production providers and other contractors involved in making or managing our films.

Payment, ecommerce, fulfilment, delivery, retail and marketplace providers involved in orders and customer service.

Broadcasters, distributors, streaming services, airlines and in-flight entertainment operators, screening organisers, and video or social media platforms involved in agreed distribution.

Professional advisers, insurers, courts, regulators and authorities where needed for advice, claims or legal obligations.

A prospective buyer or successor to our business where disclosure is necessary and lawful, with appropriate safeguards.

Published contributions are also disclosed to the public. We distinguish providers acting on our instructions from organisations, such as licensees, distributors, platforms or broadcasters, acting as independent controllers for their own purposes. Where required, we put appropriate processing agreements in place. We do not sell contact details or customer records to data brokers. Licensing or monetising films may nevertheless involve sharing personal information within those films as described above.

10. International transfers

Our providers and distribution partners may process information outside the United Kingdom, and published films may be viewed worldwide. Where a transfer is subject to UK international-transfer rules, we use an applicable lawful mechanism: for example, UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, together with the required assessment of protections. We rely on a statutory exception only where its conditions are satisfied. Contact us for details of the safeguards relevant to your information and how to obtain a copy, subject to necessary redactions.

11. How long we keep information

We keep information only while reasonably necessary for the purpose, taking account of legal duties, rights-management needs, the sensitivity of the information, risks to individuals and whether a less identifying record would suffice. We review retention and delete or anonymise information when it is no longer needed.

Published films and selected archive material: while there is a continuing justified editorial, distribution or archive purpose and a lawful basis. Long-term retention is assessed rather than assumed merely because a release grants long-term rights.

Unused footage and sensitive production or welfare records: only while needed for editing, a justified future editorial use, welfare, a dispute or another identified lawful purpose. We review these separately from published material.

Contributor releases and permission records: while necessary to demonstrate rights in retained or distributed material and address relevant legal claims.

Orders, accounts and financial records: for applicable statutory record-keeping periods and any additional period justified by an unresolved transaction or legal claim.

Enquiries and correspondence: until resolved and for any further period justified by the continuing relationship, rights management or relevant dispute.

Subscriptions: while subscribed or until the information is no longer needed. Limited suppression records are kept while necessary to respect an opt-out.

Cookie and analytics records: for the periods stated in the applicable Cookie Notice or settings.

Ask us if you would like the retention criteria or period applicable to a particular record.

12. Security and children

We use appropriate technical and organisational measures to protect information, including limiting access to people who need it for their work and using suitable safeguards for storage and sharing. No internet-based system is completely secure. This does not mean you waive your rights or assume responsibility for our security obligations.

Our website and products are not primarily directed at children. Where a child participates in a project, we assess their age, understanding and best interests, and use appropriate safeguarding and permission arrangements, including parental or guardian involvement where appropriate. We provide suitable, understandable information to the child. A parent’s signature does not replace the assessment of the child’s welfare or applicable data-protection requirements. The standard adult contributor release is not intended for children.

If we introduce public uploads or participation tools, we will assess privacy and safeguarding risks and provide specific information and controls before collecting submissions, including age-appropriate measures where children are likely to use the service.

13. Your rights and withdrawal of consent

Depending on the processing and applicable law, you may request access to your information, correction of inaccuracies, erasure, restriction of processing, or a portable copy of certain information processed by automated means on the basis of consent or contract. These rights are subject to legal conditions and any properly applicable exemptions. Contact [email protected] to make a request. We may need reasonable information to verify identity; we will respond within the applicable statutory timeframe.

Your right to object

You can object to processing based on legitimate interests on grounds relating to your particular situation. We will stop unless we demonstrate compelling legitimate grounds overriding your interests, rights and freedoms, or the processing is needed for legal claims, subject to any applicable exemption. You can object to direct marketing at any time; we will stop using your information for that purpose.

Withdrawing consent

Where we rely on consent, including explicit consent for sensitive information, you can withdraw it at any time by emailing [email protected] or using the relevant unsubscribe or cookie control. Withdrawal does not affect the lawfulness of earlier processing. We stop the processing that depends on the withdrawn consent.

Contractual permissions and data-protection rights are distinct. A change of mind does not affect the rights granted under a contributor agreement. Any data-protection request about a film will be assessed under the applicable law, including any relevant exemption. Removing every independently shared copy may be beyond our control.

14. Complaints

Please contact [email protected] if you have concerns so that we can investigate and respond. You may also complain to the Information Commissioner’s Office, the UK data-protection regulator, without having to complain to us first: ico.org.uk/make-a-complaint or 0303 123 1113; Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

15. Other services and changes to this notice

Other websites, retailers and platforms have their own privacy notices for processing they control. This notice does not govern those activities or remove our responsibilities when sharing information with them.

We update this notice to reflect our activities and applicable requirements, show the current date on the published version and bring material changes to affected people’s attention where appropriate. Before using information for a new purpose, we assess lawfulness, compatibility and whether further information or permission is needed. Updating this notice alone does not create consent or expand existing contractual permissions.

Last Updated: October 16th, 2026