Privacy Policy

The privacy and security of your information is important to us. This notice explains who we are, the types of information we hold, how we use it, who we share it with and how long we keep it. It also informs you of certain rights you have regarding your personal information under current data protection law.

We take our data protection responsibilities seriously and this notice reflects the obligations set out in the General Data Protection Regulation (EU Regulation 2016/679) (“GDPR”) and any laws in England giving effect to its provisions.

Who We Are

Suite Ltd is the Data Controller of the information we collect about you. You can contact us for general data protection queries by email to support@suitetv.com Please advise us of as much detail as possible to comply with your request.

Principals of Data Protection

The GDPR requires that the personal data we hold about you must be:

  1. Used lawfully, fairly and in a transparent way

  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

  3. Relevant to the purposes we have told you about and limited only to those purposes

  4. Accurate and kept up to date

  5. Kept only as long as necessary for the purposes we have told you about

  6. Kept securely

How We Collect Information About You

  1. Information you have given to us during the course of your bookings with us

  2. Forms you have completed and given to us

  3. Information that you have given us over the telephone

  4. Emails that you have sent to us

  5. Information that you provide by filling in forms on our website

  6. Information that we have obtained from publicly available sources

  7. Website / App Cookies and similar technologies

  8. We track your use of our website and apps through cookies and other similar technologies so that we can provide important features and functionality, monitor its usage, and provide you with a more personalised experienced

The Personal Data We Collect

Personal data is defined as any data, which relates to a living individual who can be identified from the information held. In order to carry out our business, we hold data personal data such as:

  1. Your Name, Job Title, Business Address

  2. Telephone number

  3. Email address

 Why The Data Is Held

  1. To assess and provide the products or services that you have requested

  2. To communicate with you

  3. In case of Emergency (when you are physically located at Suite)

  4. To provide you a lunch service

  5. To market our products or services

  6. For the purposes of our legitimate interests as a business,  we may collect and use your personal data for direct marketing (with appropriate options to opt-out at any time)

 

Recipients of Personal Data

We choose our service providers carefully and require them to take appropriate security measures to protect your personal data.  We will share your personal data with the following recipients:

  1. Microsoft 365 (used for all email / calendars)

  2. Zoom (for client meetings)

  3. Signiant (for the use of their Media Shuttle file transfer product)

  4. iZettle (to process credit card payments – where you request an email receipt)

  5. AWS (where auto transcription or other services have been requested)

  6. Mail Chimp (email marketing)

  7. We may be instructed by production company management to use any number of services that require your personal data. In these circumstances it is the responsibility of the production company requesting these actions to ensure these companies adhere to GDPR principals.

 

Transfer of Data Oversees

Personal data we collect from you in certain circumstances will be transferred, stored and/or processed outside the European Economic Area (“EEA”). Specifically we may transfer your personal data to the USA. This would occur in the following cases:

  1. We use our Signiant Media Shuttle service to send you a file transfer you have requested

  2. We use our Frame.io service to send you a Review and Approval presentation you have requested

  3. We use Zoom for client meetings

  4. We use AWS as part additional services we may offer The above services with the exception of Survey Monkey and Zoom, are built on AWS, and rely on the “AWS GDPR Data Processing Addendum” which includes the Standard Contractual Clauses to cover the transfer of data to the USA.

For Survey Monkey (Momentive) and Zoom we rely on their “Data Processing Agreement” which includes the Standard Contractual Clauses to cover the transfer of data to the USA.

 

Retention and Deletion

We will hold your personal data only for so long as is necessary for us to do so. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Where we no longer need to process your personal data for the purposes set out in this notice then we will delete your personal data from our systems.

 

Your Rights

You have the right to ask us not to process your personal data for marketing purposes. You can unsubscribe from our direct marketing at any time by clicking the “Unsubscribe” link in any of our emails or by contacting us at suppport@suitetv.com

 

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request the correction of the personal data that we hold about you. This enables you to have incomplete or inaccurate data we hold about you corrected.

 

Request the erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.

 

Ask us to stop processing personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

 

Request the transfer of your personal data to another party.

Lodge a complaint regarding the processing of your data with the Information Commissioner’s Office.

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact support@suitetv.com

Modern Slavery Policy

Introduction

Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain.

 

SUITE has zero-tolerance approach to modern slavery, and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our business.

 

As an equal opportunities employer, we’re committed to creating and ensuring a non-discriminatory and respectful working environment for our employees.

 

Our policies which contribute to minimising the risk of modern slavery and human trafficking in our organisation include our:

  • Recruitment policy- Our recruitment and people management processes are designed to ensure that all prospective employees are legally entitled to work in the UK and to safeguard from any abuse or coercion.

  • Whistleblowing policy

  • Confidentiality policy

 

Our aim

Our aim is to ensure there is transparency within our business and the approach to tackling modern slavery is in line with the Modern Slavery Act 2015.

 

Responsibility

SUITE has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it. SUITE has primary and day-today responsibility through HR and its Directors for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery.

 

Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given adequate and regular training on it and the issue of modern slavery.

 

Compliance with the policy

You must ensure that you read, understand and comply with this policy.

You must notify your line manager or HR as soon as possible if you believe or suspect that a conflict with this policy has occurred or may occur in the future.

 

You are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business at the earliest possible stage. If you believe or suspect a breach of this policy has occurred or that it may occur, you must notify your line manager or HR in accordance with our Whistleblowing Policy as soon as possible.

 

We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our business.

 

Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform your line manager immediately. If the matter is not remedied, and you are an employee, you should raise it formally using our Grievance Procedure, which can be found in the current employee handbook.

 

Breaches of this policy

Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct.

 

This policy applies to all employees at all levels, directors & contractors. This policy does not form part of any employee’s contract of employment, and we may amend it at any time.

Diversity & Inclusion Policy

At Suite Ltd, we are committed to creating a workplace where everyone is respected, valued, and able to contribute their unique perspectives and talents. We believe that a diverse and inclusive workforce is essential to our success as a media company, and we are committed to promoting a culture of respect, inclusion, and belonging.

Our Diversity & Inclusion policy includes the following principles:

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  1. Respect for diversity: We respect and celebrate the diversity of our employees, including their race, ethnicity, gender, sexual orientation, age, religion, disability, and any other characteristic. We recognise that our differences make us stronger as a team and help us better serve our diverse audiences.

  2. Equal opportunities: We provide equal opportunities to all employees, regardless of their background or characteristics, and we strive to create a level playing field for everyone. We do not tolerate discrimination or harassment of any kind, and we are committed to providing a safe and inclusive workplace.

  3. Inclusive practices: We actively seek out and implement inclusive practices that promote diversity and inclusion, such as flexible work arrangements, mentoring programs.   We encourage all employees to share their ideas and perspectives and to contribute to the development of our inclusive practices.

  4. Accountability: We hold ourselves accountable for promoting diversity and inclusion, and we regularly assess our progress to identify areas for improvement.

  5. We set measurable goals and objectives,  we strive to create a diverse and inclusive workplace that reflects the communities we serve.

  6. Leadership commitment: We expect our leaders to demonstrate a strong commitment to diversity and inclusion, and we hold them accountable for promoting and fostering a culture of inclusivity. We encourage our leaders to lead by example and to create a workplace where everyone feels valued, respected, and included.

 

By adhering to these principles, we aim to create a work environment where everyone can thrive and reach their full potential. We believe that our commitment to diversity and inclusion will help us to achieve our business objectives, serve our diverse audiences, and contribute to a more inclusive society.

 

Anti Bullying and Anti Corruption Policy

Suite Ltd is committed to creating a workplace that is free from bullying and harassment of any kind. We take all allegations of bullying seriously, and we will take appropriate action to investigate and address any incidents of bullying or harassment that are brought to our attention.

 

Bullying is defined as any behaviour that is offensive, intimidating, or hostile, and that is directed towards an individual or a group of individuals. This can include verbal abuse, physical abuse, cyberbullying, or any other behaviour that creates an intimidating or hostile work environment.

 

All employees, including managers, are responsible for promoting a culture of respect, dignity, and professionalism in the workplace. We will not tolerate any behaviour that violates this policy, and any employee found to be engaging in bullying or harassment will be subject to disciplinary action, up to and including termination of employment.

We encourage all employees who feel that they have been the victim of bullying or harassment to report the incident to their supervisor or to the Human Resources department. All reports will be investigated promptly and in a confidential manner, and appropriate action will be taken to address the situation.

 

Anti-Corruption Policy:

Suite Ltd is committed to conducting all business activities in an ethical and transparent manner, and to complying with all applicable laws and regulations. We do not tolerate any form of corruption, bribery, or unethical conduct, and we expect all employees, agents, and business partners to uphold these same standards.

 

Corruption is defined as any action that seeks to obtain an unfair advantage through the use of improper or unethical methods, such as bribery, extortion, or kickbacks. We will not engage in any form of corruption, and we will not tolerate any employee or business partner who engages in such activities.

 

We require all employees and business partners to report any suspected or actual instances of corruption or unethical conduct. We will investigate all reports promptly and in a confidential manner, and appropriate action will be taken to address the situation.

 

We also require all employees and business partners to comply with all applicable laws and regulations related to corruption, bribery, and unethical conduct, including the UK Bribery Act 2010. Any violation of these laws or regulations may result in disciplinary action, up to and including termination of employment or termination of the business relationship.

We believe that ethical business practices are essential to the success of our company, and we are committed to upholding the highest standards of integrity in all of our business activities.