This Privacy Policy explains how BadHombres Post, the developer and operator of this website, handles personal information on behalf of Bad Hombres Post Production Inc. of 30 Carr St, Toronto - M5T 1B5, Canada (CA). The studio runs a Toronto edit suite for cut lists, mix notes, screener letters, conform windows, color review rounds and screening sittings, and this policy describes the information that passes through that work.
We take the handling of personal information seriously. This document sets out what we collect, why we collect it, how long we keep it, who we share it with and how any person can reach us with a question or a request. It applies to every page of this website and to enquiries made by email, telephone or in person at the suite.
By using this website or contacting the studio, you confirm that you have read this policy and that you understand the practices described here. If any part of the policy is unclear, please write to news@badhombrespost.surf before sharing any personal information with us.
1. Who we are
Bad Hombres Post Production Inc. is a post production company based at 30 Carr St, Toronto - M5T 1B5, Canada (CA). The company operates a Toronto edit suite that provides cut list bays, mix note runs, screener letter desks, conform windows, color review rounds and screening sittings. For the purposes of this policy, the company is the organization responsible for the personal information described below.
The website at badhombrespost.surf is designed and maintained by BadHombres Post, who acts as the developer of the site and works alongside the company on its digital presence. Where this policy says we, us or our, it refers to Bad Hombres Post Production Inc. and to BadHombres Post acting on the company behalf in respect of this website.
The company can be reached by email at news@badhombrespost.surf or by telephone on +18159131683. Written correspondence may be sent to the Carr Street address above. Our business hours are Monday to Friday, 9:00 to 18:00 Eastern Time, and visits to the suite are by appointment only.
2. Scope of this policy
This policy covers personal information collected through this website, through email and telephone enquiries, through booking conversations and through the records that the suite keeps while a project is in progress. It also covers information about reviewers and festival contacts that is recorded in screener letters and screening attendance logs.
This policy does not cover the internal practices of a client organization, nor does it cover websites run by other companies that may be linked from our pages. If a link takes you to another site, that site will have its own privacy notice, and we encourage you to read it before providing personal information.
Where a client supplies us with personal information about another person, for example a cast member, a crew member or a reviewer, the client is responsible for ensuring that it has the right to share that information with us. We handle such information only for the purposes of the project and in line with the instructions of the client.
3. Information we collect
We collect only what we need to answer an enquiry, to plan a booking and to deliver the documents that a project requires. The categories of information are set out below.
Contact details
When you write to the studio or use the contact form, we receive your name, your email address and any telephone number, organization name or job title that you choose to include. We also receive the subject line and the body of your message, which may contain details about your project.
Booking and scheduling information
When a suite review leads to a booking, we record the dates and times of the booked windows, the desks involved, the running time of the project and the delivery format. This information is held in the job record so that the schedule and the documents stay in step.
Project documentation
Cut lists, mix notes, color review notes and screener letters are documents that relate to a film. They may contain the names of cast and crew, the names of reviewers and festival contacts, and sometimes personal contact details for those people. These documents are treated as confidential project material.
Technical information
Our web server records standard technical information when a page is requested, including the requested page address, the date and time of the request, the browser type and the approximate region from which the request was made. This information is used to keep the site working and to understand which pages are useful.
Payment and billing details
Where a booking requires an invoice, we record the billing contact, the organization name and the billing address. We do not store full payment card numbers on this website, and card payments are handled through the invoicing arrangements agreed with the client.
4. How we collect information
Most of the personal information we hold arrives directly from the person concerned. You provide it when you complete the contact form, send an email to news@badhombrespost.surf, telephone the studio line on +18159131683 or attend a meeting at the suite. In each case you decide what to share, and you can keep the message as brief as you wish.
Some information reaches us through a client rather than through the individual concerned. A production office may send a cast list so that a screener letter can be drafted, or a distributor may send a list of reviewers so that letters can be issued. In these cases we rely on the client to have a lawful reason for sharing the information with us.
A small amount of technical information is collected automatically by our web server when pages are requested. We do not use tracking pixels, fingerprinting scripts or advertising identifiers on this site.
5. Why we use information
We use personal information for the following purposes, and for no other purpose without first telling the person concerned.
- To reply to an enquiry and to propose a suite review or a booking.
- To plan and confirm conform windows, color review rounds and screening sittings.
- To prepare cut lists, mix notes and screener letters for a project.
- To maintain an accurate record of which screener version was sent to which reviewer.
- To issue invoices and to keep financial records as required by law.
- To keep the website secure and to diagnose technical faults.
- To understand, in aggregate, which parts of the website are useful to visitors.
- To comply with legal obligations and to respond to lawful requests.
We do not sell personal information, and we do not use it to build advertising profiles. We do not combine the information you send us with information obtained from other sources for marketing purposes.
6. Legal basis for processing
Where Canadian privacy law applies, we handle personal information in line with the principles of fair information practice, including the principles of consent, limited collection, limited use and individual access. Where the law of another jurisdiction applies, we rely on an equivalent lawful basis.
In most cases we process personal information because you have asked us to do something, such as answer an enquiry or prepare a document, or because processing is necessary for the performance of a contract with the client. We may also process information to comply with a legal obligation, or on the basis of a legitimate interest in keeping the studio secure and well administered.
Where consent is the basis for processing, consent may be withdrawn at any time by writing to news@badhombrespost.surf. Withdrawing consent will not affect processing that already took place, and it may mean that we can no longer provide a service that depends on the information.
7. Enquiry and booking records
Every enquiry that reaches the studio is logged with the date, the name of the person who wrote, the channel used and the stage of the project described. The log exists so that a client is not asked to repeat the same information twice, and so that an answer can be given quickly when a question follows.
Booking records add the dates of the reserved windows, the desks assigned, the running time and the delivery format. These records are kept for as long as the project is active and for a reasonable period afterwards, so that a later version or a trailer can be matched to the original booking.
We keep enquiry records separate from project documentation. A person who writes a general question does not become part of a project record unless a booking follows.
8. Project material and reviewer data
Project material includes cut lists, mix notes and color review notes. These documents name the people who worked on a film and the people who reviewed it. We treat the whole document as confidential and restrict access to the members of the suite who need it to do their work.
Reviewer data appears in screener letters and screening attendance logs. It may include a reviewer name, an organization, a festival affiliation, an email address and the date on which a screener was sent. This information is used only to issue the letter, to confirm delivery and to answer a later question about which cut was supplied.
We do not share reviewer data with any other client. A list of reviewers prepared for one project is never used for a different project.
9. Screener letter information
The screener letter desk keeps a copy of every letter that leaves the building. Each copy is stored beside a record of the screener version it accompanied, including the running time, the watermark identifier and the dispatch date. This record is the evidence that a reviewer received a particular cut.
Because the record exists to answer later questions, it is kept longer than a routine enquiry. We retain screener letters for the period during which a project may still be reviewed, sold or discussed, and we review the retention position at the end of each year.
If a reviewer asks us to stop sending further screeners, we record that request and honour it. The record of the request is kept so that the preference is respected in future seasons.
11. Analytics and site measurement
We measure the use of this website in a simple and privacy conscious way. The server records which pages were requested and when, and we review those records in aggregate to see which pages answer common questions well.
Where an analytics service is used, it is configured so that IP addresses are shortened before storage and so that advertising features are turned off. We do not attempt to identify individual visitors from the measurement data.
If you prefer not to be included in measurement, you can block scripts in your browser or use a browser setting that requests the do not track signal. We will respect the signal where it is technically possible to do so.
13. Service providers
We rely on a small number of service providers for email delivery, website hosting, file storage and invoicing. Each provider is selected for its security practices and is bound by a written agreement that limits its use of personal information to the service it supplies to us.
Providers may store data in data centres outside Canada. Where that happens, we take reasonable steps to ensure that the information receives a comparable level of protection, and we review the arrangement periodically.
We keep a current list of service providers and the category of information each one handles. The list is available to a person who makes a written request, subject to any confidentiality obligations that apply to the provider agreement.
14. International transfers
The studio operates from Toronto, and most personal information is handled in Canada. Some service providers process information in the United States or in the European Union, and some clients are based in other countries. Where personal information moves across a border, it may be subject to the laws of the country in which it is stored.
We take reasonable contractual and technical steps to protect information in transit and at rest during a transfer. We do not transfer information to a jurisdiction where we cannot obtain a reasonable assurance of protection.
If you need to understand where a particular record is held before you share information with us, please ask. We will answer as clearly as we can without disclosing details that would weaken security.
15. Retention of information
We keep personal information only for as long as it serves the purpose for which it was collected, or for as long as the law requires. The retention period depends on the kind of record.
- General enquiries are kept for two years after the last contact, so that a returning client is recognized.
- Booking records are kept for seven years after the final invoice, to support financial and contractual obligations.
- Screener letters are kept while the project may still be reviewed, sold or discussed.
- Technical server logs are kept for a short period, typically ninety days, unless a security incident requires a longer hold.
When a retention period ends, the record is deleted or anonymized. Where a record is under a legal hold, deletion is paused until the hold is released.
16. Security safeguards
We protect personal information with administrative, technical and physical safeguards that are appropriate to the sensitivity of the information. Access to project documentation is limited to the members of the suite who need it, and access rights are reviewed when a member leaves the team.
Documents are stored on access controlled systems, and files that leave the suite for a named collaborator are sent through a channel agreed with the client. Paper documents, including signed screener letters, are kept in a locked cabinet within the office.
If a breach of security affects personal information, we will notify the affected persons and the relevant authority without undue delay, in line with the law that applies. We keep a record of any incident, the steps taken and the steps planned to prevent a recurrence.
17. Your rights
Subject to the law that applies, you have the right to ask whether we hold personal information about you, to receive a copy of it, to have it corrected if it is inaccurate and, in some circumstances, to have it deleted or to object to its use.
- Access. You may ask for a copy of the personal information we hold about you.
- Correction. You may ask us to correct information that is wrong or out of date.
- Deletion. You may ask us to delete information that we no longer need, subject to legal retention duties.
- Objection. You may object to a use of your information that is based on a legitimate interest.
- Withdrawal of consent. You may withdraw consent where consent is the basis for processing.
- Portability. Where the law provides for it, you may ask for a copy of your information in a structured format.
We will respond to a request within the period set by the applicable law, and we will explain any reason why a request cannot be fully met. We do not charge a fee for a routine request.
18. How to make an access request
To make an access request, write to news@badhombrespost.surf with the subject line access request, or send a letter to Bad Hombres Post Production Inc. at 30 Carr St, Toronto - M5T 1B5, Canada (CA). Please include enough detail for us to identify the records you are asking about, such as the project name and the approximate date of contact.
We may need to verify your identity before releasing information. Verification is kept proportionate: a routine request is confirmed by a reply from the email address we already hold, while a request for a full copy of a project record may require a short call to the telephone number we hold on file.
If we cannot identify you with confidence, we will ask for further information rather than refuse the request outright. A request will not be refused solely because it is made by email.
19. Correction and deletion
If information we hold is inaccurate, tell us and we will correct it. Where a correction affects a document that has already been issued, we will prepare a corrected version and note the change in the job record.
A deletion request is honoured where we no longer need the information and no legal duty requires us to keep it. Some records, such as invoices and signed screener letters, must be retained for a set period, and in those cases we will explain the limitation and keep the record restricted until the period ends.
After a deletion, a copy may remain in a backup for a short time before the backup cycle replaces it. We do not use backup copies for any purpose other than restoring the live system.
20. Privacy for Children
This website and the services described on it are intended for professional clients, producers, distributors and members of the film industry. They are not directed at children, and we do not knowingly collect personal information from a child under the age of thirteen.
If a project involves a younger performer, the information about that person is supplied by the production office or a parent or guardian, and it is used only for the purposes of the project. A parent or guardian may write to news@badhombrespost.surf to ask about the information held and to request a correction or a deletion.
If we learn that information about a child has been collected without the appropriate consent, we will delete it promptly and review how it was received.
21. Marketing messages
We send very little marketing email. When we do send an update about the suite, it goes only to a person who has asked to receive it, and every message includes a clear way to stop future messages.
Writing to the studio with an enquiry does not add you to a mailing list. A separate, explicit request is needed before an address is used for updates.
If you ask to stop receiving updates, we keep a record of the request so that the preference is respected. The record contains only the address and the date of the request.
22. Changes to this policy
We review this policy at least once a year and whenever a material change is made to the way personal information is handled. When the policy changes, the effective date at the top of the page is updated.
If a change materially affects the rights of a person whose information we hold, we will take reasonable steps to notify that person, for example by email to the address on file or by a notice on the website.
The current version of the policy is always the one published on this page. Earlier versions are kept in the studio record and are available on request.
23. Complaints
If you are concerned about the way your personal information has been handled, please tell us first. Write to news@badhombrespost.surf with the subject line privacy complaint, or telephone +18159131683 during business hours. We will acknowledge the complaint promptly and investigate it fairly.
We will respond with our findings and with the steps we propose to take. If you are not satisfied with the response, you may raise the matter with the Office of the Privacy Commissioner of Canada or with the privacy authority of the jurisdiction in which you live.
We keep a record of complaints and their outcomes so that patterns can be identified and the service improved.
24. How to contact us
For any question about this policy, or about the personal information we hold, please use the details below.
This website and its digital presence are developed and maintained by BadHombres Post on behalf of the company. Enquiries about the website itself may be addressed to the same email and will be routed to the developer.