Privacy and Cookie Notice for The Green Room

Last updated: 1 December 2025

Table of contents:

1. About this Notice

2. What information do we collect?

3. Why we use your personal data

4. How long do we retain your personal data?

5. Data sharing, international transfers, and changes to our business

6. How we keep your personal data safe

7. Your rights

8. Links to third party sites

9. Cookies and similar technologies

10. Contact us

11. Changes to this Notice

1. About this Notice

This Privacy and Cookie Notice (this “Notice”) describes how ITV Services Ltd., including its parent, subsidiaries and affiliates ("we", "us" or "our") collect, use, and share your personal data as a controller in connection with your use of our website. This Notice describes the rights and choices you have in relation to our processing of your personal data. We have also included information about our use of cookies and similar technologies in section 9.

2. What information do we collect?

2.1. Personal information which you provide to us includes:

• When you contact us:
• to tell us about the problems you are experiencing on an ITV service,
• to leave feedback or complaints.

2.2. Personal information we receive from The Film and TV Charity so that we can select applicants to the events or workshops associated with The Green Room Project (“FTVC data”). This may include the information you provide to The Film and TV Charity when you apply to participate in The Green Room Project:

• Your professional role as a freelancer
• Information relating to your mental health
• Job title and employment background
• Age range
• Gender
• Ethnic group
• Religion
• Health and/or neurocognitive conditions

2.3. For successful applicants, personal data collected when you visit our offices and/or events, which may include:

• full name
• ID
• job title
• email address
• your image featured in photos or videos taken at the event

2.4. Personal data collected through your use of our services (we call this “Usage Data”) includes:

(a) Information about how you use our services, including:

• information about how you engage within our website,
• your activity within those services (including date and time), such as:

• your cookie settings.

(b) We may collect the following technical information automatically:

• online identifiers (typically we do this through the use of cookies and similar technologies, please read section 9 “Cookies and similar technologies” for more information) such as your IP address, a randomly generated client identifier or other user or device ID,
• your interaction with our website, such as what you click, the pages you view, and the duration of your visit,
• information about the devices you use, such as:
• device type (examples: laptop, computer, and other third party devices on your wifi network, etc.),
• browser type and application used, as well as browser or device-specific identifiers,
• language,
• operating system and version.

3. Why we use your personal data

We have set out in more detail each purpose, legal basis we rely on and the categories of personal information we use for each processing activity in the section below. Sometimes more than one legal basis will apply.

Purpose	Legal bases	Personal data we use
To provide you access to the website, which also includes: detect and prevent fraud, as well as monitor fair use of our services, understand and fix technical issues, share information with our service providers and suppliers to enable us to provide our services	Our legitimate interest to provide a functional website that allows us to conduct the selection process related to The Green Room initiative.	Usage Data and information you provide.
To select applicants to participate in the Green Room initiative and enable their participation in any activities thereunder, which may include access and/or use of a platform solely controlled by The Film and TV Charity.	In line with the consent you’ve provided to The Film and TV Charity. Furthermore, to enable your participation we may rely on our legitimate interest to conduct the Green Room initiative and the benefits it generates for the creative industry, which may include supporting a peer network of freelancers while they are in between jobs.	FTVC Data
To enable you to access our offices and/or venues when you attend our events (including making any reasonable adjustments that are necessary to enable you to attend our events), as well as hosting and performing our events. Building access and login records may be reviewed for health and safety, and occupancy purposes. ITV’s offices and/or venues may use CCTV and you may be recorded when entering and moving within our premises. Where necessary, building access and login records and CCTV may be used to monitor our offices and/or venues for security, health and safety purposes, as well as to investigate potential breaches of ITV company policies and/or applicable laws.	Compliance with our legal obligation to ensure that our visitors are reasonably safe within our premises.	Information you provide when you visit our premises.
When you attend one of our events, offices and/or venues, to take publicity or promotional pictures or videos and/or generate other promotional materials (including social media posts) that relate to the event and/or ITV products, services, other events and/or experiences. We alsomay collect photos or videos at events through our authorized photographers or event attendees who voluntarily share their photos or videos with us. These photos or videos may be taken during various activities, such as conferences, workshops, social gatherings, or other events organized or supported by us. Our use of this information may include selecting, editing, and enhancing the photos or videos to ensure their quality and relevance; sharing the photos or videos on our social media platforms; promoting future events, activities, or initiatives related to our products and/or services; displaying the photos or videos on our website, newsletters, brochures, or other promotional materials. When sharing the photos or videos, we take reasonable steps to respect your privacy rights. If you're attending an event at which there may be photography or video recording taking place, you can let us know and we will make reasonable efforts to not capture or retain any images or footage of you. If you can, let us know by emailing us at myprivacy@itv.com, stating what event you will be attending and when. If you've not been able to let us know in advance or have any questions or concerns at an event, please direct these to the photographer or videographer on site.	Our legitimate interest to promote the Green Room initiative and the benefits it generates for the creative industry, which may include supporting a peer network of freelancers while they are in between jobs.	Information you provide whilst you attend our event, as well your likeness captured in any videos or photos of the event and any social media posts and/or online publications.

4. How long do we retain your personal data?

We keep your personal data where we have an ongoing legitimate or lawful need to do so. When we no longer have a legitimate or lawful need to keep your personal data, we will delete it or anonymise it.

5. Data sharing, international transfers, and changes to our business

Yes, our service providers or other third parties we work with may be based outside the UK, for example, in Europe or the United States. In these cases, we will ensure that your personal data is protected in line with UK data protection laws. 

This means we only transfer your personal data where it is permitted under UK data protection laws. The main transfers take place if: 

• the UK government has determined the country has an adequate level of data protection, 

• standard data protection clauses (which have been ‘adopted’ by the UK government or European Commission) are in place with the service provider or third party, or

• we can rely on one of the specified exceptions. 

We may also take steps to identify and use additional protections as appropriate for each data transfer. For example, we may require the use of:

• technical protections, such as encryption and pseudonymisation (which means making sure personal data can no longer be linked to you without the use of additional information) and

• policies and processes to challenge disproportionate or unlawful foreign government or other authority requests.

We review our service providers before we use them and also ensure that they are only allowed to access the information they need to perform the services we request.

We may also provide your personal data to companies that help us in providing our service.

We may share your personal data with:

• our affiliated companies for the purposes described above,
• unaffiliated companies or individuals we may hire or work with that provide us with professional advice, business support, or perform services on our behalf, including customer support, web hosting, information technology, direct mail and email distribution, and analytics services. These service providers are allowed to use your information to help us provide our service and not for any other purpose,
• when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, or to comply with the applicable law or legal process, or to respond to legal claims,
• in connection with a corporate change including a merger, acquisition, or sale of assets,
• to any other party with your prior consent to do so.

We may combine all the information we collect from or receive about you for the outlined purposes. We may aggregate or de-identify your information and may use or share aggregated or de-identified information for any purpose, and such information is not subject to this Notice.

In the event of changes to our business, for example, if we decide to change or restructure our business, we may need to pass your personal data to one of our group companies so we can continue to effectively deliver our service. However, if we become involved in a merger, acquisition, restructuring, reorganisation or other transaction involving the sale of some or all of our assets, then your information may be included in the assets that are transferred to the new owner and may be provided to the entities and advisors involved. Such a transaction could involve us: (i) retaining the right to continue to use transferred personal data in addition to the right of the new owner to use such information; and (ii) engaging in additional transfers of personal data (including new personal data) with the new owner from time to time following such a transaction.

If there are changes to our business (such as a re-organisation or restructuring), your personal data will remain subject to this Notice (as amended from time to time). However, where your personal data is transferred to a new owner following a merger or acquisition it may be subject to a different privacy notice. We, or the new owner, will provide notice to you before any of your personal data becomes subject to a different privacy notice.

6. How we keep your personal data safe

We're committed to protecting your personal data and keeping it secure, private and confidential. We put in place appropriate technical and organisational measures to help protect the security of your personal data. Unfortunately, no measures can ever be completely secure. We have implemented various safeguards to protect against unauthorised access and unnecessary retention of personal data in our systems. These include pseudonymisation, encryption, restricting access, and retention policies.

7. Your rights

We are committed to respecting the rights that individuals are entitled to under data protection laws in the UK. These are:

• the right to be informed of the personal information we collect and process about you and how we do that (this Notice does this),
• the right to request a copy of the personal information we hold about you. To do this, please email us using the email address set out below making clear that you are requesting a copy of your personal information and including full details of what you require. You may also be required to submit a proof of your identity.
• the right to object to your personal information being processed where the legal basis for the processing is our own legitimate interests as a business (see section 3 above). We will comply with such a request unless there is a lawful reason for not doing so, such as when we need to continue to process your information to defend a legal claim,
• the right to rectification. You may request that we correct any inaccurate and/or complete any incomplete personal information,
• the right to withdraw consent. Where we are processing your personal information on the basis that you have given us your consent to do so, you may withdraw your consent at any time.
• the right of erasure. Where permitted by applicable data protection laws, you may request that we erase your personal information and we will comply, unless there is a lawful reason for not doing so,
• the right to data portability in certain circumstances,
• the right to lodge a complaint with the supervisory authority. If you wish to make a complaint about how we use your information, please contact us at myprivacy@itv.com and we will do our best to help. If you remain unsatisfied with our response, you can contact the Information Commissioner's Office via their website (https://ico.org.uk).

8. Links to third party sites

Our service may include links to other sites, products, or services that we do not own and are not operated by us, and whose privacy practices may differ our own. If you click a third party link, you will be directed to that third party's site. If you submit personal data to any such third party sites or otherwise submit personal data to such third parties, your information is governed by the pertinent third party’s privacy policies. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third party sites or services, and this Notice does not apply to your activities on any third-party sites or services or any information you otherwise disclose to any third parties. We encourage you to carefully read the privacy policy of any site you visit.

For example, when you apply to The Green Room initiative, we will redirect you to a website controlled by The Film and TV Charity.

9. Cookies and similar technologies

This section describes how cookies and similar technologies are used to support our service and the controls which may be available to you. These are used on our website. We may also use other technologies that do not rely on cookies to store or access information on your device.

10. What are cookies and similar technologies?

• cookies are small text files stored by your browser (a browser is the software on your device which enables you to access the internet). The cookie stores a unique identifier (a string of random characters) so that your browser can be singled out from other browsers to show you the information you want (for example, the episode of the programme you want to watch on our streaming service). And it is often used to link your browser to databases that hold data about your online behaviour and inferred interests, along with other data such as your IP address or device ID,
• other types of storage, such as local or “HTML” storage. Some of our services use local storage technologies that are similar to cookies but enable larger amounts of data to be stored. This means we can store information like your preferences on your device rather than on our own systems, and
• pixels are embedded code to recognise your browser and record your interactions with emails, online content or ads.

From now on we will refer to these technologies collectively as ‘cookies’. Cookies are typically used by websites or where apps have embedded web browsers which allow them to access the internet.

Why do we use cookies and what types of cookies do we use?

Essential: these cookies are necessary for our website to work. Without these cookies, we can’t provide you with our core functionalities and associated services, so these are not optional. Some of these types of cookies also provide you with features which you choose to use. They may also help with the following:

• when you visit our website, we’ll remember your cookie consent preferences, so you don’t have to select them again the next time you visit,
• to keep our site and your personal data secure,

Performance and Functionality: these are used to produce reports to help us improve our site and measure how well new features or functionalities perform.

We also use Google Analytics which is an analytics and measurement service provided by Google. Google Analytics sets a cookie in order to evaluate use of our service, where we have implemented it, and compile a report for us. Google Analytics records visits to our website to help us know:

• the date and time of visits,
• how many active users we have at any given time,
• what browsers are used (so we can maximise compatibility),
• the country or region where our users are located,
• we may also use this cookie to derive demographics and interests data for analytics purposes only.

How do I manage cookies?

Please be informed that you have the following controls in our services:

• cookie settings: these enable you to choose what data is stored on or collected from your device and control how this data may be used.

In addition, you can choose how cookies (across all websites) are handled on your device via your browser settings including to block or delete all cookies or just third party cookies. Each browser manufacturer is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.

10. Contact us

If you have any questions or concerns about this Notice or our privacy practices, please contact us at myprivacy@itv.com or write to us at ITV UK Data Protection Officer, ITV plc, ITV White City, 201 Wood Lane, London, W12 7RU.

11. Changes to this Notice

We may change this Notice from time to time and we will notify you by revising the “Last Updated” date at the top of this Notice. If we change this Notice in a way that we believe materially affects how we process your personal data, we will provide you with advance notice such as via email or by posting a notice on the website, if applicable.