Privacy & GDPR - FILM BUDDY AI
FILM BUDDY AI — PRIVACY & GDPR POLICY
Version 1.1 — Updated 13.11.25
Operated by Film Buddy Ltd, registered in England & Wales.
Contact: hello@filmbuddy.uk
1. Introduction
Film Buddy Ltd is committed to protecting your privacy.
FILM BUDDY AI is an educational careers tool designed for students, graduates and educators.
We collect minimal data, store it securely, and delete it quickly.
This Privacy Policy explains:
what we collect
why we collect it
how it is stored
how long it is retained
your rights under UK GDPR
Film Buddy Ltd is the Data Controller for all FILM BUDDY AI services.
2. What FILM BUDDY AI Is (and Is Not)
FILM BUDDY AI provides:
general careers guidance
industry information
employability support
FILM BUDDY AI does not:
process sensitive or personal data typed into the chat
provide wellbeing, HR, legal, medical or financial advice
store identifiable chat transcripts
generate creative content
profile or track users
use data for model training
Chat interactions remain anonymous and are automatically deleted after 30 days.
3. Data We Collect
We collect only the information needed to deliver a safe, membership-based educational service.
We collect:
name
email
institution or membership status
optional onboarding questions
cookies for basic website operation
optional analytics cookies (only if you consent)
We do NOT collect:
financial data
biometric data
special category data
personal details typed into the chatbot
any content for AI training
FILM BUDDY AI is technically unable to store or process personal data shared in conversation.
4. How We Use Your Data
We use your information to:
provide access to FILM BUDDY AI
maintain secure membership accounts
improve service quality and safety
audit anonymised chat content
comply with safeguarding and legal obligations
We do not sell, share or use data for advertising.
5. Legal Basis for Processing
Film Buddy Ltd relies on the following UK GDPR bases:
Legitimate Interest
To deliver safe, accurate, industry-aligned careers guidance.
Contract
To provide membership-driven services through FILM BUDDY AI.
Consent
For optional analytics cookies or communications.
6. Chat Logs & Retention
We keep anonymised chat logs for a maximum of 30 days.
These logs:
cannot identify you
are used only for safeguarding, quality assurance and compliance
are never used for training AI systems
are encrypted and access-controlled
are automatically deleted after 30 days
If personal information is entered into the chatbot, it is not stored or processed.
Repeated sharing of personal information may result in the session being ended for safety reasons.
7. Human Oversight
To ensure accuracy, inclusivity and safety, anonymised interactions may be reviewed by Film Buddy’s editorial staff.
This is part of our Film Buddy Alignment Framework, ensuring the AI remains grounded in real-world industry standards and stays within the boundaries of safe educational use.
8. International Data Transfers
Some technical data may be processed outside the UK (e.g., Google Cloud, Chatbase).
Film Buddy Ltd uses legally approved mechanisms:
UK–US Data Bridge
International Data Transfer Agreement (IDTA)
Standard Contractual Clauses (SCCs)
These ensure data receives equivalent protection under UK law.
9. Your Rights Under UK GDPR
You have the right to:
access your data
request correction
request deletion
withdraw consent
object to processing
request a copy of the data we hold about you
To make a request: hello@filmbuddy.uk
We respond within 30 days.
You may also contact the ICO: www.ico.org.uk
10. Cookies
We use:
essential cookies (always on, for site functionality)
optional analytics cookies (only active after explicit consent)
We do not use advertising or profiling cookies.
Users may change or withdraw cookie preferences at any time.
11. Data Security
Film Buddy Ltd uses:
HTTPS/SSL encryption
secure UK/EU servers
restricted access controls
strict data minimisation
regular safeguarding and governance reviews
No unauthorised party can access your account or anonymised chat logs.
12. Under-18 Users
FILM BUDDY AI is designed for users aged 18+.
Students aged 16–17 may only use SIDEKICK when:
access is provided by their school, college or university
supervision or oversight is in place
the institution has obtained parental/guardian consent where required
The AI will not answer:
wellbeing or emotional concerns
mental-health questions
HR, bullying or workplace conflict questions
legal, medical or financial queries
anything requiring personal information
Repeated attempts will result in the session being ended, with a redirect to the institution’s safeguarding team.
13. Transparency About AI Use
FILM BUDDY AI uses artificial intelligence to format and present verified Film Buddy guidance.
It does not generate speculative advice or creative content.
All source material is created, approved or reviewed by Film Buddy Ltd.
Film Buddy maintains full editorial control.
14. Third-Party Services
FILM BUDDY AI operates through trusted GDPR-compliant platforms:
Squarespace (web hosting)
MemberSpace (membership control)
Chatbase / Google Cloud (chat delivery)
These services do not access Film Buddy content for their own purposes.
15. Safeguarding & Distress Protocol
If a user expresses distress, the AI does not engage.
It will respond with a single, safe signpost:
“I can’t offer personal or wellbeing advice.
For support you can contact the Film & TV Charity, Mind, or Samaritans (116 123),
or speak to your college safeguarding team.”
No coping strategies, advice or conversation about wellbeing is permitted.
16. Accessibility
FILM BUDDY AI aims to meet WCAG 2.1 AA standards.
Alternative formats are available on request.
17. Changes to This Policy
We review this policy annually or when significant changes occur.
The updated version will be published on this page.
18. Contact
For any GDPR queries:
For data concerns:
📮 ICO → www.ico.org.uk
© Film Buddy Ltd 2025
Aligned with UK GDPR, ICO guidance, BFI Responsible AI Standards, and ScreenSkills ethics.