1. About This Policy
This Privacy Policy explains how Lily Coe Entertainment (“Lily Coe Entertainment”, “we”, “us”, or “our”) collects, holds, uses, and discloses personal information when you use this website, submit an inquiry, or otherwise engage with us.
We handle personal information in accordance with the New Zealand Privacy Act 2020 and its information privacy principles. This policy applies to website visitors, prospective clients, collaborators, event participants, suppliers, and other people who communicate with us.
2. Information We Collect
Depending on how you interact with us, we may collect:
- identity and contact details, such as your name, email address, and phone number;
- organisation, role, and professional details;
- project information, including your brief, preferred timeline, location, audience, scope, and objectives;
- communications and records of our correspondence with you;
- event, workshop, casting, production, or collaboration information that you choose to provide; and
- technical information needed to operate and secure the website, such as IP address, browser type, device information, requested pages, and date and time of access.
Please do not submit confidential scripts, personal information about another person, sensitive production material, or information you are not authorised to provide unless we have agreed on a secure way to receive it.
3. How We Collect Information
We generally collect personal information directly from you through our contact form, correspondence, meetings, events, workshops, production work, and other dealings with you. We may also receive information from a person you have authorised, a project partner, or a publicly available professional source where permitted by law.
Our website may automatically send limited technical information to our hosting, security, font, and content-delivery providers when your browser requests website resources.
4. Why We Use Your Information
We may use personal information to:
- respond to inquiries and assess proposed projects or collaborations;
- prepare proposals, schedules, budgets, and production arrangements;
- provide film, multimedia, creative, workshop, and event services;
- manage our relationships with clients, participants, partners, contractors, and suppliers;
- operate, maintain, secure, and improve our website and services;
- protect our rights, productions, personnel, participants, and property;
- keep appropriate business, financial, and production records; and
- comply with legal, regulatory, insurance, health and safety, and contractual obligations.
If we wish to use your information for a purpose that is not connected with the purpose for which it was collected, we will obtain your authorisation or otherwise act only as permitted by law.
5. Cookies And Website Services
This website does not currently use advertising cookies or behavioural advertising tools. Essential technical data may still be processed by the website host and by third-party services used to deliver fonts, icons, or other website resources. Those providers may process your IP address and request information under their own privacy terms.
If analytics, embedded media, ticketing, or additional cookie-based tools are introduced, we will update this policy and provide any notice or consent mechanism required by applicable law.
6. When We Share Information
We may disclose personal information where reasonably necessary to:
- service providers supporting hosting, communications, storage, security, professional advice, or business administration;
- production partners, venues, contractors, crew, insurers, funders, or event partners involved in a relevant project;
- a person you authorise us to share information with;
- protect safety, prevent misuse, establish or defend legal rights, or enforce an agreement; or
- comply with a lawful request, court order, or legal obligation.
We do not sell personal information. Where practical, we limit disclosures to the information needed for the relevant purpose and require recipients to handle it appropriately.
7. Overseas Service Providers
Some providers or project collaborators may store or process information outside New Zealand. Before disclosing personal information overseas, we will take the steps required by information privacy principle 12, such as confirming comparable safeguards, using appropriate contractual protections, or obtaining informed authorisation where required.
8. Storage, Security, And Retention
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, unauthorised access, misuse, alteration, or disclosure. No internet transmission or storage system can be guaranteed to be completely secure.
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, ongoing project and relationship management, record-keeping, dispute resolution, and legal obligations. We then securely delete, destroy, or anonymise it where reasonably practicable.
If a privacy breach has caused or is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as required by the Privacy Act 2020.
9. Access And Correction
You may ask whether we hold personal information about you and request access to or correction of that information, subject to the Privacy Act 2020. To protect your privacy, we may need to verify your identity before responding.
Submit an access, correction, or privacy request through our Contact page and identify it as a privacy inquiry. We will respond within the time required by applicable law.
10. Children And Young People
Our general website is not directed at children. Film, casting, workshop, or event activities involving children or young people may require information from a parent, guardian, or authorised representative and will be managed under appropriate project-specific consent and safeguarding processes.
11. External Links
Our website may link to third-party websites or platforms. Their privacy practices are controlled by their own policies, and we encourage you to read those policies before providing personal information.
12. Questions And Complaints
Contact us through our Contact page if you have a privacy question or complaint. Please provide enough detail for us to review the matter. We will acknowledge and investigate privacy concerns in good faith.
You may also make a complaint to the New Zealand Office of the Privacy Commissioner.
13. Changes To This Policy
We may update this policy when our practices, services, or legal obligations change. The current version will be published on this page with its effective date. Material changes may also be communicated by another reasonable method.