DATA & PRIVACY STATEMENT
FIXING US Ltd is a healthcare engagement organisation that creates authentic patient, carer, healthcare professional and stakeholder content for healthcare, pharmaceutical, broadcast and public-interest projects.
We take privacy seriously because much of our work involves personal stories, lived experience and, in some cases, health information. This statement explains how we collect, use, store and share personal data, including where someone takes part in a filmed interview, patient story, healthcare professional interview or related project.
Who we are
FIXING US Ltd is the data controller for personal data we collect and use for our own business, production, recruitment, contributor management and project administration purposes.
Our contact details are:
FIXING US Ltd
Lime Tree Workshop
11 Lime Tree Walk
Sevenoaks
Kent TN13 1YH
United Kingdom
Email: privacy@fixingus.com
Data protection contact: dpo@fixingus.com
In some projects, we may act as an independent controller. In other projects, where a client determines the purpose and means of processing and instructs us on how to handle personal data, we may act as a processor. The relevant project documents will explain which model applies.
What personal data we collect
Depending on your relationship with us, we may collect:
Name, email address, telephone number and contact details.
Role, organisation and professional details.
Information you provide when you contact us or respond to a project invitation.
Information needed to assess suitability for a filmed interview, patient story, healthcare professional contribution or related project.
Filmed footage, audio recordings, photographs, transcripts, interview notes and production materials.
Information about your lived experience, condition, treatment journey, care experience, family circumstances, goals, barriers, feelings and views.
Health information, where it is relevant to the project and you choose to share it.
Payment or honorarium information, where a contributor payment is made.
Information needed for compliance, transparency reporting, contracting, consent management and record keeping.
Website usage information, including cookies and analytics data.
We only ask for information that is relevant to the project or relationship we have with you.
How we collect personal data
We may collect personal data when:
You contact us directly.
You respond to a project invitation, advert or outreach message.
A client, partner, patient organisation, healthcare organisation or professional contact introduces you to us, where they are permitted to do so.
You take part in a screening call, interview, filmed conversation or production activity.
You sign a contributor agreement, release form, consent form or information sheet.
You use our website or communicate with us by email, phone or video call.
How we use personal data
We may use personal data to:
Contact you about a potential project.
Assess whether a project is suitable for you.
Arrange calls, interviews, filming, travel, logistics and production activity.
Create, edit, review and deliver video, audio, written, photographic or related content.
Manage consent, release forms, contributor agreements and usage permissions.
Make honorarium or contributor payments where agreed.
Support client compliance processes, including medical, legal and regulatory review.
Provide information needed for lawful transparency reporting, where applicable.
Keep appropriate records of consent, permissions, project decisions and communications.
Respond to your questions, requests or data protection rights.
Manage our website, systems, security and business administration.
Legal bases for using personal data
Our legal basis depends on the context.
Where we collect ordinary personal data, we may rely on one or more of the following legal bases:
Consent, where you have agreed to a specific use.
Contract, where processing is needed to enter into or perform a contributor agreement, release form or other agreement.
Legitimate interests, where we have a legitimate business or production reason to process the data and your rights do not override those interests.
Legal obligation, where we need to keep or share information to comply with law, tax, accounting, transparency or regulatory requirements.
Where we process health information or other special category data, we will only do so where an additional condition applies. For patient and healthcare projects, this will usually be your explicit consent.
Patient, carer and healthcare contributor projects
For patient, carer, healthcare professional and similar contributor projects, we will explain the project before you decide whether to take part. This may include:
Who the project is for.
What the filming or interview will involve.
What topics may be discussed.
How the content may be used.
Whether the content may be edited, subtitled, translated or adapted.
Whether your name, image, voice, health experience or professional role may be identifiable.
Whether any honorarium or payment is offered.
How you can ask questions or withdraw consent.
We aim to make participation voluntary, informed and respectful. Contributors can pause, redirect or stop an interview at any time.
Consent and withdrawal
Where we rely on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect processing that has already taken place lawfully before withdrawal, but we will stop further processing that depends on that consent.
If you withdraw before filming, we will not proceed with filming.
If you withdraw during production or before final approval, we will stop using your material and remove it from the project workflow where practicable.
If you withdraw after content has been approved, delivered or published, we will stop further use or new processing that depends on consent. We will also assess, with the relevant client or publisher where applicable, what can reasonably be withdrawn, amended or taken down, taking account of the specific use, channel, publication status, contractual position and applicable law.
We will make the withdrawal process clear in the relevant project information and consent materials.
Release forms and contributor agreements
For filmed, audio, photographic or written projects, we may ask contributors to sign a release form or contributor agreement. This document sets out the agreed production activity, permissions, usage scope, territory, duration, editing rights, payment or honorarium terms where applicable, and any project-specific restrictions.
A release form does not remove your data protection rights. Where consent is the legal basis for processing personal data or health data, your right to withdraw consent remains available as described in this statement and in the project materials.
Honoraria, payments and transparency reporting
Some projects may include an honorarium or contributor payment. Where this applies, we may process payment information and keep records needed for accounting, audit, tax, compliance and transparency reporting.
In pharmaceutical and healthcare projects, certain payments or transfers of value may need to be recorded or reported by us, our client or another relevant organisation. We will explain this where it applies.
Sharing personal data
We may share personal data with:
Clients and project partners, where necessary for the project.
Production team members, editors, translators, transcription providers, subtitling providers and other specialist suppliers.
Legal, compliance, medical, regulatory or review teams.
Payment, accounting, tax and professional advisers.
Technology, hosting, storage and IT service providers.
Regulators, public authorities or other parties where required by law.
We only share personal data where there is a legitimate reason to do so and appropriate safeguards are in place.
International transfers
Some projects may involve contributors, clients, production teams or service providers in different countries. Where personal data is transferred outside the UK or European Economic Area, we will take steps designed to protect the data in line with applicable data protection law.
How we store and protect personal data
We store personal data using appropriate technical and organisational measures. This may include secure cloud storage, password-protected systems, access controls, encrypted transfer where appropriate, and limited access for people who need the information for the project.
Video, audio, transcript and production files may be stored separately from administrative records. Access is limited to those who need it for production, review, delivery, compliance or record keeping.
How long we keep personal data
We keep personal data only for as long as needed for the purpose for which it was collected, unless a longer period is required for legal, contractual, accounting, audit, compliance or regulatory reasons.
For production projects, retention periods may vary depending on the nature of the project, the agreed usage period, client requirements, contributor agreement, release form and legal obligations.
Where we no longer need personal data, we will delete it, anonymise it or securely archive it as appropriate.
Cookies and website data
Our website may use cookies and similar technologies to understand how visitors use the site, improve the website and support analytics or marketing activity. You can manage cookies through your browser settings.
Where third-party analytics or marketing tools are used, those providers may process information in line with their own privacy notices.
Your data protection rights
You have rights under data protection law. These may include:
The right to access your personal data.
The right to correct inaccurate or incomplete data.
The right to ask for data to be erased.
The right to restrict processing.
The right to object to processing.
The right to data portability.
The right to withdraw consent where processing is based on consent.
The right to complain to a data protection authority.
These rights may be subject to conditions or exemptions under applicable law.
To exercise your rights, contact us at privacy@fixingus.com or dpo@fixingus.com. We will usually respond within one month.
Complaints
If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office:
Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113
Changes to this statement
We keep this statement under review and may update it from time to time. The latest version will be published on this page.
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Last updated: 10/06/2026