Introduction
This Privacy Policy explains how TDF Media LLC handles personal information in connection with its website, its booking enquiries and its video set rental services. The developer and operator of this service is Tucson Hotel, working with the company TDF Media LLC at 1033 E Fallbrook Way, Sandy - 84094-0721, United States (US). The policy is written to be read without a lawyer, and it describes the information that is actually collected, why it is collected, how long it is held and what choices a person has.
We take privacy seriously because our work depends on trust. A production hands us dates, crew names, contact details and sometimes sensitive schedule information before a single case has been opened. We treat that information as something borrowed for a purpose rather than something we own, and we try to handle it the way we would want our own details handled.
This document applies to everyone who visits the website, sends an enquiry, calls the studio yard, books a service or visits the premises in Sandy. It should be read together with the Terms of Service, which govern the commercial relationship between a production and TDF Media LLC.
Who We Are
TDF Media LLC is a video set rental and set dressing bay business. The business is located at 1033 E Fallbrook Way, Sandy - 84094-0721, United States (US). The telephone number is +15096064421 and the contact email address is page@tucsonhotel.autos. For the purposes of applicable privacy law, TDF Media LLC is the controller of the personal information described in this policy, which means the company decides why and how that information is processed.
The studio yard runs six services: stage booking bays, lighting plot runs, location scout desks, equipment check windows, call sheet reviews and wrap day sittings. Personal information is collected mainly through enquiries, bookings and the administration of those services. Some information is also collected automatically when a person reads the website.
Scope of This Policy
This policy covers the website at tucsonhotel.autos and any subdomain that TDF Media LLC operates, together with the direct communications and booking records that support the six services. It does not cover websites that we do not own or control, including the sites of partners, suppliers or social media platforms, even where a link to such a site appears on our pages.
Where a production or a supplier provides us with information about its own staff or contractors, that party remains responsible for having a lawful basis to share the information with us. We handle what is shared according to this policy and according to any written agreement that is in place for the booking.
Information We Collect
The information we collect falls into several practical groups. Not every group applies to every person, and we only collect what a particular purpose requires.
Identity and contact information includes a name, a company or production name, an email address, a telephone number and a postal address where a production needs paperwork sent to it.
Enquiry information includes the subject and content of a message sent through the contact form or by direct email, the dates requested, the approximate crew size, the services required and any notes about the shoot that the sender chooses to include.
Booking and production information includes date holds, stage booking bay allocations, lighting plot notes, location scout shortlists, equipment check counts, call sheet corrections and wrap day observations. This category can include the names and roles of crew members where a production shares a call sheet for review.
Billing information includes the details needed to raise an invoice, such as a billing name, a billing address and a purchase order reference. Payment card details are handled by a payment provider and are not stored on our website.
Technical information includes the internet protocol address that a device uses to reach the site, the browser type, the operating system, the pages viewed and the time of a visit. This information is used in aggregate to understand how the site performs.
How We Collect Information
Most information is provided directly by the person who sends it. The contact form collects a name, an email address, a subject and a message, and the form is designed so that it opens the sender own email application rather than silently transmitting the message to a server. The sender therefore sees exactly what is being sent before it leaves the device.
Information is also collected when a person calls the studio yard, sends a direct email, signs a booking form, returns an equipment sheet or visits the premises. A visitor who arrives for a walk through will be asked for a name and a contact number, so that the visit can be recorded and followed up.
Some technical information is collected automatically by the web server that delivers the pages. This is limited to what any standard web server records, and it is used for security and reliability rather than for building a profile of individual visitors.
Lawful Basis for Processing
Where data protection law requires a lawful basis, we rely on one or more of the following. We process information to take steps at the request of a person before entering into a contract, and to perform a contract once a booking is confirmed. We process information for our legitimate interests in running a safe, reliable and efficient business, provided those interests are not overridden by the rights of the individual. We process information with consent where consent is the appropriate basis, for example for optional marketing messages. We process information to comply with legal obligations, such as accounting and tax requirements.
A person can withdraw consent at any time where consent is the basis for a particular activity. Withdrawal does not affect processing that already took place before the withdrawal, and it does not affect processing that rests on another lawful basis.
How We Use Information
We use information to respond to enquiries, to prepare quotes and availability, to hold dates, to arrange stage booking bays, lighting plot runs, location scout desks, equipment check windows, call sheet reviews and wrap day sittings, and to invoice for services that have been provided.
We use information to keep the studio yard safe and secure, which includes recording who is on site and when, tracking equipment that leaves and returns, and maintaining a record of any damage discovered at a wrap day sitting. We use information to improve the website and the service, by reviewing how pages are used and where enquiries most often get stuck.
We may use contact details to send service messages that are necessary for a booking, such as a confirmation, a change of time or a reminder about an equipment check window. Optional marketing messages are sent only where a person has opted in, and every such message includes a way to stop receiving them.
Booking and Production Records
A booking generates a bundle of records: the enquiry, the quote, the confirmed dates, the service schedule, the equipment sheets checked at both ends, the call sheet review notes and the wrap day observations. These records exist so that each party can see what was agreed and what actually happened. They are kept in a form that limits access to the people at TDF Media LLC who need them to run the booking.
Call sheet reviews may involve reading crew names and roles. That information is used only to check the day and is not added to any marketing list. Where a production shares a call sheet, the production remains responsible for the accuracy of the information and for informing its crew that the sheet will be reviewed by the studio yard.
Equipment records can include a description of an item, its condition at load out, its condition on return and any damage noted at a wrap day sitting. These records are used to resolve questions about the rental and to maintain the safety of the gear for the next production.
Service Providers
Each service provider is chosen with care and is expected to meet a reasonable standard of security and confidentiality. Hosting is provided by a supplier that maintains a secure data centre and a documented process for handling incidents. Email is provided by a supplier that offers encrypted transport and account protection. Accounting is handled by a professional who is bound by confidentiality obligations.
Some providers may process information outside the country where it was collected. Where that happens, we rely on the safeguards that the provider has in place and on any contractual terms that apply to the transfer. A summary of the categories of provider can be requested by writing to page@tucsonhotel.autos.
How Long We Keep Information
We keep information only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. Enquiries that do not lead to a booking are typically removed after twelve months so that the inbox does not become a permanent archive of conversations that went no further.
Booking and billing records are kept for the period required by tax and accounting rules, which is generally seven years. Wrap day observations and equipment records are kept for a shorter period unless they relate to an open question about damage, in which case they are kept until that question is closed.
Technical logs are kept for a short rolling period and are then deleted or aggregated so that individual records can no longer be identified. Where a record is aggregated, it is no longer personal information.
How We Protect Information
We use technical and organisational measures that are proportionate to the risk. Access to booking records is limited to the people who need it. Accounts are protected with strong passwords and are reviewed when people leave the team. Devices that hold production information are kept up to date and are locked when not in use.
Paper records, such as a signed equipment sheet, are stored in a locked cabinet at the studio yard and are shredded when they are no longer needed. Site visits are logged so that there is a record of who was in the building on a given day. No system is perfect, and we cannot promise that an incident will never happen, but we monitor for problems and we act quickly if one is discovered.
If a security incident affects personal information and the law requires notification, we will notify the affected persons and the relevant authority without undue delay, and we will explain what happened and what we have done about it.
Your Privacy Rights
Depending on where a person lives, that person may have the right to be told what personal information is held, to receive a copy of it, to have inaccurate information corrected, to have information deleted, to restrict how information is used, to object to certain uses, and to receive information in a portable format.
To exercise any of these rights, write to page@tucsonhotel.autos with enough detail to identify the records involved. We will verify the request, respond within the period required by applicable law, and explain any reason why a request cannot be fully met. There is no charge for a reasonable request, though a fee may apply where a request is manifestly unfounded or excessive.
A person also has the right to complain to a data protection authority. We would prefer the chance to resolve a concern directly first, so please contact us before escalating, and we will do our best to put the matter right.
California Privacy Notice
For residents of California, the following information supplements the rest of this policy. In the twelve months before the date of this policy, TDF Media LLC has collected the categories of information described in the section on information we collect, namely identifiers, commercial information, internet activity, and inferences drawn from those categories for the purpose of improving the service.
We have collected this information from the sources described in this policy, and we have used it for the business purposes described above. We have not sold personal information and we have not shared personal information for cross context behavioural advertising. We do not knowingly sell the personal information of minors.
California residents have the right to know, the right to delete, the right to correct and the right to opt out of sale or sharing. Because we do not sell or share personal information in the relevant sense, there is no sale to opt out of, but a request can still be made to confirm that position. Requests can be made by writing to page@tucsonhotel.autos or by calling +15096064421. We will not discriminate against a person for exercising a privacy right.
Privacy for Children
The website and the services are intended for businesses and adults working in production. They are not directed at children, and we do not knowingly collect personal information from a child under the age of thirteen. If a parent or guardian believes that a child has sent information to us, please contact page@tucsonhotel.autos and we will delete the information promptly.
Where a production brings a young performer on site, the production is responsible for the permissions and the supervision required by law. We will cooperate with any reasonable request to limit the information we hold about a young performer, and we will not use such information for any purpose beyond the booking itself.
Links to Other Sites
The website may contain links to other sites, such as a map service, a supplier page or a professional profile. Those sites are governed by their own privacy policies, and we have no control over how they collect or use information. A link is not an endorsement of the way a third party handles personal information.
We encourage a visitor to read the privacy policy of any site before providing personal information to it. If a link on our site leads to a page that seems inconsistent with this policy, please tell us and we will review it.
Changes to This Policy
We review this policy from time to time and update it when the way we handle information changes, when a new service is added, or when the law requires a change. The date at the top of the page shows when the current version took effect.
If a change is material, we will describe it clearly and, where we hold a contact address, we will send a short notice. Continuing to use the website or to engage our services after a change means that the updated policy applies. A copy of the previous version can be requested by writing to page@tucsonhotel.autos.
How to Contact Us
Questions about this policy, requests to exercise a privacy right and reports of a possible incident should be sent to the contact below. Please include enough detail for us to understand the matter and to locate the relevant records.
TDF Media LLC
1033 E Fallbrook Way, Sandy - 84094-0721, United States (US)
Email: page@tucsonhotel.autos
Phone: +15096064421
We aim to acknowledge a privacy enquiry within two business days and to give a full response within the period required by applicable law. If a request needs more time, we will explain why and keep the person informed of progress.