Business Continuity, Data Protection, and other policies

Business Continuity

Bespoken Media Ltd’s Business Continuity policy comprises:

 

  • Reciprocal agreements with three trusted independent producers at any given time, each having skills and experience to take on and complete ongoing work if our core team are incapacitated.

  • Directors’ commitment to review and update the BCP every three months, and whenever anything materially changes to impact it.

  • Directors’ commitment to back up all files and documents to three alternating HDDs every week.

  • An encrypted and password-protected thumbdrive containing details of all critical assets, operations, stakeholders, and delivery schedules.

  • Passwords for documents on this thumbdrive to be retained securely by three independent trusted people.

  • Directors’ commitment to review and revise the critical assets/operations list monthly or whenever there is material change, ie taking on a significant new project.

  • To review and revise this plan annually, and whenever there is significant material change.

Data Protection

Overview of Bespoken Media Ltd’s Data Protection policy:

 

Information about employees, customers, stakeholders and other interested parties to be treated with utmost confidentiality. Data to be received, stored and handled fairly, transparently and only with the full co-operation and knowledge of interested parties. Full compliance with GDPR regulations as an ICO-registered company.

 

Our data will be:
 

  • Accurate and kept up to date

  • Collected fairly and for lawful purposes only

  • Processed within the company's legal and moral boundaries

  • Protected against unauthorised or illegal access by internal or external parties

Our data will not be:
 

  • Communicated informally

  • Stored for more than a specified amount of time

  • Transferred to organisations, states or countries that do not have adequate data protection policies

  • Distributed to any party other than those agreed upon by the data's owner (exempting legitimate requests from law enforcement agencies)

Specifically we must:
 

  • Let people know which of their data is collected

  • Inform people about how we will process their data

  • Inform people about who has access to their information

  • Have provisions in cases of lost, corrupted or compromised data

  • Allow people to request that we modify, erase, reduce or correct data contained in our records
     

We are committed to:
 

  • Restrict and monitor access to sensitive data

  • Develop transparent data collection procedures

  • Train employees in online privacy and security measures

  • Build secure networks to protect online data from cyberattacks

  • Establish clear procedures for reporting privacy breaches or data misuse

  • Include contract clauses or communicate statements on how we handle data

  • Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorisation etc.)

  • All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action.

Equality of Opportunities, Diversity and Inclusion

At Bespoken Media Ltd, we believe that all workplaces, and society generally, will benefit from an inclusive environment where all parties feel respected and able to give their best. We recognise that successful inclusion practices are essential to creativity and innovation. We will foster equality and diversity in all that we do, and eliminate unlawful discrimination.

 

Bespoken is fully committed to providing equality in the workplace. All opportunities for, and during employment, will be afforded to individuals fairly and irrespective of age, disability, gender, gender reassignment, marital or civil partnership status, pregnancy or maternity, race  including colour, ethnic or national origins and nationality, religion or belief  or sexual orientation (“the protected characteristics”).

 

We aim to create a working environment that is free from discrimination and harassment in any form, in which all staff, clients and suppliers are treated with dignity and respect.

 

We aim, as far as reasonably practicable, to ensure that all our working practices are applied fairly and consistently. Where necessary, we will take reasonable steps to avoid or overcome any particular disadvantage these may cause and to promote equality.

This applies to all employed and freelance staff.

 

Specific Equalities Responsibilities

Bespoken has overall responsibility for the effective operation of this policy and for ensuring compliance with the Equality Act 2010 and associated legislation and for observing relevant Codes of Practice.

 

The director is responsible for monitoring and reviewing the policy and for ensuring that all employment-related policies, procedures and practices adhere to this policy.

 

All staff and sub-contractors have a responsibility not to discriminate or harass any staff, clients, or suppliers, and to report any such behaviour of which they become aware to the director.

This policy is fully supported by the company's directors. Breaches of the policy may be regarded as misconduct.

Freelancer Code of Conduct

Bespoken Media Ltd regularly sub-contract freelance audio producers, graphic designers, artists and others in the course of delivering our work.

We are in the process of codifying our responsibilities to freelancers, including a process of asking current freelance producers for their views on what should be included here.  We will update accordingly, soon. However, we undertake to always work fairly 
with freelancers and sub-contractors.

 

We will pay invoices promptly and only make demands commensurate with UK employment legislation and relevant industry practice.

Unpaid placements will only ever be offered when there is genuine opportunity for learning and mentorship for the individual.

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© Bespoken Media 2020

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