1. Data protection framework

Wild Lion Media is based in Poland. Personal data submitted through this Workflow Diagnostic is processed primarily in accordance with the EU General Data Protection Regulation (EU GDPR) and applicable Polish data protection law.

If you are located in the United Kingdom, certain processing may also be subject to the UK GDPR, particularly where Wild Lion Media offers services directly to individuals in the UK.

If the scope of UK-facing activities changes and a UK representative becomes legally required, the relevant details will be added to this notice.

2. Who this notice applies to

This Privacy Notice explains how Wild Lion Media collects, uses, stores, and protects personal data submitted through the Workflow Diagnostic and related enquiry process.

It applies to information you provide when:

• completing the Workflow Diagnostic;
• submitting an enquiry through the diagnostic form; or
• contacting Wild Lion Media about diagnostic, consulting, or workflow-related services.

3. What this tool is for

The Workflow Diagnostic is designed to help assess post-production workflow issues, bottlenecks, and structural risks across areas such as editorial handoff, conform, finishing, QC, versioning, delivery, infrastructure, and process.

Not every field in the diagnostic is mandatory. Please only provide information that is necessary for your enquiry.

Please avoid including project titles, broadcaster names, client names, personal data, or other NDA-sensitive identifiers unless they are genuinely necessary for us to understand your enquiry.

4. What data we may collect

Depending on what you choose to submit, we may collect:

• your name;
• company or studio name;
• email address;
• job title or role;
• information about your workflow, pipeline, post-production processes, technical issues, and operational challenges;
• any other information you choose to include in free-text fields or related correspondence.

We do not require every field to be completed, and we aim to limit collection to information that is relevant to reviewing the diagnostic and responding to your enquiry.

5. How we use your information

We use submitted information to:

• review and assess your Workflow Diagnostic submission;
• respond to your enquiry;
• determine whether our services are relevant to your needs;
• prepare recommendations, proposals, or next-step discussions where requested;
• deliver diagnostic, consulting, documentation, implementation, or related services if you become a client;
• maintain appropriate business records and protect our legal rights where necessary.

Where AI-assisted analysis is used, only cleaned and anonymised technical notes are used for that purpose, not personal data taken directly from the submission.

We do not sell your personal data.

6. Lawful basis for processing

We process personal data on the following bases, depending on the context:

Legitimate interests
To review diagnostic submissions, respond to business enquiries, assess whether our services are relevant, and manage pre-sales communications in a professional and secure way.

Contract / steps prior to entering into a contract
Where you ask us to provide services, prepare a proposal, or move forward with an engagement.

Legal obligation
Where we need to retain certain records for legal, accounting, tax, or regulatory reasons.

Consent
Only where consent is specifically requested for a separate purpose.

7. Confidentiality & sensitive workflow information

We understand that workflow submissions may contain commercially sensitive information about internal post-production processes, delivery pressures, handoff issues, staffing, infrastructure, or other operational weaknesses.

Workflow Diagnostic submissions are treated as confidential business information and reviewed only for the purpose of assessing the submission, responding to the enquiry, and, where relevant, delivering the requested services.

Access to submissions is restricted to Wild Lion Media and only to those who need that access for the relevant business purpose.

8. Who we share data with

We do not sell or publicly share Workflow Diagnostic submissions.

Submitted information is processed only to the extent needed to review the enquiry, prepare the diagnostic report, communicate with the client, and deliver the engagement where relevant.

To operate the service, we currently use the following service providers and systems:

• dhosting.pl for website hosting;
• Google Sheets to receive and review diagnostic submission data;
• Google Docs to prepare diagnostic reports;
• dpoczta.pl to send completed reports and client communications by email.

Access to submission data, working documents, and related email correspondence is restricted to Wild Lion Media only.

9. International transfers

Some service providers used in connection with the Workflow Diagnostic may process or store personal data outside the EEA or UK.

In particular, Google services may involve international processing or storage. Where personal data is transferred outside the EEA or UK, we rely on the safeguards made available by the relevant service provider where required under applicable data protection law.

10. How long we keep data

Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected.

As a general rule:

• Workflow Diagnostic submissions that do not proceed to an engagement are retained for up to 30 days;
• where a client engagement goes ahead, submission data and materials created from that submission are retained for the duration of the engagement and for up to 30 days after the work is completed;
• information may be deleted earlier where it is no longer needed, unless a longer retention period is required by law or for legitimate business record-keeping purposes.

11. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, misuse, loss, or disclosure.

In particular:

• the website uses HTTPS;
• access to Google Sheets, Google Docs, and the email account used for Workflow Diagnostic communications is restricted to one authorised user only;
• multi-factor authentication is enabled on the Google account used in connection with the Workflow Diagnostic;
• submitted information is used only for the purpose of reviewing the diagnostic enquiry, preparing the report, and delivering the engagement where relevant.

12. Your rights

Depending on your location and the applicable law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate data;
• request deletion of data in certain circumstances;
• object to certain processing;
• request restriction of processing;
• request transfer of your data where applicable;
• withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us using the details below.

13. Complaints

If you have concerns about how personal data is handled, please contact us first and we will try to resolve the issue.

If you are in the European Union, you may also have the right to lodge a complaint with your local supervisory authority. As Wild Lion Media is based in Poland, you may also complain to the Polish data protection authority (UODO).

If you are in the United Kingdom and the UK GDPR applies to the processing in question, you may also have the right to complain to the Information Commissioner’s Office (ICO).

14. Contact

If you have any questions about this Privacy Notice or how submitted information is handled, contact:

15. Changes to this notice

This Privacy Notice may be updated from time to time to reflect operational, legal, or service changes. The latest version will always be published on this page.