Last updated: 15 September 2026.
What this policy covers
This policy explains how PRONK! Productions LLP handles personal information when you visit our website, send a form or email, commission us, supply services, work with us, or contribute to a production. It also explains how we handle requests for anonymity.
Who we are
PRONK! Productions LLP (company no. OC417312) is based in London, UK and works internationally. We are the controller where we decide why and how your personal information is used. For privacy questions or requests, email info@pronkproductions.com.
On commissioned or collaborative productions, a client, broadcaster or partner may also be a controller, or we may process information on their instructions. The relevant production information or contributor paperwork will explain the organisations involved and their responsibilities. This policy should be read alongside that information and any applicable agreement; it does not itself give us permission to publish your contribution.
Website enquiries, forms and emails
When you contact us, we may receive your name, email address, telephone number, organisation, project idea, proposed budget, timetable and any messages, attachments or other details you provide. We use this information to answer your enquiry, discuss a possible project, prepare proposals and manage our correspondence.
Our website is hosted by Netlify and uses Netlify Forms. Submissions may be stored and processed within Netlify and passed to our email service through notification or automation services. Email messages and attachments are processed by our email and IT providers. Relevant team members may access them to deal with your enquiry.
Sending an enquiry does not subscribe you to a newsletter or give us permission to publish your message. We may follow up about your enquiry. If we send separate promotional communications, we will do so only where permitted by applicable marketing rules, obtaining consent where required and providing a way to opt out.
Please provide only the information needed at that stage. If your enquiry concerns a sensitive personal story or an anonymity request, tell us before sending detailed records or identifying other people so we can discuss an appropriate way to proceed.
Working with PRONK!
For clients, freelancers, suppliers and collaborators, we may hold professional contact details, roles, availability, relevant experience, proposals, contracts, correspondence, invoices and payment information. We use these to plan and deliver work, arrange bookings, communicate with the people involved, make or receive payments, administer rights and meet our legal obligations.
For guests, interviewees, performers and people submitting audience questions or stories, we may collect contact details, biographical information, research and preparation notes, questions, recordings, photographs, transcripts, editorial correspondence, release forms and records of agreed credit, anonymity or other participation arrangements.
We use production information to assess and prepare contributions, arrange and make recordings, check facts, edit and deliver programmes, document permissions and respond to editorial or privacy concerns. Where covered by the relevant participation arrangements and lawful basis, contributions may appear in programmes, podcasts, video, transcripts, publicity and social media extracts. The intended uses will be explained for the particular project.
Information may come directly from you, from a commissioning organisation or collaborator, or from research sources such as professional websites, published work and public interviews. Where required, we will tell you the source and how we intend to use the information when we contact you or provide the project privacy information.
Providing information is generally voluntary. If we need particular details to enter into or perform a contract, pay you, establish production permissions or meet a legal requirement, we will explain this. Without necessary information, we may be unable to arrange the work or include your contribution.
Why we are allowed to use personal information
- Contract: to take steps you request towards a contract with you and carry out that contract, where the processing is necessary for those purposes.
- Legitimate interests: to handle business contacts and enquiries, organise and produce our work, maintain necessary editorial and rights records, secure our systems and resolve concerns. We consider the effect on your privacy and whether these interests are overridden by your rights. This may cover contacts acting for an organisation rather than entering a contract personally.
- Legal obligations: to meet applicable accounting, tax and other legal requirements.
- Consent: for optional website analytics and external media, and for particular production uses where we identify consent as the appropriate basis. We will explain what you are consenting to and how to withdraw it.
A contributor release or licence and data-protection consent serve different purposes. Signing a release does not remove your statutory privacy rights. Where a production requires a different basis or additional explanation, we will set this out in the information for that project.
Sensitive personal information
A contribution may reveal information about health, ethnicity, religion, political opinions, trade union membership, sex life or sexual orientation. We only process this special category information where we have both an appropriate lawful basis and an additional condition required by data-protection law. Where we rely on explicit consent, we will ask for it specifically; simply sending us a story or signing a general release is not treated as explicit consent for every sensitive use.
Any other condition relied on will be explained in the relevant project information where required. Information about criminal allegations, offences or convictions requires separate legal safeguards. A journalistic or artistic exemption is not automatic: any reliance on an exemption must satisfy the applicable legal requirements.
Where anonymity is requested
Please tell us as early as possible if you want to contribute anonymously or keep particular details private. We will discuss what is practical and record the agreed arrangements before using the contribution on that basis. An alias on a submission alone does not establish all the protections a contribution may need.
Anonymity usually means withholding your identity from the audience. The production team may still need to know your real identity and contact details privately to verify your contribution, record permissions or contact you. We will explain what is needed and who needs access. Use the private identity details requested on the contributor paperwork unless a different arrangement has been expressly agreed with the producer.
Depending on the project, agreed measures may include using an alias, removing or changing identifying details, omitting an employer or location, using an actor to read a contribution, altering a voice, or avoiding identifiable images. We will explain the measures proposed for your contribution; not every measure is suitable for every production.
Where we agree to withhold your identity, we will limit access to identifying information to people who need it for the production, permissions, legal advice or other necessary administration. Where practicable, we will keep the record linking your identity to your alias separately from material circulated for editorial use. Relevant collaborators will be told about the agreed restrictions. We will explain any necessary sharing with a commissioner or partner rather than assume that everyone involved needs your real identity.
We will take reasonable steps to carry out the agreed anonymity measures, but cannot guarantee that nobody will recognise you. Someone may identify you from your voice, experiences, circumstances or a combination of details, especially if they already know you or the events described. Please flag details you believe could identify you or someone else so we can assess the risk together.
This limit is not a waiver of your rights or an exclusion of responsibility for failing to meet our legal obligations. We will not voluntarily disclose your identity contrary to the agreed arrangements without a lawful justification. Exceptionally, disclosure may be required by law or necessary and lawful to address a serious safeguarding risk; we will limit any disclosure to what is necessary and inform you where lawful and appropriate.
Using an alias does not make our internal records anonymous if we can still identify you. Those records remain protected as personal information. Contact us promptly if you believe your identity has been exposed or the agreed measures need to change.
Cookies, analytics and external media
We receive technical information needed to operate and protect the website, which may include IP addresses and request or error logs. Our consent control stores your privacy choices in your browser.
With your consent, Google Analytics 4 helps us understand visits, pages viewed, approximate location, device and browser information, traffic sources and website interactions. We use this to assess website performance and how visitors find us. Our website configuration disables Google signals and advertising personalisation. Optional analytics loads only after you opt in.
Some project pages offer Apple Podcasts players. These load only after you allow external media or choose to load a player. The provider may then receive your IP address, browser information and the page visited, and use cookies or similar technologies under its own policy. Direct listening links are available as an alternative. Other websites and listening platforms have their own privacy policies.
You can change or withdraw your optional choices through Cookie settings. See our cookie policy for more information.
Who we share information with
We do not sell personal information. Where necessary for the purposes described above, recipients may include:
- Our production team and contracted researchers, producers, editors and other specialists who need the information for their work.
- Commissioners, clients, co-producers and broadcasters involved in the relevant project, subject to its privacy and anonymity arrangements.
- Providers supporting hosting, forms, email, file storage and transfer, remote recording, transcription, editing, payments and accounting.
- Professional advisers, insurers or authorities where disclosure is necessary and lawful.
Service providers acting on our behalf must handle information under appropriate contractual arrangements. Publication is a separate form of disclosure: material included in a publicly released production may be accessible worldwide and shared by audiences or platforms. Private contact details, payment details and signed release forms are not published as part of a contribution.
International processing
Some providers and production partners may process information outside the UK. Where a restricted international transfer requires protection under UK law, we use an applicable adequacy arrangement or appropriate contractual safeguards, with any additional measures required. Contact us for details of relevant destinations and safeguards, or to request a copy of the applicable safeguards.
How long we keep information
We keep personal information only for as long as necessary for its purpose. The period depends on the type of record and the project:
- Enquiries and correspondence: while needed to deal with the enquiry and any resulting business relationship, taking account of the last meaningful contact and any unresolved matters.
- Contracts and financial records: for the relevant contractual, accounting and tax requirements and any applicable period for legal claims.
- Research, unused submissions and raw recordings: while needed for selection, production, agreed future use, editorial checks or a specific legal need. We assess whether identifiable material remains necessary rather than keeping every submission indefinitely.
- Finished productions and permissions: potentially for longer where needed for continuing publication, licensing, the production archive or evidence of rights. Keeping a finished programme does not automatically justify keeping all associated private information.
- Identity and alias records: only while needed to administer the agreed contribution, permissions or a legal obligation, with access restricted.
- Analytics: in line with our configured retention settings and the period necessary for website measurement. You can ask us for the current setting.
We delete or anonymise information when it is no longer needed, subject to necessary backup cycles and any lawful hold for a dispute or investigation. We can explain the retention criteria for your particular information on request.
Your rights and withdrawal requests
Depending on the circumstances, you may have rights to access, correct or erase your personal information, restrict its use, or receive certain information in a portable format.
You can object to processing based on legitimate interests. You can object to direct marketing at any time. Email info@pronkproductions.com to exercise these rights.
Where we rely on consent, you can withdraw it at any time by contacting us, or through Cookie settings for optional website technologies. Withdrawal does not affect the lawfulness of processing before withdrawal.
If you want to withdraw or change a contribution, contact the producer promptly. We will explain the effect of the relevant lawful basis, any contributor agreement and the stage of production. Publication does not automatically remove your data-protection rights, but removal or withdrawal is not always possible. Copies already downloaded, broadcast or shared by others may be outside our control. We will consider the request and explain what we can do and any lawful reason for retaining information.
Rights can be subject to legal conditions and exemptions. We may need proportionate information to verify your identity before responding. If another organisation is responsible for the processing, we will explain this and help direct your request appropriately.
Security, concerns and changes
We use reasonable technical and organisational measures to protect personal information and limit access according to need. The level of protection should reflect the sensitivity of the information, including any agreed anonymity arrangements. No online service or transmission can be guaranteed completely secure.
Please raise privacy concerns with us at info@pronkproductions.com. You also have the right to complain to the Information Commissioner's Office, the UK data-protection regulator.
We may revise this policy as our work or information practices change. The date above identifies the latest version. Where required, we will bring significant changes to the attention of the people affected.