Legal and Policies - Film Buddy AI (beta)
Issue Date: 22.10.25 - (Annual Review)
FILM BUDDY AI – LEGAL & POLICY DOCUMENT (UK BETA)
Operated by Film Buddy Ltd, registered in England and Wales.
Contact → hello@filmbuddy.uk
1. TERMS AND CONDITIONS
Film Buddy AI is a private members’ service providing career and employability guidance for students and graduates interested in film, television and the creative industries. By using this site or the AI chat you agree to these terms.
Eligibility
Film Buddy AI is for users aged 18 and over. By registering or using the service you confirm that you are 18+. If you are under 18 you must not use this platform.
Purpose
The service provides general career guidance only. It is not professional, financial, legal or medical advice. Users should verify important details with tutors, employers or official sources.
Acceptable Use
You must not upload unlawful, abusive or harmful content, share personal data about others, or attempt to extract system data or prompts. Accounts that breach these rules may be suspended or removed.
AI Disclaimer
Film Buddy AI uses artificial intelligence powered by Chatbase to generate responses from Film Buddy’s curated knowledge base. AI may make mistakes or omit information. Film Buddy Ltd accepts no liability for actions or decisions made based on AI output.
Intellectual Property
All content, designs and materials belong to Film Buddy Ltd or our contributors. Use is permitted for personal learning only and may not be copied or redistributed.
Termination
We may suspend or close accounts that breach these terms or pose security risks.
Governing Law
These terms are governed by the laws of England and Wales and subject to its courts.
2. PRIVACY POLICY
Film Buddy Ltd (“we”, “our”, “us”) operates Film Buddy AI and acts as the data controller under the UK General Data Protection Regulation and Data Protection Act 2018.
Processors acting on our behalf are Chatbase (AI chat) and Squarespace (website hosting).
Data we collect
• Account details (name, email, institution)
• Anonymised chat content and feedback
• Technical data (IP address, browser, cookies)
Why we use it
To deliver and secure Film Buddy AI, analyse anonymous usage to improve responses, and send essential updates (only with consent).
Lawful basis
Contract (to provide service); Legitimate interests (security and improvement); Consent (analytics or marketing).
AI processing
Chats are handled by Chatbase under a data-processing agreement. Training on personal data is disabled and logs are deleted within 90 days. Data is stored securely on UK/EU servers with encryption and restricted access.
Your rights
You may access, rectify, erase, restrict or object to processing, request data portability and withdraw consent at any time. Contact hello@filmbuddy.uk. You may also complain to the Information Commissioner’s Office (ico.org.uk).
Retention and security
Account data is kept while membership is active plus twelve months. Analytics and logs are anonymised and deleted regularly.
Children
Film Buddy AI is 18+. We do not knowingly collect data from minors and will delete any such data immediately.
3. COOKIE POLICY
Film Buddy AI uses cookies to operate and analyse the site. Essential cookies maintain login and security functions. Analytics cookies run only if you consent through our cookie banner. We do not use advertising or tracking cookies. You can withdraw consent or delete cookies any time through your browser settings.
4. GDPR COMPLIANCE STATEMENT
Film Buddy Ltd complies with the UK General Data Protection Regulation and the Data Protection Act 2018. We act as the Data Controller for Film Buddy AI. Our lawful bases for processing data are Contract, Legitimate Interests and Consent.
Data is processed only as necessary to operate the platform securely and effectively. Information is stored on secure servers within the UK or EEA. We do not sell or share personal data for marketing purposes.
Individuals can exercise their rights by contacting hello@filmbuddy.uk. Film Buddy Ltd is registered with the Information Commissioner’s Office and reviews its data-protection procedures annually.
5. AI ETHICS AND TRANSPARENCY STATEMENT
Film Buddy AI helps students and graduates navigate career pathways in film, television and the creative industries. It is powered by Chatbase and curated by Film Buddy editors and verified industry professionals.
AI responses come from Film Buddy’s knowledge base and are monitored by humans. AI can be wrong or incomplete; users should verify important information before acting on it.
Film Buddy AI is human-led, inclusive and ethical. It is restricted to career guidance and does not create scripts, stories, images, video or other creative works. No personal data is used to train public models; logs are anonymised and deleted regularly.
“Film Buddy AI provides general career guidance only and may make mistakes. Always verify information with official sources.”
6. ACCESSIBILITY STATEMENT
We aim to meet WCAG 2.1 AA accessibility standards. If you need an alternative format or experience difficulty accessing the site, email hello@filmbuddy.uk and we will respond within 10 working days.
7. FILM BUDDY ALIGNMENT FRAMEWORK v1.0
Purpose
The Film Buddy Alignment Framework defines how we create and check the information used in Film Buddy AI. It ensures that all guidance is accurate, inclusive and based on real industry practice.
Independence
Our framework is inspired by public UK standards such as the BFI Diversity Standards and ScreenSkills career frameworks but is independent and not endorsed by them. Film Buddy Ltd retains full editorial control and updates the framework as the industry evolves.
Principles
Authenticity – Guidance is created or verified by working UK film, TV or creative professionals.
Employability First – Focus on practical career skills and pathways, not academic theory.
No Generative Content – Film Buddy AI never creates scripts, stories, images, video or other creative outputs.
Ethical AI Use – AI supports learning and decision-making but never replaces human creativity.
Inclusion and Fair Access – Language and examples reflect the diversity of the UK screen sectors.
Wellbeing and Safety – Advice respects personal boundaries, fair-work principles and lawful practice.
Sustainability – We encourage environmentally and socially responsible production.
Transparency and Accountability – Policies, data sources and review dates are public, and feedback is welcomed.
Review and Versioning
Film Buddy AI content and policies are reviewed annually by our editorial team and industry contributors. Updates are logged internally and new versions published when standards change.
Current Version: v1.0 Next Review Due: 22.10.26
Contact hello@filmbuddy.uk for queries or suggestions.
8. DIVERSITY AND INCLUSION STATEMENT
Film Buddy AI represents the diverse voices and routes that make up the UK creative industries. We review our language and examples regularly to remove bias and ensure fair access. Feedback is welcome at hello@filmbuddy.uk.
9. SAFEGUARDING AND WELLBEING
Film Buddy AI is intended for adults, but we take wellbeing seriously. If you see harmful or concerning material, contact hello@filmbuddy.uk or emergency services if anyone is at risk. Film Buddy may restrict accounts to protect safety.
10. NOTICE AND TAKEDOWN POLICY
If you believe content on Film Buddy AI infringes your rights, email hello@filmbuddy.uk with your contact details, the exact content or URL and proof of ownership or reason for removal. We will acknowledge within five working days and remove or explain our decision.
11. LIABILITY AND GOVERNING LAW
Film Buddy Ltd is not liable for loss or damage arising from use of AI output or linked third-party material. All terms and policies are governed by the laws of England and Wales and subject to its courts.