Sidekick AI — LEGAL & POLICY DOCUMENT

Version 1.2 – Updated on 13.02.2026 for Safety, Accuracy & Compliance

Operated by Film Buddy Ltd

Contact: hello@filmbuddy.uk

Commitment to Responsible AI

Film Buddy Ltd follows the guidance of the ICO, BFI and ScreenSkills to ensure that Sidekick AI is transparent, safe and ethical.

The service supports employability and industry understanding.

It does not replace human support, mentoring or professional advice.

1. Overview

Sidekick AI provides general, verified career information for the UK film, TV and screen industries.

We operate under UK GDPR and the Data Protection Act 2018.

2. Purpose

Sidekick AI offers non-creative, industry-curated information about:

  • career pathways

  • entry routes

  • industry roles

  • verified work-experience opportunities

  • CV refinement (not full creation)

  • employability principles

  • professional behaviour

  • networking awareness

It does not generate scripts, treatments, story ideas or creative work.

3. Terms of Use

Eligibility

  • Users aged 18+ may use the service independently.

  • Users aged 16–17 may only use Sidekick AI through a school, college or university licence and with staff supervision.

Acceptable Use

Users must not:

  • request wellbeing, emotional or mental-health advice

  • request HR, bullying, burnout or workplace-conflict guidance

  • request legal, tax, financial or medical advice

  • expect decisions about accepting/leaving jobs

  • request creative content

  • input personal, sensitive or confidential information

  • attempt to bypass AI restrictions

AI Disclaimer

Sidekick AI provides general educational guidance only.

Users must check important information independently.

Intellectual Property

All Sidekick AI content is owned by Film Buddy Ltd or licensed contributors.

Governing Law

England & Wales.

4. Data Collection

We collect only what is necessary:

  • name, email and institution (via MemberSpace onboarding)

  • optional onboarding questions

  • essential cookies for site operation

  • optional analytics cookies (only activated after consent)

We do not collect or store:

  • financial data

  • biometric data

  • sensitive personal data

  • identifiable chat transcripts

Sidekick AI cannot process personal or sensitive information typed into the chat.

5. Lawful Basis for Processing

  • Legitimate Interest (to deliver safe careers guidance)

  • Contract (providing member access)

  • Consent (analytics and communications)

6. Chat Review & Retention

  • Anonymous chat logs are kept for a maximum of 30 days

  • Used only for quality assurance, safeguarding and compliance

  • Never linked to user identity

  • Never used for training AI models

  • Automatically deleted after 30 days

7. Human Oversight

Anonymised interactions are reviewed by Film Buddy’s editorial team to ensure accuracy, safety and industry alignment.

This meets ICO expectations for human-in-the-loop AI practice.

8. Third-Party Processors

Sidekick AI uses the following GDPR-compliant services:

  • Squarespace (website hosting and analytics)

  • MemberSpace (membership onboarding and access control)

  • Chatbase / Google Cloud (AI delivery)

Where technical data is processed outside the UK (for example, by Google Cloud), Film Buddy Ltd relies on the UK–US Data Bridge and the International Data Transfer Agreement (IDTA).

9. Security & Retention

  • Data encrypted in transit and at rest

  • Hosted on secure UK/EU servers

  • Access strictly limited to authorised staff

  • Account data retained for membership duration + 12 months

  • Securely deleted thereafter

9a. Transparency & AI Use

Sidekick AI uses artificial intelligence only to format and present verified Film Buddy content.

It does not generate original or creative ideas.

Film Buddy Ltd retains full editorial control of all information.

Guidance is educational only and must not be treated as professional advice.

9b. User Responsibility & Misuse

Sidekick AI is for career learning only.

Users must not ask for, or rely on, Sidekick AI for:

  • personal or emotional wellbeing

  • workplace conflict, bullying or HR matters

  • legal/tax/financial decisions

  • medical or mental-health advice

  • creative material

  • any content involving sensitive personal data

Film Buddy Ltd cannot accept liability for how users interpret or act on AI responses.

Repeated misuse may result in access being restricted.

10. Cookies

  • Essential cookies always active

  • Analytics only activated after explicit consent

  • No advertising or tracking cookies

  • Users can change cookie settings at any time

11. Data Subject Rights

Users may:

  • request access

  • request correction

  • request deletion

  • withdraw consent

  • object to processing

Contact: hello@filmbuddy.uk

ICO: www.ico.org.uk

12. Data Protection Impact Assessment (DPIA)

A detailed DPIA has been completed covering data flows, risks and mitigations.

It is reviewed annually and whenever significant changes occur.

13. BFI & ScreenSkills Alignment

Sidekick AI follows:

  • BFI Diversity Standards

  • ScreenSkills Code of Conduct

  • UK Government Responsible AI Principles

Our purpose is to strengthen — not replace — human careers support.

14. Film Buddy Alignment Framework v2.0

The AI operates under our ethical principles:

  • Transparency

  • Inclusion

  • Employability-first

  • Sustainability

  • Accountability

15. Diversity & Inclusion

Language and examples are reviewed to ensure fairness and accessibility.

Feedback is welcome at hello@filmbuddy.uk.

16. Safeguarding & Under-18 Users

Access Rules

Sidekick AI is designed for 18+.

Users aged 16–17 may only use Sidekick AI with institutional consent and supervision.

Safety Restrictions

The AI must not provide:

  • wellbeing or mental-health guidance

  • emotional support

  • coping strategies or behavioural advice

  • HR guidance, workplace conflict support or decisions

  • medical, tax, legal or financial advice

  • creative work

  • sensitive communications such as drafts of complaints, resignations or disclosures

Personal Data Safety

If a user enters personal or sensitive information:

  1. The AI will warn them not to share such information

  2. If repeated, the AI will end the session

  3. The user will be directed to their college safeguarding team

Distress Protocol

If distress is expressed, the AI will respond only with:

“I can’t offer personal or wellbeing advice.

For support you can contact the Film & TV Charity, Mind, or Samaritans (116 123),

or speak to your college safeguarding team.”

No further conversation about wellbeing is permitted.

17. Accessibility

Sidekick AI aims to meet WCAG 2.1 AA standards.

Alternative formats available via hello@filmbuddy.uk.

18. Notice & Takedown

If content appears harmful or inaccurate, contact hello@filmbuddy.uk.

We respond within 5 working days

19. Liability & Governing Law

Film Buddy Ltd is not liable for actions taken based on AI output.

These policies are governed by the laws of England & Wale

20. Feedback & Continuous Improvement

Feedback is welcomed at hello@filmbuddy.uk.

All suggestions form part of our ongoing ethical review.

Transparency Statement

Sidekick AI processes minimal data, retains anonymised logs only for 30 days, and operates under strict human oversight.

The service aligns with ICO, BFI and ScreenSkills expectations for safe educational AI.

DPIA Summary

  • Minimal data collected

  • No sensitive data processed

  • Strong encryption

  • GDPR-compliant processors

  • Low residual risk

  • Annual review