Film Buddy Ltd is committed to protecting your privacy.
Sidekick AI is an educational careers tool designed for students, graduates and educators.
We collect minimal data, store it securely, and delete it quickly.
This Privacy Policy explains:
• what we collect
• why we collect it
• how it is stored
• how long it is retained
• your rights under UK GDPR
Film Buddy Ltd is the Data Controller for all Sidekick AI services.
2. What Sidekick AI Is (and Is Not)
Sidekick AI provides:
• general careers guidance
• industry information
• employability support
Sidekick AI does not:
• process sensitive or personal data typed into the chat
• provide wellbeing, HR, legal, medical or financial advice
• store identifiable chat transcripts
• generate creative content
• profile or track users
• use data for model training
Chat interactions remain anonymous and are automatically deleted after 30 days.
3. Data We Collect
We collect only the information needed to deliver a safe, membership-based educational service.
We collect:
• name
• email
• institution or membership status
• optional onboarding questions
• cookies for basic website operation
• optional analytics cookies (only if you consent)
We do NOT collect:
• financial data
• biometric data
• special category data
• personal details typed into the chatbot
• any content for AI training
Sidekick AI is technically unable to store or process personal data shared in conversation.
4. How We Use Your Data
We use your information to:
• provide access to Sidekick AI
• maintain secure membership accounts
• improve service quality and safety
• audit anonymised chat content
• comply with safeguarding and legal obligations
We do not sell, share or use data for advertising.
5. Legal Basis for Processing
Film Buddy Ltd relies on the following UK GDPR bases:
Legitimate Interest – To deliver safe, accurate, industry-aligned careers guidance.
Contract – To provide membership-driven services through Sidekick AI.
Consent – For optional analytics cookies or communications.
6. Chat Logs & Retention
We keep anonymised chat logs for a maximum of 30 days.
These logs:
• cannot identify you
• are used only for safeguarding, quality assurance and compliance
• are never used for training AI systems
• are encrypted and access-controlled
• are automatically deleted after 30 days
If personal information is entered into the chatbot, it is not stored or processed.
Repeated sharing of personal information may result in the session being ended for safety reasons.
7. Human Oversight
To ensure accuracy, inclusivity and safety, anonymised interactions may be reviewed by Film Buddy’s editorial staff.
This is part of our Alignment Framework, ensuring the AI remains grounded in real-world industry standards and stays within the boundaries of safe educational use.
8. International Data Transfers
Some technical data may be processed outside the UK (e.g., Google Cloud, Chatbase).
Film Buddy Ltd uses legally approved mechanisms:
• UK–US Data Bridge
• International Data Transfer Agreement (IDTA)
• Standard Contractual Clauses (SCCs)
These ensure data receives equivalent protection under UK law.
• essential cookies (always on, for site functionality)
• optional analytics cookies (only active after explicit consent)
We do not use advertising or profiling cookies.
Users may change or withdraw cookie preferences at any time.
11. Data Security
Film Buddy Ltd uses:
• HTTPS/SSL encryption
• secure UK/EU servers
• restricted access controls
• strict data minimisation
• regular safeguarding and governance reviews
No unauthorised party can access your account or anonymised chat logs.
12. Under-18 Users
Sidekick AI is designed for users aged 18+.
Students aged 16–17 may only use Sidekick AI when:
• access is provided by their school, college or university
• supervision or oversight is in place
• the institution has obtained parental/guardian consent where required
The AI will not answer:
• wellbeing or emotional concerns
• mental-health questions
• HR, bullying or workplace conflict questions
• legal, medical or financial queries
• anything requiring personal information
Repeated attempts will result in the session being ended, with a redirect to the institution’s safeguarding team.
13. Transparency About AI Use
Sidekick AI uses artificial intelligence to format and present verified Film Buddy guidance.
It does not generate speculative advice or creative content.
All source material is created, approved or reviewed by Film Buddy Ltd.
Film Buddy maintains full editorial control.
14. Third-Party Services
Sidekick AI operates through trusted GDPR-compliant platforms:
• Squarespace (web hosting)
• MemberSpace (membership control)
• Chatbase / Google Cloud (chat delivery)
These services do not access Film Buddy content for their own purposes.
15. Safeguarding & Distress Protocol
If a user expresses distress, the AI does not engage.
It will respond with a single, safe signpost:
“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 coping strategies, advice or conversation about wellbeing is permitted.
16. Accessibility
Sidekick AI aims to meet WCAG 2.1 AA standards.
Alternative formats are available on request.
17. Changes to This Policy
We review this policy annually or when significant changes occur.
The updated version will be published on this page.
