For the purpose of the General Data Protection Regulation (GDPR) and any implementing legislation, the Data Controller responsible for any personal data that is processed is Suffolk Short Film Festival CIC (“Suffolk Shorts”). In addition to Suffolk Shorts, the Data Processors who process your data on our behalf are MailChimp for email campaigns, FilmFreeway for film submissions, and Eventbrite for ticketing. Details of their privacy policies are available via the links provided.
What is personal information?
Personal Information means any information about you which is personally identifiable, including your name, age, address, telephone number, email address, and any information from which you can be identified.
Where is personal information collected from?
Personal data is collected from website visitors including information collected from you in the course of subscribing to our mailing list, submission of films, and booking tickets for events. Personal information may also be collected, with your consent, during events that we attend, host or sponsor, and from publicly available sources such as social media and Linkedin.
What personal information is collected?
We may collect the following personal information in the course of our operations as Suffolk Shorts. It may be provided by you when you communicate with us through email, ‘phone, or other electronic communications, and when you use our website. This information is necessary for us to perform our services, and to enable us to comply with our legal obligations. Without it, we may not be able to provide you with all the requested services.
- Telephone number;
- Any feedback you submitted about your experience with Suffolk Shorts;
- Information about your use of our website, including details of visits, traffic data, location data and other communication data. This data is non-personalised.
How your Personal Information may be used
Your personal information may be used to:
- Establish and manage our relationship with you, including how you may use our services;
- Provide you with general and personalised information and promotional messages through email, telephone and other forms of electronic communication;
- Obtain your marketing preferences and communicate with you in accordance with preferences or options you have selected through email, ‘phone, text and other forms of electronic communication;
- Send you marketing literature covering our services;
- Create aggregated statistical data from non-personal information in order to improve our service to you;
- Comply with any applicable laws and regulations.
The legal basis for collecting, using, storing and transferring personal data is what the GDPR refers to as “legitimate interest”. In the event we intend to process your personal data for new purposes requiring your consent, we will contact you to obtain your consent for such new purposes.
Data retention and anonymisation
Personal data is retained only for as long as is necessary for the purposes for which it was collected, unless we have a legal obligation or right to retain the data for a longer period, or the data is necessary for the establishment, exercise or defence of legal claims.
You can opt-out of marketing emails by utilizing the “unsubscribe” link included in communications you receive from MailChimp, FilmFreeway or Eventbrite. You may also request opt-out of marketing emails by contacting Suffolk Shorts as specified in the “Questions and Your Information” Section below.
After an applicable retention period has expired personal data will be securely erased. Data may be anonymised, and data that identifies individuals erased, so that it may be used for business analysis purposes. No identifiable personal information will be used for this purpose. Anonymised personal information will not be considered as personal since no individual can be identified by that information.
If you request to receive no further contact from us, some basic information will be retained in order to be sure that we have a record of this request and you are not sent unwanted material in the future.
Who is personal information shared with?
We will not share your personal data with third parties except in accordance with this policy or when we have your permission. It may be necessary to share some of the information you provide to us with third parties for legal or regulatory purposes.
We may also disclose your personal data as permitted by law in order to investigate, prevent or take action regarding illegal activities, suspected fraud, violation of our intellectual property rights, situations involving potential threats to the physical safety of any person, violation of agreements, or as required by law. We do not sell your personal data to third parties.
How we communicate with you
We may contact you to resolve a dispute, to poll your opinions through surveys or questionnaires, to send updates about Suffolk Shorts, to comply with applicable laws and regulations, and any agreement we may have with you. For these purposes we may contact you through email, telephone, text messages, postal mail or any other form of electronic communication.
Transmission and security of your personal information
We have security measures in place to protect against the loss, misuse and alteration of personal information under our control as required by current data protection laws and regulations. Refer to the privacy policies of MailChimp, FilmFreeway and Eventbrite for details of the measures these data processers employ to maintain the security of personal information collected, held, processed, and transmitted by them.
The following are the rights that you have regarding your personal data:
- The right to be informed about the collection and use of your personal data;
- The right to request details of the information held about you – a Subject Access Request;
- The right to have any changes or errors in the information rectified;
- The right to have your personal data removed;
- The right to withdraw consent;
- The right to data portability to obtain and reuse your personal data for your own purposes across different services;
- The right to object to processing on “grounds relating to his or her particular situation”;
- The right to complain to the Information Commissioners Office if you are unhappy with the way in which your personal data has been handled.
If you want to exercise any data protection rights that may be available to you under applicable law, or have questions or concerns about how your personal information is handled by the Data Processors you should contact Suffolk Shorts who are the Data Controllers with primary responsibility for your personal information.
We may share personal data with external vendors, service providers or suppliers that we engage to perform services or functions on our behalf and under our instructions who are outside the European Economic Area (EEA). In which case their processing of personal date may involve international transfers. We require such third-party service providers to have measures in place that are deemed to provide an adequate level of protection for personal data by the European Commission. We also require that they only process personal data in accordance with our instructions and in order to provide the agreed services, and protect the integrity and confidentiality of the personal data entrusted to them.
Unless expressly stated otherwise, the Suffolk Shorts website is not intended for children and we do not knowingly collect personal data relating to children under the age of 13. If you have reason to believe that a child under the age of 13 has provided personal data to us please notify us in accordance with the “Questions and Your Information” Section below.
Questions and your information
In accordance with applicable data protection laws and regulations, you have the right to access any information relating to you. Any questions you may have relating to your personal data should be directed to Suffolk Shorts as the Data Controller with primary responsibility for your personal data. If you would like to access, correct, amend or delete any personal information about you, contact us at firstname.lastname@example.org.
What are Cookies
Cookies are small text files that are placed on your device when you visit a website. They help to make the site work, or work more efficiently, provide a better user experience, and retain user preferences such as shopping carts. They also provide anonymised tracking data to third-party applications such as Google Analytics. Cookies help us learn which areas of the website are useful and which areas need improvement.
Cookies make your browsing experience better but you may prefer to disable some or all cookies on this website. To find out more about cookies and how to disable them visit www.aboutcookies.org or www.allaboutcookies.org.
Categories of Cookies
The most common cookie categories that you can choose to allow or deny on the Suffolk Shorts website are as follows:
Necessary cookies are required to make a website function properly. They include cookies that enable you to log into secure areas of the site, remember what’s in a shopping cart, and who is authenticated when you go to another internal page or refresh the site.
Analytical cookies are not necessary but are used to collect valuable information on how a website is being used including recognising and counting the number of visitors and to see how visitors move around the website when they are using it. They help to improve the way a website works, for example, by ensuring that users are finding what they are looking for easily. Analytical cookies are used to determine usage of a site, they may track individual users, but only to the extent to allow a user’s journey through the site. They are not used for targeting adverts (Marketing Cookies).
Marketing cookies are used to track visitors across websites to profile user behaviour and allow publishers to display relevant advertisements. They do not directly store your personal details but do uniquely identify your browser and internet device. If you do not allow these cookies, you will experience less personalised advertising.
7 October 2019