Updated 17 November 2020
We are committed to protecting your personal information and being transparent about what information we hold about you. This policy covers how we use your personal data (or your child’s if they are under 18 years of age) when taking part in BFI Film Academy run by Watershed, and anyone using this site (bfifab.org.uk).
For information on how we use your information when you engage with other areas of Watershed please see our standard Privacy Notice here.
- Purpose of this Policy
- What is BFI Film Academy and Who Runs it?
- What information do we collect about you?
- Why we collect your personal information and how we use it
- Who we share your information with
- How do we protect your information?
- Your rights and how to contact us
PURPOSE OF THIS POLICY
The purpose of this policy is to give you a clear explanation about how Watershed collects and processes your personal data when:
- Taking part in BFI Film Academy run by Watershed
- When using this website
WHAT IS THE BFI FILM ACADEMY AND WHO RUNS IT?
The BFI Film academy is a hands on industry led technical course for 16 – 19 year olds.
The British Film Institute (BFI) supports 40 different organisations across the UK to deliver the Film Academy courses.
In Bristol the BFI Film Academy courses are delivered by:
- Watershed (with a focus on documentary and exhibition) and
- Bristol Old Vic Theatre School (with a focus on drama and animation).
This website (bfifab.org.uk) is run by Watershed. It is used by the participants of both courses (Watershed and Bristol Old Vic Theatre School) as part of the course, and is also used to promote the course.
WATERSHED is an organisation that develops cultural engagement, imagination and talent, in the belief that the route to better futures is open, disruptive and co-produced. Based in Bristol city centre our venue houses 3 cinemas, the Pervasive Media Studio, a café & bar and events spaces. Watershed Arts Trust Limited is a company registered in England & Wales (no. 01608779) and a registered charity (no. 284188).
If you are a participant of the BRISTOL OLD VIC THEATRE SCHOOL (BOVTS) run course (with a focus on drama and animation), and want to know more about how your data is being processed by BOVTS please refer to their website oldvic.ac.uk.
Participants on the course will have the opportunity for their films to be published on rifemagazine.co.uk. RIFE is an online magazine for the young people of Bristol, and is run by Watershed.
If you have any queries about this Policy, including any requests to exercise your legal rights, please contact the Head of Data and Operations at Watershed, 1 Canons Road, Bristol, BS1 5TX or email: firstname.lastname@example.org
WHAT INFORMATION DO WE COLLECT ABOUT YOU WHEN YOU APPLY FOR, OR TAKE PART IN BFI FILM ACADEMY
The personal data we collect about you varies depending on the part of the course you are taking part in. We collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
In order for you to be able to participate in the BFI Film Academy Watershed needs to be able to process your personal data as part of the applications, registration, learning support, and awards processes.
As part of this process we may collect Name, Email, Date of Birth, Postcode, Telephone, Current school / college, How you learnt about the BFI Film Academy and supporting statements.
We may also ask about the following, this is so we can ensure that all aspects of our work reflect diversity and support equality of opportunity. This monitoring information helps us to identify where there are gaps in our recruitment so that we can work to attract talented people from these groups and areas. It also helps us to ensure that there is no discrimination.
This is sensitive (special category) personal information, and as such we handle it with the strictest security and confidentiality; this includes gender, Ethnicity, If you have ever received free school meals, if you have you ever been in care, if you consider yourself to have a disability.
Keeping you safe and giving you the best experience
As part of our commitment to inclusion, we ask everyone we work with whether there are any arrangements we can make that would make their lives easier. This includes anything from allergy-appropriate food to making space modifications. Trying to second-guess these things never works as many needs are invisible – so we ask that you do let us know if there’s anything we can provide or change to make life easier.
This is sensitive (special category) personal information, and as such we handle it with the strictest security and confidentiality. This includes Access Requirements, Dietary Requirements, Known Medical Conditions and Doctor’s Name and address.
Images and Videos of Participants
We may take photos and videos during your time with us as part of the course, which we might use to put on our website, social media and share with people who fund us. It’s your choice if you want to be in a photo or video. If you’re in the photo/video, it’s also up to you whether we can use it or not. We’ll therefore always ask for your permission (consent) around taking and using images and videos of you. This permission will be recorded via a form, but we’ll also always check with you in person before we start filming or taking pictures, so regardless of what you put on this form, if you don’t want to filmed that day – that’s fine too, just let the session leader know.
If you want us to stop using photos or videos you appear in either speak to the course leader or email email@example.com. We’ll do everything we can to remove the images of you, but there may be some instances (i.e if your photo has been printed in a brochure / a twitter post that’s been retweeted) where this won’t be possible.
Participating Online (Watershed Run Course)
In order to deliver the course remotely (following covid-safe risk assessments), we’ll set you up on Watershed’s file sharing, communication and video call software Microsoft Teams.
We’ll require you to sign up for a Microsoft account (using your name and email address), and you’ll be added to the ‘team’ alongside other participants and course leaders. The team is private, and secure.
You’ll have the option to not show your image on online sessions, and all participants will be asked not to share any personal or contact information, or take any screen shots.
For safeguarding purposes, online sessions will be recorded (with the recording saved securely, with access strictly only by authorised staff members). Parental / Guardian’s consent will be obtained for all children to take part in recorded online sessions.
WHY WE COLLECT YOUR PERSONAL INFORMATION AND HOW WE USE IT
We use the information listed above in a number of ways, the main ways being:
- because it is necessary to administer the services you have requested from us and to fulfil our obligations to you in providing these services; or
- To ensure we can facilitate sessions in the safest possible way
Specifically we use your information in the following ways:
To carry out our business and to provide a service to you
When you register for a workshop session or an engagement project (like BFI Film Academy), in order to provide you with these services we need to process and store your data to:
- To enable us to administer the session, or project
- To confirm your registration by email
- To enable us to contact you to provide important information in advance of your session or project, such as details of the location of the activity or if the activity has been cancelled.
In order to protect the vital interests of you or your child during engagement sessions or projects, we collect and use information.
- To enable us to keep a register of attendance, and to have medical histories and emergency contact information available to our session leaders if they require it whilst you or your Child is attending a session.
Where we have your consent
- To share your personal information with other organisations who would like to contact you, if you have provided your consent.
- To use your image in photos or videos when taking part in a workshop or project.
Where we have justifiable reason (including legal obligation and legitimate interest):
- So we can make sure your experience is as comfortable as possible by understanding any access requirements you have.
- So we can keep you safe by implementing processes to support our safeguarding approach (i.e recording online sessions).
- To collect evaluation and statistics of the services we provide, in order to improve them for the future, and report them anonymously to our funders like British Film Institute (BFI).
- To inform you of any changes related to your workshop or project session.
- The use of CCTV recording equipment in and around our premises for monitoring and security purposes.
- To analyse the way in which our website is used and the content and links that you interact with, in order to improve our website services.
WHO WE SHARE YOUR INFORMATION WITH
Watershed delivers BFI Film Academy on behalf of the British Film Institute (BFI), and as such Watershed is the joint data controller with the BFI. This sharing of your data involves:
- Part or all of the information you give Watershed will be provided to the BFI. The BFI will retain this information following your participation in the Film Academy for statistical purposes only, unless otherwise agreed.
- The BFI may share your name and contact details with a company who helps evaluate the BFI Film Academy. They may contact you to invite you to participate in a survey evaluating the course.
Watershed also hosts this website, which is used by participants of the Bristol Old Vic Theatre School (BOVTS) course. If you have applied to be part of the BOVTS run course, this involves sharing your data in the following ways:
Other instances where we may share your information include:
- with third party service providers, such as hosting providers or an email service provider, who provide services to us so that we are able to fulfil our obligations to you or, where we are able to send you marketing information.
- if we have a legal obligation to disclose your information (for example, if a court orders us to).
- if we run an event or project in partnership with another named organisation we will also share information with that partner to enable it to report to funders and inform audience development strategy. Any data shared for these purposes will be in an anonymised and aggregated form. If we share your personal data with a partner we will always seek your consent before doing so.
HOW DO WE PROTECT YOUR INFORMATION?
Watershed is committed to ensuring your personal information is secure at all times. We store and process your personal data securely using suitable physical, electronic and operational procedures to safeguard and secure all personal information. We will ensure that any third parties we use for processing your personal data do the same. We limit internal access to your personal data to only those who require it, and provide all our staff with Data Protection and Information Security training. We ensure that high standards of security and protection are met by abiding by our Data Protection Policies and Procedures
Watershed may transfer your email address data to USA based organisations such as Mailchimp (which we use to manage our email communications). To ensure your data privacy rights are protected we ensure that we only use organisations who are a part of the EU privacy shield initiative to handle your personal information.. More details on this certification can be found at www.privacyshield.gov/welcome. We will never transfer sensitive personal data outside of the EEA.
How long we keep your personal information for:
- For as long as we need to for the purposes for which it was collected or,
- (if longer) for any period for which we are required to keep personal information to comply with our legal and regulatory requirements or,
- until you ask us to delete your personal data, in accordance with your rights below.
We will not keep more information than we need. The retention period will vary according to the purpose, for example if purchasing a ticket only, we will typically keep your data for up to six years from the date of your last transaction whereas if you have pledged a legacy to Watershed, we will hold your details until notified by your executors. For further information about how long we will keep your information, please contact the Data Protection Officer using the contact details outlined in this notice.
We will assess the personal data that we hold on a regular basis to determine its relevance and destroy your personal data if we no longer require it or no longer provide any services to you.
YOUR RIGHTS AND HOW TO CONTACT US
You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.
You can contact us by phoning, emailing, or writing using our contact details below.
You have a number of rights in relation to your personal data. These include the right to:
- find out how we process your personal data;
- request that your personal data is corrected if you believe it is incorrect or inaccurate;
- obtain restriction on our, or object to, processing of your personal data;
- withdraw your consent to our processing of your personal data; and
- at any time you have the right to ask Watershed to amend or stop how it uses your personal information including for marketing purposes.
You have the right to request details of what information we hold about you. We will take steps to verify your identity before responding to your request and will then respond as soon as possible but no later than within a month. Please send a description of the information you would like to see, together with proof of your identity to firstname.lastname@example.org
You have the right to get information held about you by us corrected. If you have any concerns about the accuracy of your personal data, please let us know using the contact details below.
At the end of your relationship with us you can ask us to delete your personal data and we will do so as far as we are reasonably able and subject to our legal requirements to retain such data. You can also request that we provide you with written confirmation of the deletion of your personal data, which we will provide if we have deleted that data and can provide evidence of this.
You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk
If you would like to exercise any of your rights outlined in this policy or have any concerns or questions about the way in which Watershed handles your personal data, please contact us –
1 Canons Road
Bristol BS1 5TX
Telephone: 0117 927 6444