Terms used in this privacy policy

The term “Watershed” refers to the owner of the website whose registered office is Watershed Arts Trust Ltd, 1 Canon’s Road, Harbourside, Bristol, BS1 5TX with a focus on its role as Film Hub Lead organisation for the South West. 

Watershed Arts Trust Ltd is the organisation which holds the role as Film Hub lead organisation, and manages all Film Hub South West Projects for the South West. This activity is supported by the central British Film Institute administrative and finance teams awarding funds from National Lottery, referred to as “BFI”. 

Film Hub South West is comprised four projects, which are all delivered by, and considered part of, Watershed. When this document uses to the terms “we” “us” “Film Hub South West Projects” or “BFI NETWORK”, it refers to the those who deliver Film Hub South West. 

Read below for more about each project which are referred to in this document as “Film Hub South West Projects” 

The term “you” refers to users or viewers of this website, applicants, organisations and individuals who engage with the hub. 

Who we are: Film Hub South West Projects

Watershed is the Film Hub lead organisation, and manages all Film Hub South West Projects for the South West, supported by BFI awarding funds from National Lottery. 

‘Film Hub South West’ is comprised five projects: 

• Cross-FAN UK Wide Programme 

• Film Hub South West 

• BFI NETWORK 

• BFI Film Academy South West 

• BFI Film Academy Consortium South West (including BFI Film Academy Short Film Course Bristol) 

Across these projects, we nurture, train, fund, advocate for, and engage filmmakers and exhibitors in the South West region of the UK. 

Our region covers Cornwall, Devon, Dorset, Somerset, Wiltshire, Gloucestershire, West of England, Hampshire, The Isle of Wight and The Isles of Scilly.  

Film Hub South West 

Film Hub South West is the driving force behind a growing network of over 127 cinemas, film festivals, cross-arts venues and other film exhibition organisations in the South West. 

Film Hub South West offers funding and sector development support. It is part of the UK-wide Film Audience Network and is supported by BFI, awarding funds from the National Lottery, and is delivered by Watershed. 

Cross-FAN UK-wide programme 

The Film Hub South West team produces annual UK-wide audience-facing seasons in collaboration with the BFI Film Audience Network (FAN), the central BFI team and a FAN-wide Programming group with the support of the National Lottery. 

Film Hub South West is responsible for the development of a creative brief, funding guidelines, oversees the devolution of funds to regional Film Hub teams (who then award to members in line with guidelines provided) and manages centralised activity.  

BFI NETWORK 

BFI NETWORK is delivered by Watershed to nurture South West based writers, directors and producers. BFI NETWORK does this through various labs, events and workshops, and offers access to funding towards short film production, and the early development stages of feature films. It is part of the national BFI NETWORK initiative awarding funds from National Lottery. 

BFI Film Academy South West 

BFI Film Academy offers opportunities for South West based 16 – 25 year olds. This includes access to a range of labs, resources, networking opportunities, as well as travel bursaries and commissions for those wanting to break into film or find out more about what is on offer. It is supported by the UK wide Film Education Fund with support from National Lottery. 

BFI Film Academy Consortium (South West) 

The BFI Film Academy Consortium programme, led by Watershed, offers five Short Filmmaking Courses for 16-19 year olds across the South West region with support from BFI awarding funding from National Lottery. The programme is delivered with partners Somerset Film, Screen Cornwall and City Eye and will support over eighty young people to gain vital first experiences in the film industry. Participants will gain an NCFE qualification, whilst developing the commercial and cultural skills and knowledge needed, to make a career in film.

Why do we collect your data?

We collect information in order to communicate information, provide support, award funding, and monitor film exhibition and production in the South West, in line with our remit. 

This information is primarily collected from awardees, members, or participants, and given voluntarily.   

The personal data we collect from you varies depending on the engagement you have with us. We ensure we only ask for the information we need, and do not keep it longer than required. Whilst we have it, we ensure it is accurate, useful, and safe. 

The length of time we hold data for varies, and is outlined under the heading ‘How Long Do We Hold Your Data For’ of this Privacy Policy. 

Film Hub South West Projects websites are currently subject to Watershed’s cookie policy, please refer to Watershed’s Cookie Policy for details. 

Please note, we are currently reviewing our cookies policy in line with the latest government guidance. 

When do we collect your data, and what data do we collect

When you correspond with us 

If you correspond with us generally, for example, to raise a query or comment about any of our services – written or verbally – we will also collect any other information you choose to send to us in that correspondence.  

When you submit an application for a vacancy 

If you apply for a job with us, your information is processed and handled by Watershed’s HR team. The information we ask for is necessary for the recruitment process and retained for up to six months afterwards.  

When you make a complaint 

If you raise a complaint relating to any Film Hub South West Projects, you may be referred to the the Watershed organisational complaints procedure.  

Should you raise a complaint about Film Hub South West Projects with a central BFI team or office, your complaint will be raised with the relevant team members. The information shared may be anonymised based on the nature of the complaint, however this operates on a case-by-case basis. 

When you register for an event, meet up, or one-to-one, and when you apply for a lab or workshop  

When you register for an online or in-person session offered by any FilmHub South West Project we usually ask for the following: 

• Full Name 

• Email Address 

• Postcode 

• Organisation (if applicable) 

• Job Title 

• Phone Number (when asked for and applicable) 

We collect this information in order to deliver the event and assess your eligibility when required.  We hold this information for the duration of the necessary delivery period. 

We collect information about your accessibility requirements in order to provide inclusive experiences for all attendees and remove barriers to access. 

We are happy to provide support, which we will outline at the point of registration for any and all events and programmes we offer. 

We ask you to share this information in order for us to make necessary accommodations. To capture this information, we will ask you to do this online at the necessary point of registration. 

This information will be used so that we can communicate key information with you about the event (before and after) 

 We will share a privacy notice at the point of sign up, and always give the offer to opt-in to further marketing communications. If you wish to opt-out, you can unsubscribe to all our marketing emails (provided through MailChimp), or email us at >insert datacontroller@< to have your information removed from the system. 

Dependent on each individual event, we will ask for other information that is relevant to inform your attendance (e.g. dietary requirements). 

If you book through Watershed Box office, please refer to the relevant section of the Watershed website privacy policy. 

When you register for a newsletter 

We use an external platform, MailChimp, to collect and process data for our newsletters, as detailed in the ‘Platforms We Use To Collect Your Data’ section of this Privacy Policy. 

Film Hub South West Projects only send newsletters when you consent by registering or opting-in. 

When you book a ticket via Watershed Box Office 

Please refer to the Watershed Arts Trust Privacy Policy for this information. 

Box office data is processed through Watershed’s online ticketing system, TicketSolve. 

When you join Film Hub South West as a FAN member organisation 

Once you have completed the membership application process, we will keep the information provided about your organisation for the duration of your membership. 

The onus lays with on member organisations to update Film Hub South West Project teams on any changes in information. We will however ask for updates annually. 

Upon joining Film Hub South West, you will be notified that we may use data about your organisation supplied in your application to update the BFI with updates on the size and make-up of our membership. 

When we award BFI / National Lottery funding 

We require information in order to distribute BFI Funding, awarding funds from National Lottery. 

When awarding funds, Watershed Arts Trust holds responsibility for the processing of financial information. We only hold organisational financial information, rather than individual. 

We retain information relating to any awards made in line with reporting requirements of BFI awarding funds from National Lottery. As the funding we award is public funding, we are required to report key data about the projects we fund to the BFI. 

As a registered Charity, we are expected by law to hold accounting records, as organisational information, for up to 6 years as we are regularly audited 

As outlined in our offer letters and contracts, reporting requirements and data collection terms are explained to award recipients: FAN Member Organisations and Production Companies and/or individual producers. 

Award recipients are also asked to comply in all respects with GDPR and collaborate with Watershed, Film Hub South West Projects, and BFI to endeavour that any personal data collected in relation to projects seeks the consent necessary for use of the personal data for its relevant use, and that it is collected and stored securely. 

We retain the contact information of those who have received funding from us. This is so that we can: 

• Continue to engage, support, and share opportunities relevant to the projects worked on and funded 

• Collect reporting information as agreed upon in contracts at the point of administering funds 

• Nurture a network of filmmakers and exhibitors to support and advocate for film culture in the region 

When we assess BFI NETWORK applications 

The BFI NETWORK project team assess South West applications for short film and early development funding, which are submitted to the central BFI NETWORK portal. 

Production Companies and/or individual producers are then awarded directly by the central BFI admin and finance team if and/when their projects are approved for funding. Please refer to BFI’s Privacy Policy for more detail. 

The BFI NETWORK project team in the South West liaises with the filmmaking teams directly prior, during and after the commissioning process – and as such, we hold and use data specific to those commissions. 

Once contracted as a production company or individual producer with BFI NETWORK South West, you will be notified how we may use data about your filmmaking team and production supplied to update the BFI with updates. 

The use of your information will be outlined at the point of contract ahead of confirmation of an award; this includes but is not limited to the right to use images and retain contact information. 

When we connect Film Hub member organisations with production companies and/or individual producers  

On occasions, we may put Film Hub members and production companies and/or individual producers in touch with each other and/or with project partners. We will only do this where there is a clear rationale to do so, or when we have explicitly been asked to do so by both parties (for example flagging up a specific funding, training or collaboration opportunity that is relevant to both parties). 

When you are contracted as a freelancer 

When you work with us as an individual freelancer, we retain information of your payment account information and the address provided by invoice. We are required to store this information for six years for accounting purposes and future payments. 

This information will be retained, only to be shared internally and may be looked at as part of financial audits carried out by a third party. Please note, we are currently reviewing our cookies policy in line with the latest government guidance.

Equal opportunities monitoring

How long do we hold your data for

Who we share your information with

Platforms we use to manage your data

We use additional third-party platforms when necessary. These services enable us to collect, process, and securely store the data we obtain. 

On these services, your data is primarily subject to their additional privacy policies and cookie policies, where those services then share your data with us. This takes place once you have opted into and agreed. 

Once we have your information, we process it in accordance with our privacy policy. 

These services include: 

1. MailChimp: to manage email communications and newsletter contact lists 

2. Calendly: to organise meetings, 1-to-1’s and interviews 

3. Eventbrite: to collect registration information for events 

4. Microsoft Forms: to collect registration information for events and applications for labs and workshops 

5. Basecamp: to share information and stay up to date with each other on a closed social platform  

6. Snap Surveys: to capture audience feedback 

7. Google Analytics: to improve the functionality of our websites and understand audience interactions. 

8. Ticketsolve: to sell tickets for events via Watershed.co.uk 

9. Airtable: to collect funding applications, expressions of interest, and event sign ups.  

Your rights