Privacy policy

Introduction

Last updated:

11 May 2023

Watershed is committed to protecting your personal information and being transparent about the information we hold about you.

The purpose of this policy is to give you a clear explanation about how Watershed collects and processes your information in relation to its role as Film Hub Lead organisation in the South West.

If you have any queries about this policy, please contact Film Hub South West Data Protection

Terms used in this privacy policy

The term “Watershed” refers to the owner of the website whose registered office is Watershed Arts Trust, 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 is the organisation which holds the role as Film Hub lead organisation, and manages all Film Hub South West Projects for the South West, supported by the British Film Institute referred to as “BFI”, awarding funds from National Lottery.

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 Arts Trust 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 four projects:

  • BFI Film Audience Network Marketing Communications and Audiences
  • Film Hub South West
  • BFI NETWORK
  • BFI Academy Plus (as part of BFI NETWORK)

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 200 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 National Lottery, and is delivered by Watershed.

Cross-FAN Programme

BFI NETWORK

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

BFI Film Academy Plus

BFI Film Academy Plus offers opportunities for South West based 16 – 25 year olds. This includes access to a range of labs, resources, networking opportunities, as well as 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.

Why do we collect your data?

We collect information in order to provide the support you have signed up to access, communicate with awardees, members, and participants. The length of time we hold this for varies and is outlined under the heading ‘How Long Do We Hold Your Data For’ of this Privacy Policy.

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

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, comment or complaint 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: register for an event, meet up, or one-to-one, and when you submit an application for a lab or workshop across Film Hub South West Projects

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

  • Name
  • Email Address
  • Postcode
  • Organisation
  • Job Title
  • Phone Number (when asked for and applicable)

We collect this information in order to deliver the event, communicate with you about the event, and asses your eligibility when required.

Dependent on each individual event, we will ask for other information that is relevant to inform your attendance.

Access requirements

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

We have support on offer, 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.

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 portal, Patronbase.

When we award BFI funding

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

As the funding we award is Public Funding, we are required to report to BFI on data collected about the projects we fund.

As outlined in our offer letters and contracts, reporting requirements and data collection terms are explained in contracts offered to award recipients: both FAN Member Organisations and production companies.

Award recipients are also asked to comply in all respects with GDPR and collaborate with Watershed Arts Trust and BFI to endeavour that any personal data collected in relation to the Project 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

Funded BFI NETWORK Projects

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 are then awarded directly by BFI 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.

FAN Member Organisations

Prior to confirming grants through our audience development funds, we require each applicant to undertake an ID check as part of BFI’s due diligence processes around fraud prevention. Lead applicants undertake this on behalf of their member organisation.

As part of this check, each applicant will need to provide us and BFI the following personal information:

  • Name
  • Home address
  • Phone number
  • Date of birth

This data is collected directly by BFI.

Please see Grant I.D. section below and refer to BFI’s Privacy Policy for more detail.

When you are contracted as a freelancer

When you work with us as an individual freelancer, we require information of your BACS details and address in order to administer payments via an invoice.

Cookies and Website Data

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.

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:

  • MailChimp: to manage email communications
  • SurveyMonkey: to collect longer applications, equal opportunities monitoring, and feedback
  • Calendly: to organise meetings, 1-to-1’s and interviews
  • Eventbrite: to collect registration information for events
  • Microsoft Forms: to collect registration information for events and applications for labs and workshops
  • Basecamp: to share information and stay up to date with each other on a closed social platform · Snap Surveys: to capture audience feedback
  • Google Analytics: to improve the functionality of our websites and understand audience interactions.
  • Patronbase: to sell tickets for events via Watershed.co.uk

How long do we hold your data for

The personal data we store from you varies depending on the engagement you have with us.

We retain information relating to awards made in line with reporting requirements of BFI awarding funds from National Lottery.

Film Hub South West Projects are supported by the BFI awarding funds from National Lottery, therefore the work we carry out must be accurately reported on as a requirement of public funding. Our reporting periods are quarterly, annually, and subject to 4-year review periods.

When you: register for an event, meet up, or one-to-one, and when you submit an application for a lab or workshop with any Film Hub South West Project

We collect your contact information in order to provide the support you have signed up to access. We hold this information for the duration of the necessary delivery period.

We will give notice at the point of sign up, and always give the offer to opt-in to further marketing communications.

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

When we award funding

Film Hub South West projects award funds to both FAN Member Organisations and Production Companies based in the South West region.

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

By consenting to the details outlined in the contract, awardees agree for the information provided to be used for the purposes of facilitating the activity the funding has been issued for. This includes the Grant ID Check, more details below.

We retain information relating to any awards made in line with reporting requirements of BFI awarding funds from National Lottery.

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

Grant ID Check, as required when we award funding

This information is collected by Watershed and shared with BFI. It is then passed on to GBG and CIFAS to run the necessary checks.

The information held is removed every 6 months.

The BFI and Film Hub South West will remove any information submitted in support of an ID check from their records either: within six months of a funding application being declined, or within six months after the final payment of a funding grant.

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

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

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

When you take part in a workshop through BFI NETWORK or BFI Film Academy Plus in the South West

We will retain your information for the necessary duration of our reporting period.

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 6 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.

Equal opportunities monitoring

When information is collected for Equality, Diversity and Inclusion Monitoring, the data is always collected anonymously. You will only be asked to share this information with us voluntarily.

Film Hub South West Projects are supported by the BFI awarding funds from National Lottery, and this part of our role as Film Hub Lead organisation as Watershed arts trust is supported by public funding. We are required to monitor certain Equality, Diversity, and Inclusion information to ensure that Film Hub South West Projects are engaging a representative selection of the population.

Part of the role of Film Hub South West Projects is to distribute funding through open calls and strategic investments to organisations. Organisations we work with are FAN Members, whose audience monitoring is subject to both the same public funding requirements and privacy policy as Film Hub South West Projects.

We ensure that this data is securely retained, we never sell this information.

Who we share your information with

We never sell your data to third parties or share your personal data with any third parties without your prior permission.

Watershed is required to report to the BFI on a quarterly basis on the progress of funded Film Hub South West Projects and activity. This data contributes to a central monitoring database managed by the BFI. We ask you to opt into to this as part of any awards – see our standard Terms of Conditions.

Watershed is an Arts Council National Portfolio Organisation and as such is asked to report on its global activity which includes some BFI activity. This never contains personal data and is always in the form of summarised statistics.

FAN Member Organisations

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.

You are also informed that you will be added automatically to the mailing list for our monthly Film Hub South West Newsletter, and to the BFI’s mailing list for the FAN Indie Box Office report – both hosted on Mail Chimp. Members are also invited to join various third party services at their discretion.

BFI NETWORK Filmmaking Project Teams

Once contracted a production company 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.

Project Delivery Partners

On occasions, we may put Film Hub members and Filmmakers 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 awarded funds or contracted as a freelancer

When Film Hub South West Projects receives an invoice or awards funding, we share information of your bank account information via invoice with Watershed Arts Trusts’ finance team in order to administer payments.

Your rights

If you have signed up to a third-party platform such as Basecamp or a Facebook Group and wish to unsubscribe, please follow instructions on the platform itself. If you need support with this, please don’t hesitate to contact Film Hub South West Data Protection.

You have the right to withdraw consent, or unsubscribe, from a third-party platform, to do so please follow instructions on the platform itself. If you need support with this, please don’t hesitate to contact us via email at Film Hub South West Data Protection.

Where applicable, you can withdraw consent for your information to be stored by Watershed in relation to Film Hub South West Projects. To do so, please contact us via email at Film Hub South West Data Protection.

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