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
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.
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:
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 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.
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 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.
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 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:
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.
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.
Film Hub South West Projects only send newsletters when you consent by registering or opting-in
Box office data is processed through Watershed’s online portal, Patronbase.
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:
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.
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.
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:
This data is collected directly by BFI.
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.
Please note, we are currently reviewing our cookies policy in line with the latest government guidance.
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.
These services include:
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.
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.
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
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.
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.
We will retain your information for the necessary duration of our reporting period.
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.
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.
We ensure that this data is securely retained, we never sell this information.
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.
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.
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.
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 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.
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.
The next National Lottery Open Week will take place from Saturday 9 – Sunday 17 March 2024.
As part of the BFI Sustainable Screen Programme, Julie’s Bicycle is running a webinar for organisations working in the screen sector ‘beyond production’.