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privacy policy

Your privacy is important to Women in Film and Television UK (WFTV). This privacy statement provides information about the personal information that WFTV collects, and the ways in which WFTV uses that personal information.

 
About WFTV
We are Women in Film and Television (UK) Limited of The Exchange, Somerset House, Strand, London, WC2R 1LA (Company Number: 2488927) (“WFTV”, “we”, or “us”).

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This policy (“Privacy Policy”) outlines how we treat any private information you provide about yourself to us. It covers the information that we collect, what use is made of that information and your data protection rights that we observe in the running of our website, (wftv.org.uk the “Site”).

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In using the Site, you consent to the terms of this Privacy Policy. Any changes to this Privacy Policy will be drawn to your attention on the Site, and your continued use of the Site shall be deemed to constitute your acceptance of such change.

We process personal data only in strict compliance with this Privacy Policy and all applicable data protection legislation. We are the controller of the information you provide to us and we are required under data protection legislation to notify you of the information contained in this privacy notice.

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Please do contact us if you have any questions or complaints about this Privacy Policy or about how we handle your information via admin@wftv.org.uk.

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If you are not satisfied with our response or you believe our use of your information does not comply with data protection law, you can make a complaint to the UK regulator in relation to data privacy, being the Information Commissioner. See www.ico.org.uk for more information.
 
This Privacy Policy was last updated on 26 July 2024.


What information do we hold

  • The information we hold on you and how we use it will vary depending on the nature of your relationship with us.

  • We will collect, process and store personal information about you, which may include your name, date of birth, address, contact details, occupation and gender, as well as details of our interactions and correspondence with you.

  • Most of the information described above comes directly from you either during the registration process when becoming a member of WFTV (a ”Member”), or by your direct submission of personal data to the Site. However we do obtain some information from third parties, for example from the external event booking platform Wix, registration platform MemberSpace and Stripe, and the online survey tool Typeform.

  • We require certain banking information from our Members in order to process membership payments. However we do not store customers’ card details – these details will be used for the sole purpose of completing a purchase/booking/subscription, and will not be stored either electronically or physically within WFTV.

 
Personal information collection

WFTV may collect and use the following kinds of personal information:

  • information about your use of this website;

  • information that you provide for the purpose of registering with the website, where you request to do so;

  • information that you provide for the purpose of subscribing to the website services, an event, Awards ceremony or development initiatives and mentoring scheme we run;

  • any other information that you send to WFTV; and

  • footage we film and photographs we take at our Award ceremonies and events (to the extent that that you are identifiable in such footage or photographs).

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How and why do we use your personal information?
In accordance with data protection laws, we will only process your personal information where we have a lawful basis for doing so. In respect of your personal information, these bases are: (i) where it is necessary to perform the contract we have with you; (ii) where you have given your consent; (iii) where it is in our legitimate interests to process your personal information, and provided that our interests do not prejudice your own rights, freedoms and interests; and (iv) where it is necessary for us to comply with a legal obligation that we are under.
 
We process your personal information in order that WFTV can perform its everyday functions. We only use this information for the purpose of legitimate interests being pursued by us in relation to the services that we provide. For example, we will use your information:

  • to assist us in setting up and managing your account and maintaining membership details;

  • to inform you about any services or products which WFTV may choose to offer Members from time to time;

  • to contact you to discuss our services (and any changes to them);

  • in order to make available to you promotional or other relevant information, products or services from WFTV, its affiliates and their marketing partners;

  • to respond to any questions or concerns you have raised;

  • to deal with administrative matters such as invoicing and membership renewal; and

  • to otherwise carry out our obligations arising under a contract and to enforce the same.

  • We will not use your information for any other purposes unless we are required to do so by law, in connection with any legal proceedings, or in order to establish, exercise or defend our legal rights.


Who do we share your information with?
Your information will be shared internally amongst our staff but they will only use it to carry out their duties in line with the purposes set out above. We will need to share your personal information with others from time to time, including:

our group’s service providers and those who provide and support our management and data storage systems;
our professional advisers, such as our accounting and legal advisers where they require that information in order to provide advice to us; and any other regulatory authority in accordance with our legal obligations.

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Applicants for membership are required to complete a registration form on the Site. When this form is submitted by the applicant, only the forename, surname and occupation will be made available in the Member directory. All other information (including e-mail address and phone number) will remain private.
 
Should you choose to do so, you may opt to make further information available for other WFTV members to view within the Member profile section. You may also opt out of having your name and occupation in the Member directory by logging in to your member profile and amending your account settings.

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We will also disclose your personal information if we are required to do so by law or to a law enforcement agency.


Attending Award ceremonies and events
We might collect and use your personal information to process payments and issue tickets relevant to your attendance of awards ceremonies and events organised by WFTV. We might also collect, use and publicise your personal information when you are nominated for an award that will be presented at an awards ceremony organised by WFTV.
 
Awards ceremonies and events organised by the WFTV may be filmed and nominees and attendees may be filmed and photographed, so if you attend one of our award ceremonies or events please note you may be captured in the footage and photographs we take. We use the footage and photographs in accordance with our legitimate interests to promote our organisation generally, including making the footage and photographs publicly available, worldwide, as part of broadcasting the award or event and related promotional material.

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Where is your information stored?
Your personal data will be stored locally by us but may also be stored and backed up on servers located outside of the European Economic Area. We ensure that your data is protected in these countries by requiring the recipients of your data to enter into standard contractual clauses which have been approved by the European Commission or by relying on an alternative safeguard in accordance with applicable data protection legislation.


How long will we keep your information?
We only keep your information for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to fulfil our legal obligations.

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Members’ data will be retained on our content management system (Wix) for a period of one year from expiration of membership. Following this period, all data will be deleted.

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Any materials received from job applicants, in the case where the application is unsuccessful, will not be retained beyond one year from point of application.

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Your rights
You have the following rights regarding your information:


Right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Privacy Policy.

Right of access

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You have the right to obtain access to your information (if we are processing it), and other certain other information (similar to that provided in this Privacy Policy).


Right to rectification

You are entitled to have your information corrected if it is inaccurate or incomplete.

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Right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

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Right to restrict processing

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

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Right to data portability

You have the right to obtain and reuse your personal data in a structured, commonly used and machine readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.

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Right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).


Right to object to processing: In addition to the above rights, you also have the right to object to certain types of processing, in certain circumstances. In particular, the right to object to the processing of your personal data based on our legitimate interests grounds (including processing for direct marketing).

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To exercise any of these rights at any time, you can contact us using the details set out at the beginning of this Privacy Policy.


Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Site may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.


Security
We endeavour to take all reasonable steps to protect your data against unauthorised access by third parties but cannot guarantee the security of any data you disclose online. By using the Site you accept the Internet is not entirely secure and you acknowledge and agree that, to the fullest extent permitted by law, we shall not be held responsible for any loss, unauthorised use, distribution, damage or destruction of personal data.


Changes to this Privacy Policy
From time to time we may make changes to this Privacy Policy to ensure that it is accurate and up to date and to r flect any changes in the law. We will notify you via the Site of any updates or changes to this Privacy Policy.


Governing Law and Disputes
This Privacy Policy forms part of our Site Terms and as such it shall be governed by and construed in accordance with  he laws of England and Wales. You irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to resolve any dispute or claim of whatever nature arising out of or relating to this policy and consent or otherwise to the use of your personal data, and that the laws of England and Wales shall g vern such dispute or claim. 
 
We operate this Site from England and make no representation or warranty that the information contained herein is appropriate or available for use in other locations outside England and Wales.

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