Film:New Forest Privacy Notice

Film:New Forest is a project managed by New Forest District Council, through their Economic Development team.

This privacy notice aims to give you information on how the Council collects and processes your personal data, including any data you may provide through this website (heavenly-cable.flywheelstaging.com) for example when completing an online form.

This website is not intended for children, and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

1. Controller

New Forest District Council is the data controller and responsible for your personal data collectively referred to as "the Council", "we", "us" or "our" in this privacy notice.

We have appointed a data protection officer (DPO)  who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

2. Contact details

New Forest District Council

Email address: data.protection@nfdc.gov.uk

New Forest District Council, Appletree Court, Beaulieu Road, Lyndhurst, Hampshire, SO43 7PA

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office via https://ico.org.uk/ telephone: 0303 123 1113 or email: casework@ico.org.uk

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

3. Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

4. Third-party links

This website may include links to third-party websites and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

5. Cookies

Cookies are small files that websites save to your computer. They are used to make the site work better for you, and to help the website owner understand how people use the website. These cookies aren't used to identify you personally, but they can remember activities and preferences chosen by you and your browser. You can manage cookies by controlling which cookies are saved or by deleting them if you wish (please see 'Managing your cookies' at the bottom of this page).

New Forest District Council has links to third party software providers that use cookies to improve services for you through, for example enabling a service to recognise your device so you are not offered the same service more than intended, measuring how many people are using services, to improve service delivery, or analysing data to help understand how our online services are used so we can improve them.

We have links to social networking websites (eg Facebook and Twitter). These websites may place cookies on your computer.

For more information, please see Bookmark and Share Toolbar Privacy and Data Practices.

To find out how to allow, block, delete and manage cookies, follow the link below and select the browser you are using. You can also read your browser's built-in or online help for more information.

How to control cookies https://ico.org.uk/your-data-matters/online/cookies/

From time to time, we may use third parties to survey our website to obtain feedback. It is possible that those third parties may use cookies.

You can delete your cookies at any time, but please be aware that some parts of our website may not work properly, and your preferences may be lost.

You can read more about which cookies we use here - https://filmnewforest.com/cookies-policy/

External Links - Please note that this policy does not cover links to other websites.

6. How we use your data

When you contact Film: New Forest, we will ask you for certain personal information in order to be able to assist with your enquiry. Some of this information will need to be recorded and stored on our systems. This Privacy Notice aims to explain:

a. The different kinds of personal data we process
b. How we use your data
c. How we store your data
d. Why we process your data
e. When and why we share your information
f. What are the legal grounds for processing your information

a. The different kinds of personal data we process

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, last name, username or similar identifier.
• Contact Data includes address, email address and telephone numbers.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version.
• Usage Data includes information about how you use our website.
• Marketing and Communications Data includes your preferences in receiving marketing from us.

Film:New Forest will not share your information with any external party for marketing or promotional purposes.

b. How we use your data
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Register your details on our Film:New Forest Locations database
• Register your details on our Film:New Forest Crew and Production Services database
• Notify Creative England of your expressed consent to be added to their databases
• Make annual contact with you to ensure your details are still correct
• Respond to enquiries
• Communicate with you via email if you have signed up to our mailing list

The data we hold about you is generated by you; therefore you are responsible for ensuring it is up to date and correct. To make any changes to the information, please contact us for further information.

Please note where we are relying on consent to process your personal data, you have the right to withdraw this consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

c. How we store your data

At New Forest District Council:

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We share property photos and contact names/numbers/email addresses with production personnel interested in using your property for filming. We do not share private addresses with our service users.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

On the Film:New Forest website:

As website developer and host, Rebecca Wade trading as ‘Purple Dog’ will have access to the information entered onto the website and associated analytics data. Third parties are obliged to keep your details securely and have their own GDPR compliant privacy policy.

Rebecca Wade trading as ‘Purple Dog’ own GDPR compliant privacy policy can be read at https://purple-dog.co.uk/privacy-policy/.

On the Moviesite Locations database:

If you upload your property details to the Film:New Forest locations database, your data will be stored with a third-party service provider – Strategic Integration Limited (trading as: Openbrolly) who is contracted by New Forest District Council to supply the location database software called Moviesite. Third parties are obliged to keep your details securely and have their own GDPR compliant privacy policy.

Strategic Integration Limited (trading as ‘Openbrolly’) own GDPR compliant privacy policy can be read at https://openbrolly.com/wp-content/blogs.dir/4/files/2020/10/Privacy-Policy.pdf

On the Film:New Forest newsletter database:
If you sign up to receive the Film: New Forest enews, your data will be stored with a third party service provider Forfront Ltd, who is contracted by New Forest District Council to supply the software that we use to deliver our e-newsletters. This software is called ‘Eshot’. Third parties are obliged to keep your details securely and have their own GDPR compliant privacy policy.

Forfront Ltd’s own GDPR compliant privacy policy can be read: https://www.e-shot.net/gdpr.

On Creative England’s location database:

Once your location details have been approved onto the Film:New Forest locations database, you will receive an email from filming@nfdc.gov.uk to be asked if you consent to  your location details to be shared with Creative England’s own location database. You can read their privacy policy at  https://www.wearecreative.uk/wp-content/uploads/2022/01/Creative-UK-Privacy-Policy-2022.pdf.

d. Why we process your data

We need to process your data in order to provide you with the services that you are requesting. Examples of this may include:

to register your property as a filming location online at heavenly-cable.flywheelstaging.com your information is needed to list the property on the locations database and ensure we have the correct contact details should the office receive a filming enquiry. If certain information is not provided, we may be unable to process your request.

• If you wish to register your professional services online at heavenly-cable.flywheelstaging.com your contact information is needed to list your information on the website so that you can be contacted for prospective jobs. If certain information is not provided, we may be unable to process your request.
• If you have contacted us and require us to reply to you, your information is needed to enable us to make contact with you.

e. When and why we share your information
To ensure that we can provide you with the best possible service we share your personal data between with our internal council departments, external partners including Creative England, software providers, production companies and production personnel.

We will share your details with production companies and production personnel looking for crew, facilities, and locations in relation to a project they are working on. We will never share your details for any other purpose without seeking your permission first.

Below is a list of the most common teams or departments that we share information with; this is not an exhaustive list, and information may need to be shared with other services within NFDC or external partners (that are not listed below) to process your enquiry.

Events may be recorded and uploaded to YouTube for later viewing. If an event that you are attending will be recorded and used in this way, you will be informed before you book onto the event and at the start of the event. Where possible, your personal data will be removed from the recorded copy of the event. Any event uploaded to YouTube will be removed after 6 months.

f. What are the legal grounds for processing your information

• Where it is in the public interest to do so
• In order to comply with a legal obligation
• Where it is in the legitimate interest of NFDC to do so
• With your consent or explicit consent. If you wish to withdraw this consent, you can do so by contacting us at the address above or on: filming@nfdc.gov.uk.

We work hard to ensure that we only gather information that we need to process your enquiry and deliver the services that you are entitled to in the best way possible. However, if you have any concerns relating to this or your Privacy in general, please speak to (or contact) us (filming@nfdc.gov.uk) or email our Data Protection Officer on data.controller@nfdc.gov.uk.

7. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

The Council will hold your personal data based on the following criteria.

• • For as long as we have reasonable business needs;
  • For as long as we provide goods and /or services to you and then for as long as someone could bring a legal claim against the Council;
  • Retention periods in line with legal and regulatory requirements or guidance
  • Where your personal data is included within Council, Cabinet or Committee documentation this will be retained in perpetuity.

8. More information

For further general information plus information on access, portability, erasure, correction, restriction, objection and notification see New Forest District Councils ‘Information Rights Policy’; ask at one of the council offices for a hard copy or it is available electronically at https://newforest.gov.uk/media/843/Information-Rights-Policy/pdf/Information_Rights_Policy_20221.pdf?m=637915071750830000.
You can also find information on your rights on the Information Commissioner’s website at https://ico.org.uk/ via their telephone helpline – 0303 123 1113 or via email: casework@ico.org.uk.

Last updated 24 August 2022.