Privacy Policy

Your rights and how we use personal information

Film Archives UK is a company with charity objects dedicated to the advancement of the arts, for the public benefit, through the establishment and preservation of film archives, and, the advancement of education in the arts by providing public access to preserved film, recordings, moving image and related media and furthering their use through research, learning and teaching.

FAUK is committed to respecting and protecting your personal information.

This policy seeks to inform you about:

  • how and why we collect, process and store your personal information
  • your Rights

This policy applies to all FAUK’s activities and platforms.

All questions and complaints about the FAUK’s use and handling of personal information should be addressed, in the first instance, to administrator@filmarchives.org.uk.

Information we may collect about you

We may collect and process the following information about you:

Information you give us

  • Your prefix and name, email address and phone numbers.
  • You may provide us with this information when you complete an application form or correspond with us by phone, email or in writing

Information we collect automatically

  • Device IDs, IP addresses and other unique identifiers
  • Your activity on our services and platforms such as browsing history

Information we collect about you from other sources

  • Social media – depending on your settings you may have given us permission to access your personal information held by companies such as Facebook and Twitter

Why we collect and process your personal information

We use your personal data for the following purposes:

  • To administer any of your applications, enquiries or complaints
  • Fulfil membership requests
  • Contacting you
  • Providing you with information about things we think may interest you
  • To prevent, detect and investigate illegal activity such as fraud.
  • Analyse and understand our members, audiences and customers and improve our services
  • To protect and keep your personal information accurate

Lawful bases for processing your personal information

Our legal basis for collecting and processing your personal information depends on the type of personal information and how we use it. There are 6 lawful bases:

  • Consent – acquiring your agreement for us to process personal data for a precise purpose. You can withdraw consent for the storage and processing of data at any time (administrator@filmarchives.org.uk)
  • Legitimate interests – where we have a legitimate interest that isn’t overridden by your fundamental rights and freedoms for example something we think you’d be happy for us to do like contact you when you have actively shown an interest in our activities or services
  • Contract – fulfilment of a contract e.g. becoming a FAUK member
  • Legal obligation – where we have to use data as prescribed by law
  • Vital interests – protecting your health and personal safety

Sharing of personal data

We only share your personal data with third parties where we have a legal basis for doing so, such as with your consent or the fulfilment of a contract. For example, to invite you to an event and administer payments. We will never sell your personal information.

Retention Policies and Periods

We only keep your personal information for as long as is necessary for the purpose for which it was collected. This depends on the personal information and the purpose for which it is processed. For precise information relating to the periods relating to each category of personal data, please contact administrator@filmarchives.org.uk.

Your Rights in Personal Information

Your personal information is your data and you are in control of it. Where you have an account/membership with us, you can access it and amend the data we hold and the marketing you wish to receive.

You can ask us to provide you with all the information that we hold about you, how we use it and why, utilising your right to be informed and your right to access. Contact administrator@filmarchives.org.uk

You can then ask us to do the following with the personal information we hold about you:

  • If it is incorrect, you can ask for it to be updated – your right to rectification
  • Restrict or object to it being processed at all or in a specific way — your right to restrict, right to object and right related to automated decision making
  • Ask for it to be deleted — your right to erasure, sometimes called the right to be forgotten
  • Ask for a digital copy of it – your right to digital portability

Many of the rights listed above are limited to certain defined circumstances and we may not always be able to comply with your request. We will tell you if this is the case.

Changes to this policy

We will update this policy from time to time in response to changes to legal or regulatory requirements and changes in our activities, services or platforms. The date of the last update will be noted at the bottom of this policy.

Definitions

Personal Information, sometimes known as Personal Data

Personal data means data which relate to a living individual who can be identified –

(a) from those data, or

(b) from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller,

and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

Data Controller

Data Controller – An individual or an organisation which determines the purposes for which, and the manner in which, any personal data are to be processed

Data Processor

Data Processor – An individual or an organisation who processes personal data on behalf of the Data Controller

Data Processing

Data Processing – Anything you do with data: any operation, collection, recording, organisation, storage, adaption or disclosure of personal information

What are cookies?

Cookies are small data files that are commonly stored on your device when you browse and use websites and online services. They are widely used to make websites work, or to work more efficiently, as well as to provide reporting information and assist with service or advertising personalisation.

Types of cookies

First party cookies

These are set by the website you are visiting and they can only be read by that site. When you visit the FAUK website, the server checks whether you have JavaScript enabled on your browser software (e.g. Firefox, Internet Explorer) and sets a cookie to store a ‘Yes’ or ‘No’ answer. The cookie is set to expire when you close your browser software. JavaScript is a useful programming language which helps make websites more dynamic and interactive. A website should usually work without JavaScript, but the experience might not be as good as intended. The FAUK website uses JavaScript in a number of ways, and it should be enabled if you want to experience the website’s full functionality.

Persistent cookies

These cookies remain on a user’s device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.

Session cookies

These cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.

Analytical cookies

Allows us to recognise and to count the number of visitors to our website, to see how visitors move around the website when they are using it, and to record which content users view and are interested in. This helps us to determine how frequently particular pages and advertisements are visited and to determine the most popular areas of our website and/or our services. This helps us to improve the service which we offer to you by helping us to make sure our users are finding the information they are looking for, by providing anonymised demographic data to third parties in order to target advertising more appropriately to you, and by tracking the success of advertising campaigns on our website. You can learn more about Google’s privacy policy on the Google Analytics website.

Functional cookies

These relate to the functionality of our website and allow us to improve the service we offer to you through our website, for example:

  • by remembering that you have signed up to view content;
  • by allowing you to carry information across pages of our website to avoid you having to re-enter information;
  • to allow you to access stored information if you have registered with us;
  • by recognising your preferences when you return to our website.

Strictly necessary cookies

These cookies enable services you have specifically asked for. For those types of cookies that are strictly necessary, no consent is required. These cookies are essential in order to enable you to move around the Website and use its features, such as accessing secure areas of the Website.

Opting out

You can opt out of cookies or set specific preferences about which types are set through the settings on your web browser.

Visit the Your Online Choices website to find out more about behavioural advertising and how to control browser privacy settings.

Updated August 2021