Film Festival Guild Operating Procedure
To be selected for the Official Selection of a festival ran or overseen by the Guild, no film may be selected as ‘Official Selection’ if they have a crew or cast member that currently works with the Guild. All films chosen for the Official Selection are done so by committee.
Only films selected for the Official Selection may be considered for Award Nominations. Any members of crew or cast who have been employed by the Guild in the past 12 months are ineligible for award nominations, for 12 months for every year worked. Active members of the Guild are ineligible for Nominations, as films they are involved with are ineligible for Official Selection.
External judges are to decide the winners for all live ceremonies and committees are used for non live ceremonies. Judges must not have worked on any films in the Official Selection in any capacity. Committees must not have worked on any films in the Official Selection in any capacity.
If the Guild decides to hold a special award, such as naming an award after someone or giving a lifetime achievement, philanthropic or similar award, that person or film may be removed from certain categories of Award Nomination, at the discretion of the Guild. This is done to ensure awards are judged on merit alone.
Working with the Guild or being a member is defined as having or holding a paid position at an event or at any other time throughout the year.
We are committed to keeping your personal information (data) safe and meeting our responsibilities under privacy law. Privacy law in the UK has recently changed under the General Data Protection Regulation, which has come into force on the 25th May 2018, and which our policy reflects. You can find general information about data protection law on the ICO’s website: https://ico.org.uk/for-the-public/
This policy is intended to let you know how we use the data we hold about you, and your rights in regard to this. It does not provide exhaustive detail, but we are happy to provide more information or explanation on request – please email us. Our contact details are on our ‘contact us’ page on this website.
Who we are
We are a film festival operated by TBFG Ltd, 20 Bunhill Row, C/O EAM, London, EC1Y 8UE.
Who you are
You are an individual who has interacted with us in one or more of these ways (please note, this list is not necessarily exhaustive):
• Used this website
• Asked to join our mailing list or our Network
• Completed an online or paper feedback form or survey
• Contacted us via email or interacted with us on social media
• Booked to attend a screening, performance, or event, hosted by us
• Been nominated by someone you know to receive an award as part of our film festival
• Been selected by us to receive a surprise message, discount or gift, using publicly available contact details
• Photographs and videos taken during a screening, project or event
• Information you gave us in an online or paper form (such as feedback, contact details, and information like your age, ethnicity and gender)
• Details of performances and events you have attended, and purchases or submissions you have made. These may include information available through services we use to process bookings and payments, currently BrownPaperTickets, Eventbrite, PayPal, FilmFreeway, Withoutabox, CreativeFox, FilmFestivalLife, Kickstarter and Indiegogo.
• Communications with us (such as emails and notes of phone calls) and any information you send us via email (such as your CV)
• Information you gave to us during the course of a project or event, in order for us to create an interactive experience (such as a questionnaire to get to know you better in advance of attending). We will only use this data in order to deliver the experience, and will delete it as soon as it is no longer needed.
• Your publicly available social media activity and interactions with us (such as your Twitter handle, posts about us, and your location)
• Publicly available information we have discovered about you through research, in the course of delivering an event or project you signed up for, or for which a friend referred you. We make sure information collected is appropriate, and will use it only as long as required to support your career.
• Information you have provided to an industry magazine, catalogue, flyer or website listing to promote your work, that our researchers have come across and considered it appropriate to contact you for a mutually beneficial opportunity, such as a discounted submission to our festival, or invite to our festival.
How we use data about you
• We collect and hold data about you so we can do things like:
• Create and deliver experiences, screenings, and performances. The way we use your data varies between projects, but always follows our principle of furthering your career and promoting your work.
• Learn from your experience and feedback, to develop our work and tailor it to our audiences and participants
• Keep track of who has come to which screenings, classes and events
• Personalise the communications you receive from us
• Manage our organisation effectively at an administrative level
• Keep in touch with you as someone who may want to collaborate with us
• Send you information about our events and ways to support us.
Depending on what you have asked to hear about, this may include:
• Sending you messages about our work, events and performances, ways to support us, and occasional details about work by our friends and partners
• Updating you on projects you have previously been involved in o
• Sending you event invitations, news and opportunities specifically relating to our nettwork
• Share with other people and organisations the feedback you have given us, in order to promote our work and report on our impact.
Use of anonymous data
We share statistics about our audiences and participants with third parties (such as Arts Council England, BFI and venue partners) to report on our work, which may include data you gave us in a form. This kind of information will always be anonymised.
We use a third-party provider, MailChimp, to deliver our newsletters. Through this, we gather anonymous statistics about email opening and clicks.
We use Google Analytics to collect basic log information and details of what visitors do on our website, as well as information provided by your computer, like your browser type. This data is anonymised and we will never attempt to find out the identities of those visiting our website.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
We are committed to the welfare needs of all children, young people and vulnerable adults who work with us. We aim to create intimate, respectful and trusting relationships with everyone involved.
We are committed to a creative process which:
• Places the welfare of children, young people and vulnerable adults first;
• Respects the rights, wishes and feelings of young people, vulnerable adults and all with whom we are working
• Promotes the welfare of all people we work with and their protection within a relationship of trust;
• Ensures best health and safety practice.
How we keep your data safe, and who sees it
To protect your privacy, we make sure your data is kept securely and access is restricted to appropriately trained staff who need to use it for the processes outlined in this policy. We will keep and process your data only for long enough to fulfil the purpose we collected it for. After that point, we will dispose of in a secure manner.
We will never sell your data, but it may be processed by limited third parties in the course of achieving the purposes listed above. Third parties that may process your data for us include payment platforms, venues who need the names of bookers, ticket sites, and companies who store our data.
Some of our suppliers run their operations outside the European Economic Area (EEA). This means they may not be subject to same data protection laws as companies based in the UK, but we will take steps to make sure they provide a level of protection which meets the requirements of UK data protection law.
We may share information about you with law enforcement agencies and other organisations or individuals if we are required to by law.
Contacting us, access to your data, and your right of correction or erasure
We want to make sure that the data we hold about you is accurate and up to date, and you can ask us to correct or remove information you think is inaccurate. You also have the right to ask us to ‘forget’ you, by erasing the data we hold about you as far as reasonably possible. If you would like us to do this, please get in touch using the email on our ‘contact us’ page.
You have the legal right to request a copy of the data that we hold about you. If you would like a copy of some or all of the information we hold about you, please get in touch using the email on our ‘contact us’ page.
Opting out of marketing
We may communicate with you about ourselves, our events, ways to support us and other offers of mutual benefit. We will usually only do this if you tell us we can, for example by joining our mailing list. If you aren’t on our mailing list, but you have previously attended or enquired about a event or class, we may occasionally get in touch about similar projects we think you’ll want to know about.
You have the right to tell us to stop contacting you for marketing purposes. If you want to opt out, just get in touch using the email on our ‘contact us’ page, to let us know, or click ‘unsubscribe’ within the email we have sent you via MailChimp.