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Entrant Privacy Policy

1. Introduction

BAFTA has always believed in being open about what data we collect from people we interact with and what we do with it. EU legislation called the GDPR sets out comprehensive requirements for all companies handling the personal data of EU citizens. This includes a number of things we must tell you when we collect data from you. We have provided all the information you need as simply and clearly as possible in this Privacy Policy using a question-and-answer format.

This policy sets out how we store and process data we collect from people entering for a BAFTA award. If you are a BAFTA member, or have signed up to one of our newsletters then another privacy policy may well apply more specifically to our relationship with you. You can view other privacy policies by going to:

http://www.bafta.org/about/privacy-policies

2. What if I am mentioned in an entry made by someone else?

If you are submitted as a candidate for nomination for a BAFTA award in an entry made by someone else, the entrant should have informed you that your details will be held by BAFTA. They should also have drawn your attention to this Privacy Policy. Anyone making an entry that includes details about other people is required to do this on the entry form and cannot submit their entry for BAFTA’s consideration until they have confirmed that they have done this.

3. What data will be collected about me?

We collect various types of data, all of which we need in order to process your entry for a BAFTA award. The types of data and the reasons for collecting and processing them are detailed below:

3.1. Information About You

When you submit an entry for a BAFTA award we will request contact details so that we can get in touch with you about your entry.

If you are involved with a film, programme or game which is being entered by someone else and they are submitting your details as part of the entry then they will have brought this policy to your attention. In this case we will collect and store your name and contact details (just phone number and email) along with details of your role in relation to the entry being submitted for an award.

For some awards we may also separately ask for special categories of data such as your ethnic origin. This data is collected and stored anonymously. Provision of this category of data is always entirely voluntary - you are under no obligation to provide this. More details about why we collect this are provided below under “Why do you collect this Data?”

3.2. Information About Your Entry

If you are submitting a film, programme, game or anything else for consideration for a BAFTA award we will collect data relating to your entry so that we can assess the eligibility of your entry and submit it for judging.

3.3. Information About Other People

If you are submitting something for a BAFTA award we may ask for details of other people involved in the project. When you submit the entry you must inform all of the people whose details you will be providing that their details will be held by BAFTA as described in this Privacy Policy. We will ask you to confirm that you have done this on the entry form.

3.4. Your Interaction With BAFTA

We record details of your interactions with BAFTA such as:

  • We may record of discussions we have with you over the phone so that we can provide a consistent and efficient service if you call again.
  • We will keep records of your activity on the BAFTA website where you submit the entry for the purpose of auditing how the site is being used and to respond to any support requests.

3.5. Payment Details

Where an entry fee applies we will use a payment provider to collect payment details so that we can process the payment. BAFTA does not store your card details.

3.6. Website Analytics

In common with most other websites we use software which collects and analyses data about how people use our website. However, this is anonymised and cannot be traced back to you. We use this to help make sure our web servers are working well and to see which parts of our websites are most/least popular so that we can improve the overall user experience.

4. Why do you collect this data?

4.1. Contact Details

We collect contact details to enable us to administer the award entry process, keeping you up to date with the progress of your entry and requesting further information or clarification from you if this proves necessary.

We will also use your details to pursue BAFTA’s legitimate interests in making you aware of other BAFTA awards, programmes and initiatives. You can opt out of receiving any marketing communications using the “unsubscribe” link included in every marketing email we send.

4.2. Award Entry Details

Data relating to the award entry (except for sensitive data as detailed below) will be used to assess the eligibility of your entry and also in the judging process.

This data will also be used for statistical purposes to pursue BAFTA’s legitimate interests in monitoring patterns and trends in award entries in order to tailor future programmes and report to internal committees and external funders.

If your entry, or an entry you are associated with is nominated then your name may be used in press releases and other publicity activity to pursue BAFTA’s legitimate interests in promoting the BAFTA awards.

4.3. Sensitive Data

For some awards we may ask you to complete a separate survey to collect especially sensitive data such as data revealing racial or ethnic origin, religious or philosophical beliefs, trade union membership, or sexual orientation. This data is recorded anonymously so that it cannot be linked back to you. It is only used for statistical purposes and never as part of any assessment process. There is no obligation to provide this data and your entry will be treated no differently if you opt not to provide this.

5. Who is responsible for my data?

Any data collected about you on any of the BAFTA web sites will be kept under BAFTA's control. BAFTA is registered charity (No.  216726) and can be contacted using the following details:

Postal: The Data Controller, BAFTA, 195 Piccadilly. W1J 9LN

Email: [email protected]

6. How long will you keep my data for?

6.1. If you make an entry

Any personal data (names, addresses etc) in your entry/application is removed 18 months after the closing date for entries.

Other non-personal details submitted on the entry form are kept for 24 months after the closing date for entries.

In order to make an entry/application you will need to create an account on one of BAFTA’s entry systems (e.g. entry.bafta.org, apply.bafta.org etc.). The name and address details associated with this account will be stored for 540 days after your last login to the system after which your account and the associated details will automatically be deleted.

If you are nominated for an award then your name and the fact that you were nominated will be recorded indefinitely for archival purposes whilst your contact details will be retained for 10 years.

6.2. If you are mentioned in an entry made by someone else

Any personal data (names, addresses etc.) relating to you will be deleted 18 months after the closing date for entries.

If you are nominated for an award then your name and the fact that you were nominated will be recorded indefinitely for archival purposes whilst your contact details will be retained for 10 years.

7. Where will my data be stored?

Your data will be stored on BAFTA’s own internal systems in our headquarters in London and in the case of awards run by the branch offices, also in these offices in Cardiff, Glasgow, Los Angeles and New York.

Our online entry system runs on servers provided by Amazon Web Services in Dublin. For information about the security of your data in the AWS cloud check out these links:

We also use cloud based services to store and process entrants' data. Some of these cloud providers store data in the United States. In these cases the providers are certified under the EU-US privacy shield framework (see https://www.privacyshield.gov/welcome ). Our contracts with these providers also include clauses which guarantee that they provide the same safeguards for the data and rights to you as if the data was stored in the EU. More information about the security measures put in place by these providers is linked to below.

We may choose to use other service providers in future; if we do they will be bound by the same strict rules which guarantee that the same safeguards are in place, and your rights remain the same. If we change our service providers then we will update the details on this page so you can always return to this page to see where your data is being stored.

Here is a list of the current cloud based service providers we share members’ data with:

7.1. SalesForce.com

What data: All data collected about members is stored in SalesForce

Purpose: Managing our membership database

Data location: USA

https://help.salesforce.com/articleView?id=Salesforce-Services-Trust-and-Compliance-Documentation&language=enUS&type=1

7.2. MailChimp.com

What data: Just name and email address

Purpose: Keeping in touch with members via email

Data location: USA

https://mailchimp.com/about/security/

https://kb.mailchimp.com/accounts/management/about-mailchimp-the-eu-swiss-privacy-shield-and-the-gdpr

7.3. WorldPay.com

What data: Name address and payment details

Purpose: Taking payment where an entry fee applies

Data location: USA

https://www.worldpay.com/uk/worldpay-privacy-notice

8. Who will have access to my data?

Staff within BAFTA whose duties require it will have access to our entry systems. This includes staff in the Scotland, Wales, New York and Los Angeles branches where the award relates to one of these branch offices.

Some technical tasks, such as configuring and securing our servers, require specialist expertise. We use specialist UK-based contractors to provide these services. These contractors are carefully vetted. All contractors must sign non-disclosure agreements which include a requirement that they keep all BAFTA's data confidential.

If you enter for a BAFTA award, or you have been entered for one by someone else, for a performance or craft category then your name will be listed on BAFTA’s online voting system so that BAFTA members can vote for you. The voting system is accessible only to BAFTA members.

All of the details provided on the entry form will be made available to the judging panel if the entry is shortlisted. All jurors must sign non-disclosure agreements which include a requirement that they keep all of BAFTA’s data confidential.

If you are nominated, or the production you are associated with is nominated for a BAFTA award then your name may be included in public press releases.

9. Will you give my data to anyone else?

As mentioned above, if you enter for an award, or are mentioned in someone else’s entry and that entry is subsequently nominated for an award, then your name may be included in public press releases.

We will also pass on your data in other situations if we are required to do so by law.

We will not pass on or sell your details to anyone else.

10. What is GDPR?

GDPR stands for General Data Protection Regulation. This is a pan-european law which replaces previous national data protection legislation and gives all EU citizens common rights. The full text of the GDPR can be found here:

http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.L.2016.119.01.0001.01.ENG&toc=OJ:L:2016:119:TOC

11. What rights does GDPR give me?

Full details of your rights are available in the text of the GDPR (see http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.L_.2016.11...), but here is a quick summary of the main provisions which are relevant to the type of data we hold about you:

  • Access: You have the right to view the data we hold about you and to receive copies of this data in digital format.
  • Accuracy: If any of the data we hold about you is incorrect or incomplete then you can provide the correct or complete data and we must update the data we hold.
  • Erasure: In some circumstances you can request that we erase all the data we hold about you.
  • Restriction of processing: In some cases you can ask us to retain your data but not do anything with it.

12. How do I exercise my GDPR rights?

If you want to exercise any of your rights in relation to data BAFTA holds about you then please email: [email protected] or write to the Data Controller at the address given above (see "Who is responsible for my data?")

Please provide details in your email/letter of what actions you would like us to take. Depending on the nature of the request and whether or not your request comes from the email address we have on file for you, we may need to verify your identity so that we don't give out information to the wrong person. In most cases it helps if you are able to provide a contact phone number so that we can validate your identify and discuss the request with you.

13. What if I have a complaint?

If you are concerned about how we manage your data, or how we have handled a request to exercise your rights, then please get in touch with us to discuss it. To do this please send an email detailing your concerns to [email protected].

If you are not satisfied with the response you can take your concern to the Information Commissioner's Office. For details of how to do this please refer to the ICO web site:

https://ico.org.uk/