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Website and Newsletter Privacy Policy

Introduction

BAFTA has always believed in being open about what data we collect from our web site and what we do with it. New EU legislation called the GDPR now sets out comprehensive requirements for all companies handling personal data. This includes a number of things we must tell you of when we collect data from you. We have covered all these off in this Privacy Policy. We have done our best to make this policy as simple and clear as possible. With this in mind we have laid out this document in question and answer format.

What data will be collected about me?

If you are just browsing the web site then no data about you will be stored. If you choose to sign up for our newsletter, or enter a promotion then only the data we ask you to enter will be stored e.g. we won't augment this with information about other pages you have browsed on the web site.

In common with most other websites we use website analytics software which collects 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.

What will my data be used for?

We collect your data solely to provide the service or information you have requested i.e. to send you the newsletter, enter you for a competition etc. We don't use your data for any kind of profiling or subsequent marketing.

Your data may be added to BAFTA's archive as part of BAFTA's public interest remit.

 

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]

How long will you keep my data for?

If you sign up to the BAFTA newsletter we will keep your details for as long as you remain a subscriber. If you unsubscribe then we will delete your details after 2 months.

If you give us your details through the website for some other reason, e.g. entering a competition or applying for tickets, then, in most cases, we will keep your data for 6 months after the logical conclusion date i.e. the closing date for the competition, or the date of the event. If we intend to keep your data for any longer than this we will make this clear at the point you provide your data.

BAFTA Moments

When you submit a memory to the BAFTA moments web site, we will carefully review your submission. Sometimes it is helpful to contact you about your submission to get more details about it. The review process and evaluation can take up to 14 months. Once we have reviewed your submission and, if neccessary, been in contact with you, then we will keep your moment, but remove your email address and last name from our records. We will not use the email address you submit with your moment to send you any other emails.

What if I change my mind?

You can withdraw your consent to us storing and using your data at any time. In the case of your newsletter subscription you can simply use the "unsubscribe" link contained in every newsletter email. In the case of any promotion or other forms on our websites please email your request to [email protected] . If you contact us from an email account which isn’t the one we have on file for you then we will need to validate your identity and may request additional details (such as a phone number) to do this before actioning your request.

Where will my data be stored?

If you sign up to our mailing list then your email address and any associated contact preferences will be stored by our email campaign provider: MailChimp.com. Mailchimp store data on servers located in the United States. Our contract with MailChimp requires them to provide the same safeguards and data protection rights for our users as they would have if the data was stored in the EU. More details about MailChimp's security safeguards and GDPR compliance can be found here:

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

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

If you enter a promotion or submit data to any of BAFTA's websites then your details will be held on BAFTA's web server database (located in the EU) and will ultimately be downloaded to BAFTA's internal network (in London) for processing, e.g. to pick a winner.

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.

Who will have access to my data?

Staff within BAFTA whose duties require it will have access to the data collected through our website.

We use carefully selected web agencies to develop our web sites. These agencies have access to the servers which hold the data in order to be able to maintain them - this also gives them access to the data. Our contracts with these agencies ensure that they treat all of our users' data in strictest confidence.

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.

Will you give my data to anyone else?

Apart from if we should be required to do so by law (e.g. a court order, or legal request from  a law enforcement agency), we will not give or sell your data to anyone else.

If you have signed up to our email newsletter then your details will be passed to our third party email campaign provider (see "Where will my data be stored?" above) however, your data remains under BAFTA's strict control. The service provider is bound by a tight contract which prevents them from using or passing on the data for anything other than providing the service to BAFTA.

What is GDPR?

GDPR stands for General Data Protection Regulation. This is a europe-wide 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

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

  • 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.
  • Access: You have the right to view the data we hold about you and to receive copies of this data in digital format.
  • Erasure: 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.

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. For most requests we will need to verify your identity so that we don't give out information to the wrong person, so please provide a contact phone number where we can contact you, or other details that might help us validate your request.

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/