Privacy Policy

Data Protection and Management 



This Privacy Policy outlines how ‘Film Focus Wales’ will collect, utilise and store any personal information that you provide to us.


This privacy policy sets out how the ‘Film Focus Wales Voluntary Community Filmmaking and Visual Arts Group’ (herein referred to as ‘Film Focus Wales’) uses and protects any information that you give us when you use our website.


Film Focus Wales is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

Film Focus Wales may change this policy on occasions by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy has been reviewed and is effective from 4th July 2020.



  • Your name

  • Your email address

  • Your phone number

  • Your business name (if applicable)

  • Any personal data you choose to post on our website

  • Your communication preferences 

  • Photographs and visual representations of you at events or whilst involved in projects 




We will use your data in order to;

  • Enable us to contact you back, respond to general enquiries or deal with complaints

  • Reply to any enquiries you make about the projects run by our independent producers 

  • Personalise your experience on our website

  • Monitor the use of our website and online services

  • Keep records of Communications

  • Administer and protect our group and website

  • Deliver relevant website content to you

  • Comply with any legal obligations we are subject to or are required by any legal authority



Under the General Data Protection Data Regulations (GDPR) we are only legally able to process your personal data if we have a lawful grant for doing so.

Our lawful grounds of processing our:

In relation to Prospect Data that we had obtained when you inquired about our services (whether that be through our website or otherwise) and that we process in order to reply to your enquiry and keep records of this, the processing is necessary in order to take steps at your request prior to entering into any co-operation or co-working arrangements and for our legitimate interests in record-keeping and to establish, pursue or defend legal claims.

In relation to Prospect Data that we have obtained when you signed up for any of our resources and that we process in order to send you those resources, reply to your communications about the resources and to keep relevant records, you have given consent to the processing for the purposes of us sending you the resource and it is our legitimate interests to reply to your communications and to keep records for our business.

In relation to delivering relevant website content to you and measure or understand the effectiveness of this information, the processing is necessary for our legitimate interests which in this case are to look at how group members can best benefit from being involved in projects run by the independent producers who work with the group, to develop our group interests and to decide how to best provide you with what you need.

In relation to User Data that we have obtained through cookies on our website or other on-online services for the purposes of operating a website, ensuring relevant content is provided to you, ensuring the security of a website, maintaining backups of our website and all databases and to enable publication and administration of a website, other online services, the processing is necessary for the purpose of a legitimate interest which in this case are to enable us to properly administer our website and the work of the group.

In relation to your data that we process in order to comply with legal requirements or as required by a government authority, the processing is necessary for compliance with a legal obligation to which we are subject.

In relation to keeping records, this processing is either necessary for compliance with a legal obligation that we are subject to or for our legitimate interests in responsible and effective operations or defending pursuing or establishing a legal claim.

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

We do not collect any information about criminal convictions, cautions and offences.

We do not carry out automated decision-making or any type of automated profiling.




We may collect data about you providing the data directly to us (for example by filling in the ‘Contact Form’ on the website or by sending it to us as emails or other communication). We may automatically collect certain data from you as you use our website by using cookies and similar technologies.




As a non-commercial constituted community group, Film Focus Wales does not sell your data to any outside party nor will we use your data to send you commercial marketing communications. 

Before we share your personal data with any third party we will get your consent. 




Government bodies that require us to report our activities or otherwise disclose your personal data. Fraud prevention agencies. Third parties to whom we transfer or merge part of our group assets.  


As Film Focus Wales is quite deliberately never the primary producer of projects it is necessary that we share your data with the various independent producers who work in cooperation with the group. 


We will require all third parties to whom we share your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.




We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed or accessed without authorisation. We will only ever allow access to your personal data only to persons who have a need to know such data. They will only process your personal data on our instructions and recipients are obliged to keep it confidential unless you specifically state otherwise.

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




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.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For financial purposes, the law requires us to keep basic information about our members (including contact, identity, financial and transaction data) for six years after they stop being members.

In some circumstances, we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.




Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at:


If you wish to exercise any of these rights please email us at 


You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we have the option of charging a reasonable fee if your request is clearly unfounded, repetitive or excessive or we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the personal data or to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you regarding a timescale.

If you are not happy with any aspects of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO) the UK supervisory authority for data protection issues ( We would be grateful if you could contact us first if you do have a complaint so that we can try our best to resolve it for you.