PRIVACY POLICY

February 2024

INTRODUCTION

Edinburgh International Film Festival (EIFF) is committed to protecting your privacy. We will only use the information that we collect about you lawfully (in accordance with the Data Protection Act (2018) (DPA) and the UK GDPR (as defined in the GDPR Act 2018).

We will be clear when we collect your data and will not do anything you would not reasonably expect.

Developing a better understanding of our customers and supporters through their personal data allows us to make better decisions about programming, fundraise more efficiently and, ultimately, helps us to achieve our mission to be a truly cutting-edge, world-class film festival.

EIFF manages the following websites:

www.edfilmfest.org

EIFF manages the following social media channels:

Facebook https://www.facebook.com/edfilmfest/

Twitter https://twitter.com/edfilmfest

Instagram https://www.instagram.com/edfilmfest/

YouTube https://www.youtube.com/user/EIFFtv 

DATA CONTROLLER

EIFF’s Data Controller is Paul Ridd, CEO and Festival Director at EIFF.

Contact: info@edfilmfest.org

CHANGES TO THIS POLICY

We may revise and update this Privacy Policy at any time and will indicate at the top of this page when this Privacy Policy was last revised. Please periodically review the Privacy Policy, as your continued use of this Site indicates your agreement with any changes that we make.

WHERE/HOW DO WE COLLECT YOUR INFORMATION

Ticketing system

You may give us your information in order to book tickets, sign up to a newsletter, make a donation or communicate with us.  When you book tickets via the site, we need to collect information about you to process the transaction and fulfil your order.  This information may include, but is not limited to, details such as your name, your address and your credit card details. We use the information to process any transactions you undertake with us and for internal administration and analysis.

Website 

Cookies

Cookies are small pieces of information that may be stored by your browser on your computer’s hard drive. They make it possible for us to provide our online ticketing service and track visitor statistics, such as returning visitors.

Cookies use information about your browsing in order to make advertising more relevant to you and your booking interests.

These Cookies are used to deliver adverts more relevant to you and your booking interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of our digital advertising campaigns. They are placed by third party advertising networks on our behalf and with EIFF’s permission. They remember that you have visited our website and this is shared with other organisations such as media owners.

For more information on cookies, please visit these pages on Google and cookie central. Please note that we are not responsible for information available on these websites.

Analytics

Cookies set by one of our websites to enable EIFF to analyse the website using Google Analytics.

On some of our sites we may also use the Advertising Features of Google Analytics to find out more about the demographics and interests of our visitors.

When you visit a website and see an advertisement a cookie is placed on your computer or device by, for example DoubleClick (Google’s Internet ad serving business) and then if you visit another site that has ads served by DoubleClick, the same cookie can be read and modified by DoubleClick.

By tracking what kind of sites you visit and how you interact with ads for different products and services, Google aims to build up a picture of who you are; your age, gender and interests. Using the Advertising Features of Google Analytics means we receive reports that tell us who Google thinks is visiting our site by age, gender and interests.

This information is anonymous and no Personally Identifiable Information is gathered from users.

We use this information to report to our funders and internally for us to better understand how visitors use our websites.

Social Media

Depending on your settings or the privacy policies for social media and messaging services like Instagram, Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

THIRD PARTIES

We work with a number of third parties to enable us to sell tickets, memberships and passes, to fundraise, and to analyse our sales and audiences. These include:

Filmchief – a cloud-based database that stores information on industry contacts and guests at EIFF

FilmFreeway – a cloud-based platform for filmmakers to submit their films to EIFF

AH & Co Accountants – an Edinburgh based accountancy firm responsible for managing EIFF finances

Google – a cloud-based platform featuring computing, productivity and collaboration tools

WHAT WILL WE DO WITH YOUR INFORMATION? 

  • Provide you with tickets, products or information you bought/asked for.
  • Administer your ticket sale or donation, including processing gift aid.
  • Keep a record of your relationship with us.
  • Ensure we know how you prefer to be contacted.
  • Understand how we can improve our services, products or information.
  • To contact you if there are any important changes to your booking. 
  • To tell you about changes in our services or new services, events and offers we think you’ll find of interest.
  • As a charity we’d like to send you occasional updates on our charitable work and we may invite you to support some of our projects.   
  • To analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you.   
  • Signing you up to mailing lists that you’ve opted in to.
  • Information about partnerships with, and events at, other venues/organisations.

KEEPING YOUR INFORMATION SAFE

We take every precaution to protect your information. To this end, all personally identifiable information stored by us is kept on a server in a secure environment. Only employees and approved contractors/developers we may appoint from time to time and who need the information to perform a specific job are granted access to personally identifiable information.

Regular security reviews are held by us to ensure that the site remains safe and secure for your protection.

RETAINING YOUR PERSONAL DATA

We will only retain your personal data as long as reasonably necessary to fulfil the purposes it was collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

REQUESTING THE INFORMATION WE HOLD

If you want to see what information we hold, withdraw consent, object to processing, request rectification/erasure, data portability or submit a Subject Access Request, please contact EIFF’s Data Controller. 

If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

TO LODGE A COMPLAINT

We aim to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. You may at any point contact the EIFF with any questions, concerns or complaints about EIFF’s processing of your Personal Data via the following: info@edfilmfest.org.   

We would appreciate the chance to deal with your concerns directly in the first instance however if you want to make a complaint about the way we have processed your personal information, you are also entitled to contact the ICO: http://www.ico.org.uk/concerns

LEGAL BASIS FOR COLLECTING AND PROCESSING YOUR INFORMATION

We collect and process your data using one of the following legal bases:

Contractual – by purchasing a ticket, a pass or a membership you are entering into a contract with EIFF. 

Legitimate interest – by purchasing a ticket or pass you are entering into a contract with EIFF and we require access to your information in order to fulfil your purchase

Legal Obligation – in order to comply with our legal obligations

Consent – you may opt in to receiving communications from EIFF

LINKS TO OTHER WEBSITES

This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

INFORMATION STORED OR HANDLED OUTSIDE EEA (European Economic Area)

EIFF works with Third Parties from outside the EEA, which means your information will at times be sitting on servers outside this area or they can access your information from these areas. We have appropriate contracts in place with these organisations to ensure your information is stored securely and used appropriately. These Third Parties are:

Filmchief – the company that developed our Festival Management Platform database.

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