The Documentary Channel Limited Privacy and Data Security Policy
Our policy and practice regarding data privacy, cookies and advertising identifiers. How and why we collect, process, use and store your personal information. Why and how we record and analyse some of your behaviours when you visit our site.
1.0 Definitions 1.1 Data Controller – An individual or an organisation which determines the purposes for which, and how any personal data held by the individual or organisation are to be processed and used.
1.2 Personal Data - data which relate to a living individual who can be identified: (a) from those data or (b) from those data combined with other information, which is in the possession of or is likely to come into the possession of the data controller.
1.3 Data Processor – An individual or an organisation that processes personal data on behalf of the Data Controller
1.4 Data Processing – Any action involving personal data executed by an individual or organisation including, but not limited to, collection, recording, organisation, storage, adaption, factoring, transfer or disclosure of personal information
1.5 Data Protection Officer – an individual who: a) is responsible for ensuring that an organisation has a clearly articulated and easily accessible data privacy policy b) is responsible for ensuring that the data privacy policy is understood through-out the organisation c) enforces and monitors internal compliance d) is the first point of contact in the organisation for the Information Commissioners Office and e) is the first point of contact in the organisation for those individuals whose data is held and used by the organisation.
2.0 Your legal rights regarding your personal information
2.1 Your personal information is your data and your right to be in control of it is enshrined in law. You can find out about your data privacy rights, ask questions and make complaints through UK’s Supervisory Authority for Data – the Information Commissioners Office – https://ico.org.uk
2.2 To change how we contact you or process your personal information including if you would like to be removed from our database email info@thedocumentarychannel.org
2.3 Where you have an account with us, you can access it online and amend the data we hold and the marketing you wish to receive. (???????)
2.4 You can ask us to provide you with all the information that we hold about you, explain how we use it and why. Contact info@thedocumentarychannel.org
2.5 If the data we hold for you is incorrect or has changed you can ask for it to be updated
2.6 You can object to your data being processed at all or in a specific way.
2.7 You can ask for your data to be deleted, the so called right to be forgotten
2.8 You can ask for a digital copy of your data to be sent to you.
2.9 Requests for information and changes or to make complaints regarding the handling of your data by TDC should be addressed to info@thedocumentarychannel.org
**3.0 The Documentary Channel **
3.1 The Documentary Channel also known as TDC is a limited company registered in England. British law is the applicable law for the purposes of these policies.
3.2 The Documentary Channel has four affiliated brands, see below, with which TDC offers co-branded services and engages in joint marketing: a) The Cinque Ports International Documentary Film Festival – https://cinqueportsfilmfestival.com b) The Parc de Forets Documentary Film Festival – https://parcdeforets.com c) DOCSdotNEWS – https://docsdotnews.com d) The Documentary Filmmakers Cookbook
3.3 The Documentary Channel uses administrative, physical, managerial and technical measures to safeguard your personal information against loss, theft and unauthorised use.
3.4 For the purposes of this policy and our security measures TDC and the four affiliate brands should be considered a single entity.
4.0 Our commitment
4.1 The Documentary Channel and its affiliates – hereafter TDC - are committed to respecting and protecting your personal information. This policy applies to all TDC activities, services, products and platforms.
5.0 Data Controller & Data Protection Officer
The Documentary Channel is the Data Controller and Joseph Tibbetts is our Data Protection Officer. Both may be contacted at info@thedocumentarychannel.org
6.0 What we are allowed to do We are permitted by law to collect and process your data for the following purposes:
6.1 acquiring your agreement for us to process personal data for a precise purpose. ( You can withdraw consent for the storage and processing of your data at any time info@thedocumentarychannel.org )
6.2 where we have a legitimate interest that isn’t overridden by your fundamental rights and freedoms for example where we wish to inform you about something we think you’d be happy for us to tell you about and/or when you have actively shown an interest in our activities or services
6.3 fulfilment of a contract such as your subscription to TDC Player or attending a ticketed event.
6.4 where we have to use data as required by the law
6.5 for vital interests for example protecting your health and personal safety or the health and personal safety of others.
7.0 Why we collect and process your personal information We may use your personal data for the following purposes:
7.1 contacting you,
7.2 providing you with customer services when you visit, make use of or access any TDC premises, services or platforms,
7.3 to administer any of your accounts, subscriptions, applications, contracts, enquiries or complaints,
7.4 to process and fulfil payments for tickets, products, donations subscriptions, memberships, services,
7.5 providing you with information about things we think may interest you,
7.6 to better understand you, our members, subscribers, audiences, suppliers and customers and so improve our services to you.
8.0 How and when do we collect and process your personal information
8.1 We may collect and process your salutation and name, billing and delivery address, postcode, email address, phone number(s), gender, date of birth, occupation, job title, company/organisation name, social media addresses, payment card information, school, college or university course details when you:
8.1.1 set up a TDC subscription/film rental account,
8.1.2 buy tickets or other services from a TDC affiliated co-marketing brands,
8.1.3 fill in a form,
8.1.4 respond to a survey,
8.1.5 complete an application form,
8.1.6 correspond with us by phone, email or in writing
8.2 We may collect and process the following information automatically: Device IDs, IP addresses and other unique identifiers, your activity on our services and platforms such as title selections and browsing history, advertising identifiers, such as those on mobile devices, tablets and streaming media devices and information collected by cookies (see our cookies and internet advertising policy below)
8.3 We may collect and process information about you from other sources including:
8.3.1 location information based on your IP address from service providers,
8.3.2 information as noted herein from our affiliate brands that make our services available on their platforms or with which we offer co-branded services or engage in joint marketing,
8.3.3 publicly available information from sites such as Companies House and from Social Media platforms.
8.4 Third parties may collect information about you when using our websites and platforms. This can be controlled by adjusting the settings in your internet browsers. You can find out more about adjusting your browser settings on the Information Commissioner’s Office website at https://ico.org.uk
9.0 We do not:
9.1 collect or process information about racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union or political party membership, genetic information, biometric information for uniquely identifying a person, information concerning health, or information concerning a person’s sex life or sexual orientation. We may, however, offer you the opportunity to tell us about any health condition, dietary requirements, or other personal or special requirements before attending one of our events. If you choose to supply this information we will only use it for the specific event and not for any other purpose.
9.2 share or sell your personal data with third parties unless we have a legal basis for doing so, such as with your consent or the fulfilment of a contract.
10. Transfer of your data outside of the European Economic Area (EEA)
10.1 Where we transfer personal information outside of the EEA for processing this is carried out in accordance with all applicable laws and with third parties we know and trust.
11.0 Data retention policies and duration We only keep your personal information for as long as is necessary for the purposes for which it was collected. This depends on the personal information and the purpose for which it is processed. If, for example, you ask us to stop sending direct marketing communications to you, we will necessarily keep the minimum amount of information (name and email address) to ensure we respect your request not to be contacted.
12.0 Our Policy on Cookies and Advertising Identifiers
12.1 Cookies are small data files stored on your device when you visit a website or use an online service. Cookies help websites work, for example
12.1.1 they smooth and speed up your user journey when you visit a site you have previously visited.
12.1.2 they allow the website engineers to analyse the visitor’s site-usage allowing them to understand better what is working and what needs improvement or fixing,
12.1.3 they assist the website owners to analyse visitor-behaviour and this is helpful in marketing. Our policy - TDC uses cookies for all of the above reasons. Some types of cookies are essential and unavoidable. Others are helpful but not essential. You have the opportunity, when visiting our site, to choose which, if any, of the non-essential cookies you will allow.
12.2 Advertising identifiers are similar to cookies – data files stored on a device - and are found on some streaming media devices and most mobile devices including tablets. Apple places an “Apple Identifier for Advertisers” on Apple iOS devices and Google do the same with the “Google Advertising ID” on Android devices. Advertisers can use the advertising identifiers to identify and analyse who is looking at what advertisement, for how long etc and so make their advertising more relevant to the viewer. TDC uses advertising identifiers to better understand our viewers and their interests and so be able to tailor advertising to make it more relevant to the viewer.
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We will update these policies from time to time in response to changes to legal or regulatory requirements, changes in our activities, services or platforms and, inevitably, changes in technology.
Last updated 01.01.2023 Joe Tibbetts TDC Data Protection Officer