Filming privacy notice

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint.

Who we are

For the purposes of issuing a filming permit, the Communications Department of Dorset Council collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us

In the course of applying for a filming permit it is necessary that we collect the following personal information from you:

• your name, telephone number, e-mail address, address and organisation
• payment details

How we use your personal information

We use your personal information, in the manners specified below, in order to ensure that we are able to deliver the highest quality service to you:

• to assess granting a filming permit to film on council owned land/assets including processing payment
• to contact you/your organisation should any issues/problems arise from your activity during filming and to help protect the council (especially with regards to insurance, health and safety implications and risk identification and mitigation)
• marketing and promotion of council assets (as appropriate) as filming locations and wider links with other corporate objectives such as encouraging tourism and making the most use of our assets for the taxpayer

Who we share your personal information with

In order to exercise the above activities in an efficient way, we may share your information with internal council teams relating to the processing of your request.

In addition, we may share your information with our tourism team to help promote Dorset as an area for filming and tourism purposes.

This data sharing enables us to ensure the best service is delivered.

We do not anticipate that our data-transferring arrangements will involve a transfer outside of the European Economic Area (EEA).

On occasion we may be required to share personal information with law enforcement or other authorities if required by applicable law. Where this occurs we will attempt to ensure that appropriate safeguards are in place.

We will not share your personal information with any other third party.

Whether information has to be provided by you, and if so why

The provision of personal data (as set out above) is required from you to enable us to assess your request to be granted a filming permit.  We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

Failure to provide the required information may result in a refusal to grant you/your organisation a filming permit.

How long your personal information will be kept

We will hold the personal data provided by you in accordance with the partnership’s retention policy.  This is currently six years except where legitimate business need prohibits this eg if an incident occurred.

The main exception will be if an incident occurred during filming involving a child or young person under the age of 18 years.  Then data may be held until the child or young person has reached adulthood.

Reasons for collecting and using your personal information

We rely on the following as the lawful basis on which we collect and use your personal data:

• specific and informed consent of the data subject
• processing is necessary for the performance of a contract, or at the data subject’s request when taking steps prior to entering into a contract
• the processing is necessary for compliance with a legal obligation
• the processing is necessary in order to protect the vital interests of the data subject or another person
• the processing is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority vested in the controller
• the processing is necessary for the purposes of the legitimate interests pursued by the controller, or by a third party, except where those rights are overridden by the rights of the data subject

Your rights

Under the General Data Protection Regulation you have a number of important rights that may be exercised free of charge.  In summary, those include rights to:

• fair processing of information and transparency over how we use your personal information
• access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal information concerning you in certain situations
• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal information concerning you for direct marketing
• object in certain other situations to our continued processing of your personal information
• otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights you can visit the Information Commissioner’s Office.

If you would like to exercise any of those rights, please contact our Data Protection Officer

In order that we can comply with such a request as soon as possible, it would be useful if you could provide the following information within your initial request:

• enough information to identify you (e.g. reference, account number, user name, registration details)
• proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)
• the information to which your request relates

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach.  We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority.  The supervisory authority in the UK is the Information Commissioner.

Changes to this privacy notice

This privacy notice was published on 1 April 2019. There are no amendments since publication.  When amendments are made to this page we will update this section.  We recommend that you review this section from time to time so that you are aware of the latest version of this notice.

How to contact us

Please contact our Data Protection Officer if you have any questions about this privacy notice or the information we hold about you.

You need extra help

Contact our Data Protection Officer if you'd like this notice in another format, for example: audio, large print or braille.