The London Borough of Barking and Dagenham (the ‘Council’) is committed to ensuring that your personal information is protected, used lawfully and respectfully and in a transparent manner.

Who are we?

The Film Barking and Dagenham Service (“we” or “us”) is part of the London Borough of Barking and Dagenham and our role is to support and facilitate filming within Barking and Dagenham, as well as provide film related opportunities and training to the local area.

The Council is a registered data controller with the Information Commissioner’s Office (ICO), registration number Z7517364.

This privacy notice informs you about what we do with your information when you are in contact with Film Barking and Dagenham, whose service provides a one-stop-shop for facilitating and supporting film production activity within the borough and nearby areas. 

How we collect your personal information 

Film Barking and Dagenham: - We may collect, use, store and transfer different kinds of personal data about you. We collect and process personal data about you when you: 

• contact us via e-mail, telephone, post, through social media or through our Film Barking and Dagenham website;
• book and/or attend one of our networking events; 
• register or become listed on our directories;
• make a payment of any applicable registration fees; 
• make a donation to us via our website;
• provide your information to us at an event (such as trade fairs); 
• send through CVs for us to review and process
• submit an enquiry to us; and
• sign up to our newsletter.

Crew and Facilities Database – The “Crew Database” hosted by OpenBrolly and operated by Film Barking and Dagenham. The database is an online platform for film and tv crew professional, new entrants and film production companies, which allow users to seek and offer employment and opportunities within the local film Sector. The database will be hosted on the Film Barking & Dagenham website. Users will have to register and have their accounts verified before use.

As part of Film Barking and Dagenham delivering the Crew and Facilities Service, your Data (including uploaded contact details) will be publicly available to anyone using the database. While the service is intended for the production industry only, we cannot give any guarantee as to who will access your Data as the service is publicly accessible.

Filming Applications – The “Film App” system is hosted by Apply4 and operated by Film Barking and Dagenham. The web-based application is for Film and TV Productions to apply for a licence and be permitted to film within Barking and Dagenham. Film Barking and Dagenham are the Data Controllers and Apply4 are the Data Processors.

How we use your personal information

In order to provide you with the Council has to process certain personal information. The processing of your information includes the collection, use, sharing (if appropriate), retention and destruction of your information.

Film Barking and Dagenham 

When you opt in to receive the Film Barking and Dagenham newsletter or complete any surveys or questionnaires linked to Film Barking and Dagenham, we collect the following information:

• Your first name and surname
• Your email address
• Address
• Phone number
• Details about you e.g. relevant experience and interests 
• Special requirements to accommodate your needs e.g. dietary or accessibility requirements for training and events. 

Crew and Facilities Database

The database will collect personal information such as Name, Address, Email, Phone Numbers, Business Details and include an option to upload a CV and links to previous roles / portfolios. Film Barking and Dagenham will be the Data Controllers and Openbrolly are the Data Processors.

Filming Applications and enquiries

We will collect personal information such as name, Address, Email, Phone, Business Details, Risk assessments, Relevant Crew Details, Production Intentions, Production Title and Business Account Information for payment processing purposes. Film Barking and Dagenham will collect this information via “Film App” or directly from the Film Production Company.

What we do with your information: 

• The contact details you have registered as a crew, facilities or production company will be made available to production companies and individuals who have registered through www.filmbarkinganddagenham.com to search the Crew Database. While the service is intended for the production industry only, we cannot give any guarantee as to who will access your Data as the service is publicly accessible
• Send invitations to our events, co-hosted events or any regional or national events that we feel are suitable and/or of interest to entities who have provided information to the Database or registered with us.
• Process your information and consult with external organisations or businesses such examples include Neighbouring Councils, Residents Location/ Scouts/Managers, Production Companies, Film London, Met Police Film Unit, Studio, Facilities, Legal Teams, Agencies, Accountants and all those involved with the nature of your enquiry/filming,
• We will occasionally report, promote and monitor Production Activity in the area, which will include things like, local economic spend, filming days, locations used, genre of production and title. 
• From time to time, we may use generalised statistical data for reporting purposes to external agencies – for example, a regional breakdown of crew in terms of gender, location, age, etc. We may also commission research for the purposes of strategic development.  Information processed for these purposes will be anonymised.  This means that no one will be able to identify you from the anonymised data. 
• We may also process your data for the prevention or detection of fraud/crime , where legally required to do so. 

Lawful basis for processing your personal information

The Council has to have a lawful reason to process your information.  As such the Council will process your application as follows: 

Article 6.1 [A,B,C,D,E, or F] [appropriate basis for processing Film Barking and Dagenham Website]	A – Consent.
Article 6.1 (f) [Legitimate Interest	F – Legitimate Interest.
article 9.2(a) explicit consent	Special categories data

Protecting your personal information

The Council endeavours to ensure that the services we provide comply with all data protection legislation, for example, the General Data Protection Regulations (GDPR), and the Data Protection Act 2018 (DPA 2018). 

The Council has appropriate security and controls in place to prevent data loss, for example, hacking attempts, however, we cannot guarantee that the personal information you submit will not be intercepted.

Sharing your personal information

The Council will not share your information with any third parties for the purposes of direct marketing, however our website may include links to third-party websites, plug-ins and applications, such as links to production services, studio space, facilities, locations etc. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

We will not share the Sensitive Personal Data which you provide to us with any third parties unless you have provided us with your explicit consent to do so. 

Film Barking and Dagenham 

Sometimes, in order to process your enquiry or application, we need to share the information that you give us; either with external organisations or businesses such examples include Neighbouring Councils, Location/ Scouts/Managers, Production Companies, Film London, Met Police Film Unit, Studio, Facilities, Legal Teams, Agencies, Accountants and all those involved with the nature of your enquiry. A few examples of how and why we share your data are: 

• If you are making a filming enquiry that wishes to make use of services within Barking and Dagenham, we may need to ensure that they are aware of your interest and/or allow them to communicate with you directly in order that the request can be processed efficiently 

• If your request cannot be accommodated within Film Barking and Dagenham’s Locations, we may refer you to other wider databases held by Film London, for example, or other relevant agencies in order that alternatives can be identified.

• If we are processing a three-way contract licence with a property land owner and production company. 

Marketing 

• We will only contact you by e-mail for marketing purposes if you have given us your opt-in consent to do so. Please note that we will continue contacting you about information that is connected to the contract that you have with us, including a networking event that you have booked. We will also continue to contact you to provide you with our newsletter if you have previously requested to receive it.

 • If you no longer wish to receive any marketing emails from us, you can let us know by clicking the “unsubscribe” button in the relevant e-mail.

Film Barking & Dagenham uses Mailchimp, a newsletter distribution platform, to provide you with the Film Barking and Dagenham newsletter.  

Mailchimp’s headquarters and servers are in the United States. This means that the data you have shared with us in order to receive the Film Barking and Dagenahm newsletter (eg your name and email address) may be processed in the United States. Mailchimp has appropriate safeguards for the transferring of your data. To learn more about how Mailchimp process your data, please click here.

Crew and Supplier Database 

Personal information for registered crew, facilities and production companies will be made available to production companies and individuals who have accessed freely through www.filmbarkinganddagenham.com to search the Database. We reserve the right to verify such companies or individuals before their ability to be added to the website is approved.

Film Applications

For all filming applications made to us by production companies through the “Film App” system, Apply4 is a data processor, and we are the data controller. Full information as to how Apply 4 processes your data can be found in their Privacy Policy

How long do we keep your personal information for

Film Barking and Dagenham website: 

Film Barking & Dagenham will only use your personal information for as long as you subscribe to our newsletter.

Crew and Facilities Database 

We aim to contact each Data Subject after 2 years  to enquire if data held is up to date and correct and if they wish to remain using the service. If you no longer wish to be featured on the database, we will delete all data we hold. 

Film Applications

Production data will be stored for up to 5 years on the web-based “Film App” and stored with the Council. If you wish for your data to be deleted, please inform us film@lbbd.gov.uk 

Cookies

To learn more about cookies, please visit https://www.lbbd.gov.uk/general-privacy-notice

Your Individual Rights

Withdraw consent from the Film Barking and Dagenham Website:

If you no longer wish to receive the Film Barking & Dagenham newsletter, you can click on the ‘Unsubscribe’ button at the bottom of any edition of the newsletter, and you will no longer receive the emails. You can also email us at film@lbbd.gov.uk 

Crew and Supplier Database and Film Applications (Film App)

If you wish to remove your details from the Database or web based applications you can do so at any time by contacting Film Barking and Dagenham in writing via film@lbbd.gov.uk 

To learn more about your Individual Rights, or how to raise a concern, please go to our General Privacy Notice

Changes to this privacy notice

This privacy notice was last reviewed on 31/10/23