East Anglian Film Archive Privacy Notice

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The East Anglian Film Archive is owned and operated by the University of East Anglia and is the regional film archive for the East of England.

The collection comprises film and videotape, paper documentation, memorabilia and other media. These will be referred to as donated media (except where there is specific reference to film only). All the material held is intended to be for educational, cultural and commercial use. 

Although much of the collection has been deposited by ITV Anglia Television and the BBC, we also receive material deposited by individuals and families. 

This notice explains how the East Anglian Film Archive will use your personal data when you deposit donated media to the archive, wish to access and view donated media held in the archive, or engage with us in any other way.

WHO THIS NOTICE APPLIES TO

 

This notice is for: 

  • any person who donates media to the archive 

  • any person who wishes to use, is using, or has used the services available from the Archive whether through our website, by email, by phone, or in person 

  • any person who takes part in our annual filmmaking competition 

  • any person who applies for internship, placement including work experience or volunteer opportunity 

  • any person whose data is published in the information about specific projects 

THE PERSONAL DATA WE USE, AND WHY

 

The table below lists the type of data we process and the purposes:

Activity Information Purpose

If you donate media to the East Anglian Film Archive we will keep your personal data in our database

  • Name, contact details (address, email address)

•    To identify you as the owner of the donated media
•    To name the collection of your donated media for referencing
•    To provide evidence of your copyright ownership
•    To name any collection of donated media with your family name as part of its referencing

If you request the use of donated media this will be by grant of licence from EAFA, either on behalf of yourself or your organisation

  •  Name

  • Contact details – address, email address 

  •  Your organisation’s details 

  • Information about fee paid where charged

•    To manage requests from third parties for use of donated media
•    To enable us to create a licence agreement where appropriate and lawful to do so, for use of donated media
•    To collect any fee applicable for the use of donated media 

Licensed parties – students staff, businesses and solo operators/sole traders

•    Name
•    Contact details – email

•    To evidence the licence

If you submit a film to the annual Mash-Up filmmaking competition for under-18s

•    Name
•    Contact details – address, email address
•    Date of birth
•    Name of your parent or guardian
•    Contact details of your parent or guardian
Winner and runner up only:
•    Bank details

•    To confirm you are eligible by age to enter the competition 
•    To contact you about future competitions, with your consent
•    To allow us to accession (accept) your film into the archive should we wish to do this

Winner and runner up only:

•    To allow us to send your cash prize

If you apply for an internship (over 18) 

If you apply for a placement including work experience (under 18) 

If you apply for a volunteer opportunity

18 and over
•    Name
•    Contact details – address, email address 
•    Date of birth
•    Gender

Under-18s – data listed above PLUS:
•    Name of your parent or guardian
•    Contact details of your parent or guardian

•    To monitor any training attendance and completion
•    To prepare statistical reports on gender and equality of opportunity for our funders
•    To meet health and safety requirements

If you are captured in any donated media donated to the Archive

•    Your image and visual identifying characteristics on film or videotape
•    Any references to you in papers or documents

As part of the archive’s collection which is available to view online at www.eafa.org.uk and within the collections management system, films will show the identity and characteristics of individuals captured. 

If you are referred to or named in information about a specific project which is published on the EAFA website 

  • Your name 

  • Your job title or role (if relevant) 


To tell website visitors about the work of the specific project and the people involved 

LEGAL BASIS FOR USING YOUR DATA

 

The lawful basis we are relying on to process your personal data as described above is article 6(1)(f) of the UK GDPR, which allows us to process personal data when this is necessary for the purposes of the legitimate interests pursued by the University. 

We will aim to complete a Legitimate Interests Assessment for this activity as soon as time allows. If you would like to see this document, contact dataprotection@uea.ac.uk 

When you donate media our legal basis for processing your data is listed in Article 6(1)(a) of the UK GDPR because you have given us your consent to process your data in this way. You can withdraw your consent at any time.  

Where data about your ethnicity is shown as part of the film deposited, our processing will be based on Article 9(2)(j) of the UK GDPR, which relates to archiving, research and statistics purposes, and Schedule 1, Part 1(4) of the Data Protection Act 2018 (DPA 2018), which relates to Research. 

During your internship, work experience placement or volunteering, our legal basis for processing your data is listed in Article 6(1)(a) of the UK GDPR because you have given us your consent to process your data in this way. Our processing of information about your gender will be based on Article 9(2)(a) of the UK GDPR, which relates to your explicit consent to the processing. You can withdraw your consent at any time. 

If you choose not to provide us with the data that we require for this purpose we will not be able to process your application for internship, work experience placement or volunteer opportunity.  

When we publish information about specific projects and the people involved, our legal basis for processing your data is listed in Article 6(1)(a) of the UK GDPR because you have given us your consent to process your data in this way. We will not identify you if you choose not to give your consent. You can withdraw your consent at any time. 

WHERE OUR INFORMATION COMES FROM

 

The personal data we process will come directly from you, for example, through the completion of a donor form or a film competition entry form. 

If you are under 18 some of this data may come from your parent or guardian.

If you are included in a donated film any your image data and any visible identifying characteristics will be collected from the donor of the film as a result of the film donation itself. We may also collect information if it is given to us by the donor at the time of donation, eg, names and other information of people included on film.

Information may also come from names held in a public archive record already in the public domain. For example we will sometimes seek to identify people in order to confirm or correct copyright information, or to identify participants in a film. We would do this by searching other publicly available records for information. Information about people captured on film may also come from a third party who identifies them and provides their name any other details about them.

SHARING YOUR INFORMATION

 

We publish films on our website and within our collections management system. Around 200 hours of material is publicly available online within the EAFA website and additional films can be accessed in the EAFA database/ collections management system. Third parties such as production companies and heritage organisations, and others, may be given copies of donated media for their own use, which may contain identifiable image data.

Your image data and any visible identifying characteristics will be available to anyone viewing films within the EAFA collection and it may be possible to identify individuals within films if they are already known to the viewer. Your family name may be used to name a collection donated to the archive as a reference, eg ‘The Smith Family collection’.

At all times the amount of information disclosed and the manner in which it is disclosed will be in accordance with the provisions and obligations of UK data protection law. 

DATA PROCESSORS

 

We use third party organisations, known as data processors, to provide certain services on our behalf. In order to deliver these services, these organisations may have access to some of the data described above where it would be relevant for them to do so, including data that has not been anonymised. We are required to have contracts in place with each of these data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

These data processors are primarily database and hosting providers. Examples include System Simulation Ltd (SSL) who provide a database for recording licensing and other activity related to donated media. You can read the contract terms and conditions on their website.  

We also use an additional data processor to oversee the link of our database to the website www.eafa.org.uk. We do not hold personal details on the website except for people’s identities that may be present as they appear in the films available. Film collections are however often identified via a family surname.

HOW LONG WE KEEP YOUR INFORMATION

 

We maintain records of your name and email address in line with our records retention schedules (a document that records what records we plan to keep and for how long). EAFA is specifically referred to in the University's Humanities (HUM) retention schedule. 

In order to provide evidence of ownership and copyright holders records such as donor forms will be kept in perpetuity or for the lifetime of the archive. Where the donated media is destroyed this will include the destruction of the related personal data. If the donated media is transferred to another archive the related personal data will also be transferred.

CONTACT

 

If you have any questions about this privacy notice please contact angela.graham@uea.ac.uk.

For any queries about our use of your personal data, contact dataprotection@uea.ac.uk.  Further details are in the link below.

YOUR RIGHTS, CONCERNS & COMPLAINTS, AND OTHER INFORMATION

 

We have published further data protection information here

CHANGES TO THIS PRIVACY NOTICE

 

This privacy notice was updated in June 2021. If we make any further changes to this notice we will update this webpage.