Film Permitting and Location Registrations Database - privacy notice

Calderdale Council of Town Hall, Crossley Street, Halifax, HX1 1UJ is registered with the Information Commissioners Office (ICO) under the provisions of the Data Protection Act 2018. We take our responsibility under the Act very seriously.

This notice explains how our Events and Filming service will process your personal information in order to:

• process your application to enter into a filming agreement with you;
• or in connection with our Locations Registration Database.

The type of information we will collect

This depends on the type of application:

Filming Applications/Agreements

• Name and address.
• Contact details (email and phone number).
• Emergency contact number for use during filming, if necessary.
• Location address.

Locations Registration

• Owner of location’s name, address and contact details
• Name and contact details of location representative if different from the owner

Why we collect and hold this information

Filming Applications/Agreements

• To process your application to request a permit. Also, if successful, to enter into a filming agreement at an agreed location.
• To ensure permission has been given by the Council to use Council land/resources for the filming.
• To enable communication and coordination between partners to help minimise any adverse impact. This includes exchanging risk assessments, filming schedules and other relevant information.
• To ensure the correct process is followed for approval of any road closures.
• For public liability insurance purposes and to indemnify the Council against any liability for damages or costs incurred.

Locations Registration

• To register a location on the Registration system. Also, to set up your account in order to manage the details of your location.
• To allow registered production companies and individuals to:
  • set up an account;
  • search the Database for suitable filming locations;
  • and make contact with owners/their representatives.

The lawful basis for the processing of your information

• Article 6(1)(b).
  • For the performance of a contract to which the data subject is party;
  • or in order to take steps at the request of the data subject prior to entering into a contract.
• Article 6(1)(e).
  • For the performance of a task carried out in the public interest;
  • or in the exercise of official authority vested in the controller.

Sharing your personal data

Where needed, it will be shared with:

• Openbrolly, the software providers of our Registration Database.
• Members of the event Safety Advisory Group (eSAG):
  • Calderdale Council services:
    • Parking;
    • Planning;
    • Highways;
    • Health and Safety;
    • Registration and Licencing;
    • Insurance.
  • West Yorkshire Police.
  • West Yorkshire Fire and Rescue Service.
  • Yorkshire Ambulance Service.
• West Yorkshire Combined Authority (WYCA).
• Environment Agency.
• Utilities companies.
• Screen Yorkshire.
• Others that may be directly affected by the filming.

We will never share your information with third parties without your consent, unless the law allows us to do so.

How long we will keep your information

Filming Applications/Agreements

• A maximum of 6 years and 4 months from the date the site is handed back after the completion of filming.

When we may keep your information longer

If we are informed of an incident or personal injury at an event during the retention period stated above.

Locations Registration Database

• 3 years after the last time it is accessed or used.

If it has been static and not used for the purpose of the council's business, it will be securely deleted.

Your rights

The GDPR gives these rights for individuals:

1. To be informed.
2. Access.
3. To rectification.
4. To erasure.
5. To restrict processing.
6. To data portability.
7. To object.
8. Also, rights in relation to automated decision making and profiling.

Please note: Not all rights are absolute and will only apply in certain circumstances.

For more information, please email: eventsandfilm@calderdale.gov.uk.

You can complain if you feel we have not handled your data in line with the law. To do this, please email our Data Protection Officer: information_management@calderdale.gov.uk.

You can also lodge a complaint with the ICO.