Kent Film Office - work experience privacy notice
Changes have been made to data protection laws which came into effect on Friday 25 May 2018. We have updated and improved our privacy policy to give you greater protection and clarity about the way we use your data. This notice explains what personal information we hold about you, how we collect it, how we use it and how we might share information about you.
Who we are
Kent County Council (KCC) 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 in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.
The Kent Film Office was established in 2006 as an economic development initiative by Kent County Council. It generates inward investment into the Kent economy from the film and broadcast industries while ensuring that any filming activity taking place in the county is lawful and considerate of Kent’s residents and businesses.
Kent Film Office’s mission is to maximise inward investment from filming activity for a minimum of disruption to residents and businesses.
Primarily, the Kent Film Office offers a first class Film Commissioning Service to the film and broadcast industries.
Personal information we collect and use
Information collected by us
You have applied to Kent Film Office and requested to be notified of any work experience, training and/or work opportunities on visiting productions. To qualify for this scheme, you will provide us with the following information:
- Name, telephone number and email address
- Statement that you are over 18
- Kent postal address
- Confirmation that you are legally allowed to work in the UK
- CV
This information is kept on a database which is accessible only to staff working at Kent Film Office via personal logins.
How we use your personal information
We use your personal information to:
- inform you of any offers of work experience, training and/or work opportunities on visiting productions
- request feedback from you when work experience, training and /or work has been completed to evaluate the scheme
- contact you once every year to give you the opportunity to update your information.
Reasons we can collect and use your personal information
We rely on consent as the lawful basis on which we collect and use your personal data.
The provision of contact details is required from you to enable us to keep you informed of work experience opportunities on visiting productions.
You may withdraw your consent at any time by writing to Kent Film office on filmoffice@kent.gov.uk. If you do withdraw your consent no further personal information will be collected and the existing personal information shall only be retained in accordance with KCC’s data protection policy. If you do withdraw your consent we will no longer be able to you of any offers of work experience, training and/or work opportunities on visiting productions.
Who we share your personal information with
We share your personal information with visiting productions when you apply for any of their offers.
We may share personal information with law enforcement or other authorities if required to do so by applicable law.
Where and for how long your personal data will be kept
Your information is kept on a database which is accessible only to staff working at Kent Film Office via personal logins. Staff will process your information in an authorised manner and are subject to a duty of confidentiality.
Once a project is completed, we archive and store all submitted information and correspondence relating to your application or placement with the project. For audit and legal purposes related to VAT transactions, HMRC requires us to keep project information for ten years plus current, after which all personal data will be deleted.
You can request to see what data we hold for you at any time. We will then supply this in an electronic form to you.
You can notify us at any time that you wish to exit the scheme. We will then delete any of your personal data not required by audit or legal duties.
We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Your rights
Under the GDPR you have rights which you can exercise free of charge that allow you to:
- Withdraw your consent at any time
- Know what we are doing with your information and why we are doing it
- Ask to see what information we hold about you
- Ask us to correct any mistakes in the information we hold about you
- Object to direct marketing
- Make a complaint to the Information Commissioner's' Office
Depending on our reason for using your information you may also be entitled to:
- Ask us to delete information we hold about you
- Have your information transferred electronically to yourself or to another organisation
- Object to decisions being made that significantly affect you
- Object to how we are using your information
- Stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to you.
Keeping your 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.
Who to contact
Please contact the Information Resilience and Transparency Team at data.protection@kent.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
You can contact our Data Protection Officer, Benjamin Watts, at dpo@kent.gov.uk or by writing to the Data Protection Officer, Sessions House, Maidstone, Kent ME14 1XQ.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals’ rights under the General Data Protection Regulation.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at 03031 231113.