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Privacy Policy – London Latino Film Festival (LoLaFF)

Last updated: 11 November 2025

London Latino Film Festival CIC (“LoLaFF”, “we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard the personal information of filmmakers, submitters, attendees, partners, website visitors, and any individuals who interact with our festival.

This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and all applicable UK data protection laws.

1. Data Controller

London Latino Film Festival CIC
Email: info@londonlatinofilmfestival.org.uk

We act as the Data Controller for the personal information you provide directly to us or through third-party submission platforms.

2. Information We Collect

We collect and process the following categories of data:

A. Film Submission & Project Data

 

    • Film title, synopsis, runtime, genre

    • Country of origin and filming location

    • Language, format, screening requirements

    • Production photos, stills, trailers, posters

    • Director, writer, and cast biographies

    • Social media links, website, press kits

    • Festival history and awards

B. Filmmaker / Submitter Information

 

    • Full name

    • Email address

    • Phone number

    • Postal address

    • Date of birth

    • Gender (optional)

    • Country of residence

    • Organisation or production company details

C. Website and Communication Data

 

    • IP address and device information

    • Cookies and analytics (see Section 10)

    • Newsletter sign-up details

    • Contact form submissions

D. Event Participation Data

 

    • Ticket purchases or RSVPs

    • Accessibility needs you choose to disclose

    • Photos or video recorded at festival events (see Section 3)

We do not intentionally collect data from minors under 16 unless required for youth-related categories and with parental consent.

3. How We Use Your Information

We process your data for the following lawful purposes under UK GDPR Article 6:

A. Contractual Necessity (Article 6(1)(b))

To manage your film submission, including:

 

    • assessing eligibility

    • communicating selection decisions

    • arranging screenings

    • scheduling interviews or panels

    • issuing accreditation or passes

B. Legitimate Interests (Article 6(1)(f))

For purposes such as:

 

    • festival administration

    • analytics and statistics

    • promotion of screenings, nominees, and awards

    • recording festival events (photography and video)

    • protecting festival security and preventing misuse

C. Legal Obligations (Article 6(1)(c))

To comply with:

 

    • financial reporting

    • event and venue health/safety standards

    • regulatory or governmental requests

D. Consent (Article 6(1)(a))

When you:

 

    • subscribe to our newsletter

    • allow us to use press materials for promotion

    • consent to cookies or analytics tracking

You may withdraw consent at any time.

4. How We Share Your Data

We never sell or rent your personal information.

We may share data only when necessary with trusted third parties, including:

 

    • Film submission platforms (e.g., FilmFreeway)

    • Screening venues and technical teams

    • Jury members and programming coordinators

    • Marketing and PR service providers

    • Website and IT infrastructure providers

    • Legal, financial, and compliance advisors

All third parties operate under strict confidentiality and data-processing agreements.

We may disclose information if legally required by:

 

    • court order

    • law enforcement

    • regulatory authorities

5. International Data Transfers

If personal data is transferred outside the UK, we ensure adequate protection through:

 

    • UK International Data Transfer Agreements (IDTA)

    • UK-approved Standard Contractual Clauses (SCCs)

    • Adequacy decisions provided by the UK government

6. Data Retention

We retain your personal data only for as long as necessary:

 

    • Submission & film materials: up to 7 years for archive, legal, and operational purposes

    • Marketing consent data: until you unsubscribe

    • Financial and contractual records: as required by UK law (typically 6 years)

    • Event photography/video: for festival archival and promotional use unless you request removal (if applicable)

We delete or anonymize data when no longer required.

7. Data Security

We implement appropriate technical and organisational measures including:

 

    • encrypted storage

    • secure servers and firewalls

    • restricted access on a need-to-know basis

    • regular security assessments

    • password-protected systems and multi-factor authentication

No method of data transmission is 100% secure, but we follow industry best practices to protect your data.

8. Your Rights Under UK GDPR

You have the following rights:

 

    • Right to access – request a copy of your data

    • Right to rectification – correct inaccurate information

    • Right to erasure – request deletion where legally possible

    • Right to restrict processing

    • Right to object to processing (including marketing)

    • Right to data portability

    • Right not to be subject to automated decision-making

To exercise your rights, email: info@londonlatinofilmfestival.org.uk

We may require identity verification for security purposes.

9. Children’s Privacy

We do not knowingly collect personal data from children under 16 without parental/guardian consent. If such data is discovered, we will delete it promptly.

10. Cookies & Website Tracking

Our website uses cookies to:

 

    • improve user experience

    • measure website performance

    • remember preferences

    • analyse traffic through tools like Google Analytics

You can manage or disable cookies through your browser settings.

A separate Cookie Policy can be provided if you need one.

11. Photography & Filming at Events

By attending LoLaFF screenings or events, you may be photographed or recorded for:

 

    • festival documentation

    • press and media

    • promotional materials

    • social media content

If you prefer not to appear in such content, please inform staff onsite and we will accommodate where possible.

12. Links to Third-Party Sites

Our website and communications may contain links to external sites. We are not responsible for their privacy practices or content.

13. Changes to This Privacy Policy

We may update this policy occasionally to reflect legal requirements or festival operations. Updates will be posted on our website with the revised date.

14. Contact Us

For questions, concerns, or privacy requests:

London Latino Film Festival CIC
Email: info@londonlatinofilmfestival.org.uk