Data Protection and Privacy

The London Surf / Film Festival needs to gather and use certain information about individuals. These can include newsletter subscribers and other people the organisation has a relationship with or may need to contact.

Personal information means information which relates to a living individual who can be identified from that information such as names, e-mail addresses, personal home addresses, personal phone numbers and photograph, etc. (“Personal Information”).

This policy describes how this personal information must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.

LS/FF (“we”, “our”, “us”) is committed to protecting and respecting Personal Information. We will treat Personal Information securely.

We are the data controller for the purpose of the Data Protection Act 1998 and the General Data Protection Regulation (Regulation (EU) 2016/679) (“Data Protection Legislation”).

If you are unhappy with how we handle your Personal Information, you can notify the Information Commissioner’s Office (ICO) by calling their helpline on: 0303 123 1113.

Read a summary of our approach to Data Protection and how we collect, handle and store your data and view our Privacy Policy (below), or email us (HERE) if you have any questions, comments and requests regarding your Personal Information (including how to object to us processing your Personal Information).


 What is Data Protection?

The Data Protection Act 1998 describes how organisations — including London Surf / Film Festival — must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.The Data Protection Act is underpinned by eight important principles. These say that personal data must:

1. Be processed fairly and lawfully
2. Be obtained only for specific, lawful purposes
3. Be adequate, relevant and not excessive
4. Be accurate and kept up to date
5. Not be held for any longer than necessary
6. Processed in accordance with the rights of data subjects
7. Be protected in appropriate ways
8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection

 Sharing your data with LS/FF:

The following details the various ways that you can share your data with LS/FF and the personal data collected, the purpose(s) we use the data for and the legal basis for processing your data for the intended purpose(s). In some cases Legitimate Interest is used as the Legal Basis and if you would like to know more about how we came to this conclusion please contact: [email protected]

1.Our newsletter subscribers:

This section sets out the Personal Information we collect about our subscribers, the purpose(s) we use your Personal Information for and the legal basis for processing your data.


a) Your first and last name
b) Your Email address


a) We use your name so that we can address you personally when we get in contact. b) We use this to send you our communications regarding activities, news, events and opportunities


Positive Affirmation of Consent: by opting in and subscribing to our newsletter you are actively giving your consent for us to control and process your personal data in this way.

2. Submitting a Film to the Festival

This section sets out the Personal Information we collect about filmmakers who submit to the festival, the purpose(s) we use your Personal Information for and the legal basis for processing your data.


a) Your first and last name
b) Your email address
c) Your address


a) We use your name so that we can address you personally when we get in contact.
b) Your email address is used so the payment processor can send you receipt of your payments. If you have provided consent, your email address is also used to provide you with updates on our activities, events, news and products.
c) Your postal address is used in regards to returning hard drives and sending festival awards.


a) Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to use your contact information for the purpose outlined and that your fundamental rights are not harmed in doing so.
b) Positive Affirmation of Consent: Your contact information will be used for marketing purposes on the basis of your consent only.

Retention period

London Surf / Film Festival is committed to not retaining data longer than is necessary for our purposes, as described in this policy, unless we are required to keep your Personal Data to comply with the law and any regulatory requirements.

Deleting or anonymizing data which is no longer needed reduces the impact of potential data breaches. However, of course, this means that records of your previous interaction or support for London Surf / Film Festival may be no longer traceable back to you.


Data relating to your usage of LS/FF website is automatically stored in Google Analytics and is available for 24 months. After that period has passed, only aggregate information is available to LS/FF. This data helps us to optimise the website for all our users.


Contact data submitted to LS/FF for example through the Submissions Form, or the Sign Up for our Newsletter page will be retained for five years after your last interaction with LS/FF. After this period has elapsed and providing there have been no further interactions in the meantime, the data will be anonymized on a yearly basis.

When a record is anonymized, all personal data is removed so that the record cannot be linked to any individual.

Your Rights

Under the Data Protection Legislation you have certain rights in relation to your Personal Data:

  1. You have the right to access the Personal Information we hold about you by making a subject access request in accordance with the Data Protection Legislation. After 25 May 2018 we may charge a reasonable fee when a request is manifestly unfounded or excessive.
  2. You have the right to have your Personal Data rectified if it is inaccurate or incomplete.
  3. You have the right to have your Personal Information deleted in certain specific circumstances.
  4. You have the right to restrict the processing of your Personal Information in certain specific circumstances.
  5. You have the right to withdraw your consent at any time.

To use your rights, please contact: [email protected]


When you provide us with personal information you are sharing that information with us alone unless stated otherwise. We will only disclose personal information to successors in title to our business and suppliers we engage to process data on our behalf. We will not share your information with any other third parties, outside of those specified in this policy, unless you opt-in and authorise us to do so.

Other websites

Our website may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.