Effective Date: 15 September 2026
Website URL: www.dorkingfilmfestival.com
This Privacy Policy explains how we collect, use and protect your information when you visit our website and submit information through our online forms.
Note on Cookies: Our website does not use tracking cookies, analytics cookies, or advertising cookies. We only collect personal data that you directly provide to us through our online forms.
1. Data Controller Information
For the purposes of applicable data protection laws (including the EU/UK GDPR), the Data Controller responsible for your personal data is:
- Company Name: Dorking Film Festival
- Registered Address: Octagon House, 20 Hook Road, Epsom, Surrey, KT19 8TR
- Contact Email: info@dorkingfilmfestival.com
- Data Protection Contact: Data Protection Officer
2. Information We Collect and How We Use It
We limit our collection of personal data strictly to what is necessary to interact with you. We collect personal data exclusively through two forms on our website:
A. Contact Form
- Data Collected: Name, Email Address and Message details.
- Purpose: To respond to your inquiries, answer questions, provide support and manage communications resulting from your request.
- Lawful Basis for Processing: Legitimate Interest – We have a legitimate business interest in responding to incoming user inquiries and processing this data is necessary to communicate with you based on your request.
B. Mailing List / Newsletter Form
- Data Collected: Name and Email Address.
- Purpose: To send you our email newsletter, company updates, offers and marketing communications.
- Lawful Basis for Processing: Explicit Consent – We will only add you to our mailing list if you actively submit your details and opt in to receive these communications. You can withdraw your consent at any time by clicking the “Unsubscribe” link at the bottom of any email or by contacting us directly.
C. Film Submissions & Industry Inquiries
- Data Collected: Name, Email Address and Film Details / Message.
- Lawful Basis: Legitimate Interest – Submitting a film demonstrates a direct professional/creative interest in our organisation’s activities. We use your details to manage your submission and send relevant updates, festival announcements and creator communications related to our cause.
- Opt-Out: You are given the opportunity to opt out of marketing communications at the point of submission, and every email we send includes an immediate “Unsubscribe” link.
3. Cookies and Analytics
Cookies are small text files stored on your device when you browse websites. We use a minimal set of cookies to manage our site operations and understand basic web traffic.
A. Strictly Necessary Cookies (WordPress)
- Purpose: WordPress uses essential session cookies to manage site functionality (such as keeping authorised users logged in or remembering basic site preferences).
- Data Processed: Technical session IDs, user authentication state.
- Lawful Basis: Legitimate Interest / Technical Necessity. These cookies are required for the website to display correctly and do not collect personal tracking data.
4. Third-Party Service Providers (Data Processors)
We do not sell, rent, or trade your personal data to third parties. To deliver our services efficiently, we share your data only with trusted third-party service providers who act as Data Processors under strict confidentiality obligations:
- Website & Email Hosting Providers: To operate our site and manage incoming inquiry emails securely.
- Email Marketing Platform: (e.g., Mailchimp, ConvertKit, Brevo) To store subscriber details and send newsletter emails securely.
All third-party processors are vetted to ensure compliance with relevant data protection standards.
5. International Data Transfers
If any of our third-party service providers (such as email marketing platforms) process data outside the UK or European Economic Area (EEA), we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses or adequacy decisions) to protect your personal information to the standard required by law.
6. Data Retention Policy
We keep your personal data only for as long as necessary to fulfill the purposes for which it was collected:
- Contact Form Data: Retained for as long as needed to address and resolve your inquiry, plus a reasonable period thereafter to maintain records for potential follow-up questions, unless a legal obligation requires a longer retention period.
- Mailing List Data: Retained until you withdraw your consent (unsubscribe). Once unsubscribed, we safely delete or suppress your details to ensure no further marketing emails are sent.
7. Your Data Rights
Under applicable data protection laws, you have the following rights regarding your personal data:
- Right of Access: You can request a copy of the personal data we hold about you.
- Right to Rectification: You can request that we correct inaccurate or incomplete data.
- Right to Erasure (“Right to be Forgotten”): You can request that we delete your personal data, provided there is no legal requirement for us to keep it.
- Right to Withdraw Consent: Where processing is based on consent (our mailing list), you may withdraw your consent at any time.
- Right to Object: You can object to processing based on Legitimate Interest (our contact form) at any time.
- Right to Data Portability: You can request that we transfer your personal data to you or another provider in a structured format.
To exercise any of these rights, please contact us at info@dorkingfilmfestival.com.
8. How to Complain
If you have concerns about how we handle your personal data, we encourage you to contact us directly so we can resolve the issue.
However, you also have the right to lodge a complaint with your local data protection supervisory authority:
- UK: Information Commissioner’s Office (ICO).
- EU: Your respective national Data Protection Authority (DPA).
9. Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in our legal obligations or operational procedures. Any updates will be posted on this page with an updated “Effective Date.”
