About This Policy
Doc Society takes the security and privacy of the community that we serve extremely seriously, and we are committed to managing your personal data in accordance with current legislation and best practice.
This policy explains who we are, what information we collect, how and why we use it, how it is stored, how we fundraise, which partners we work with, and your rights regarding any information you share with us.
We will use any personal information we collect about you in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act (DPA), and the Privacy and Electronic Communications Regulations (PECR). We aim to be clear when we handle your data, and not do anything you wouldn’t reasonably expect.
By visiting www.docsociety.org you are accepting and consenting to the practices described in this policy.
This privacy policy outlines how we process data for our activities:
- Doc Academy
- Doc Society Film Funds, School Programme Participants, and Website Users
- Good Pitch
- Impact Field Guide
- Job/Paid for Opportunity Applicants
- Safe + Secure
- Suppliers and Industry Contacts
Please read this information carefully, as by providing your data to us you acknowledge you have read this policy and understand we will process your data in accordance with its terms.
Who We Are
We are Doc Society, a not-for-profit company limited by guarantee and registered in the United Kingdom with company registration number 05278207. Our registered address is Level 5a Maple House, 149 Tottenham Court Road, London, United Kingdom, W1T 7NF.
Doc Society (ICO registration Z9359129) is the Data Controller for any personal information we process.
Our entities are as follows:
- Our three UK entities: Doc Society, a not-for-profit company limited by guarantee (No. 05278207); Doc Society Charitable Trust, a registered charity (No. 1151870); and BRITDOC Films Limited, a not-for-profit company limited by guarantee (No. 05645085) which is a wholly owned subsidiary of Doc Society
- Doc Society, Inc, our US entity, a not-for-profit registered with the US Internal Revenue Service as a 501(c)(3)
- Stichting Doc Society, our Netherlands entity
All Doc Society entities, including Doc Society Inc, provide a level of protection when processing personal data that is in accordance with UK data protection laws.
For this policy “we“, “us,” and “our” refer to Doc Society.
Contact Us
If you wish to exercise one of your individual rights or have questions about this Privacy Policy, please contact us.
Write to: Data Controller, Doc Society, Level 5a Maple House, 149 Tottenham Court Road, London, United Kingdom, W1T 7NF
Email: datacontroller@docsociey.org
Data Collection
How We Collect Your Personal Data
You give us your personal information when you:
- visit the Doc Society website (docsociety.org) or any related website (goodpitch.org, docacademy.org, safeandsecure.film, impactguide.org, docsociety.nl, docsociety.org.au, bfi.docsociety.org, climatestoryfund.org, democracystoryfund.org, thresholdfund.org, climatestorylab.org, climatestorylabs.org, Gipa.network)
- donate or grant funding
- sign up to our email newsletter
- communicate with us by post, email, telephone, social media, via our websites, or in person
- create a user account to apply for funding
- register as a participant or attendee at Doc Society hosted events
- create a user account supply goods/services to us
- pay us for goods/services
- apply for a job/paid for opportunity
Online Information
When you visit the Doc Society website or any of the related sites listed above, we collect data using cookies, small files placed on your device with your consent. These cookies help us track site usage, improve your experience, and enable essential functions like logging in. Some cookies may stay on your device after you leave the site, but you can block or delete them through your browser settings.
We use Google Analytics and other third-party cookies to gather anonymous data about how visitors use our site, such as page visits and location, to improve user experience and report to funders. Third-party sites like Facebook and YouTube may also place cookies on your device when you visit our site, but we do not control these cookies.
Read more in our Cookie Policy.
Types of Personal Data We Collect
Doc Society Film Funds, Schools Programme Participants, and Website Users
For BFI Doc Society Funds we collect all the information below. For other Film Funds, we may only collect some of the information listed.
- Title, first name, and last name
- Contact details including organisation/company/school name and job title (if appropriate), postal address, email address and telephone number(s)
- Date of birth
- Nationality
- Biography
- Your film clips and treatment
- Image and likeness as captured in photographs and videos we may use for promotional purposes
- Communication preferences
- Social media handles
- Password
- Financial details (sort code, account number, account name)
- Analytic and other data about the ways you use our website
Sensitive Information
We collect information about your gender, sexuality, and ethnicity for the purposes of assisting us with our diversity monitoring. This data is not obligatory to provide, is analysed anonymously, and not linked to individual records.
Good Pitch
- First name and last name
- Email address
- Job role
- Region
Impact Field Guide
- First name and last name
- Email address
- Details of your Impact Plan
- Analytic and other data about the ways you use our website
Job/Paid for Opportunity Applicants
We may collect or store the following information from you when you apply for a job or a paid opportunity with us, visit our website or premises, or contact us with an enquiry.
- Title, first name, and last name
- Contact details including postal address, email address, and telephone number(s)
- Education and career information
- Date of birth
- Gender
- Nationality
- Any other information you provide to us by email, letter, telephone, social media, via our website, or in person
Safe + Secure
- First name and last name
- Email address
- Location
- Password
Please note, you are not required to disclose the above data to access material from the Safe + Secure website.
Suppliers and Industry Contacts
We may collect or store the following information from you when you supply goods/services to us, are recommended to us, attend an event, visit our website or premises, or contact us with an enquiry.
- Company/organisation name
- Designated contact first name and last name
- Contact details including postal address, email address(es) and telephone number(s)
- Bank details including account number and sort code
- VAT and Tax numbers
- Record of goods/services provided
- Communication preferences
- Image and likeness as captured on our CCTV cameras
- Any other information you provide to us by email, letter, telephone, social media, via our website, or in person
We will use your information for the purposes listed below under one of the following lawful bases:
- Performance of a contract between us and you
- Your consent (where we require it)
- To comply with a legal obligation
- Our legitimate interests (except where such interests are overridden by the interests, rights, or freedoms of the individual)
The ways in which we use your data are listed below:
Doc Academy, Doc Society Film Funds, School Programme Participants, Website Users, Good Pitch, Impact Field Guide, Safe + Secure
Processing Activity
Lawful Basis
Keep a record of the relationship we have with you and how you wish to be contacted
Legitimate interests
Ensure we cater for any specific needs you may have such as access requirements
Consent
Assess and process applications to for funding
Consent
Keep you informed of arrangements related to your funding
Performance of a contract
Inform you about our activities, film fund application calls, upcoming events, global documentary film developments, and news from partner organisations and individuals
Consent
Manage and keep a record of funding applications
Legitimate interests
Process and record payments
Performance of a contract
Process and record Gift Aid claims
Legal obligation
Thank our donors and supporters
Legitimate interests
Undertake evaluation of our projects
Legitimate interests
Promote our work to funders, supporters, and the public via media and social media outlets
Legitimate interests
Assist us with reporting and analysis for our own business needs, and those of our funding partners
Legitimate interests
Research prospective donors including undertaking wealth screening
Legitimate interests
Help us identify and develop strategies of underrepresentation
Legitimate interests
Respond to queries, complaints, and feedback received via post, email, telephone, social media, or in person
Legitimate interests
Ensure compliance with policies, procedures, and laws
Legal obligation
Share data with other Doc Society entities
Legitimate interests
Job/Paid for Opportunity Applicants
Processing Activity
Lawful Basis
Process your application and communicate with you regarding the selection and interview process
Consent
Ensure we cater for any specific needs you may have such as dietary or access requirements
Consent
Ensure compliance with policies, procedures, and laws
Legal obligation
Suppliers and Industry Contacts
Processing Activity
Lawful Basis
Contact you regarding the contract we have, or may wish to have with you
Performance of a contract
Process payments to/from you when required
Performance of a contract
Keep a record of the relationship we have with you and a record of how you would like to be contacted
Legitimate interests
Keep you informed of our activities
Legitimate interests
Promote our work to funders, supporters and the public via media and social media outlets
Legitimate interests
Invite identified individuals to Doc Society VIP events and administer the guestlist
Legitimate interests
Ensure compliance with policies, procedures, and laws
Legal obligation
Unless you give us your consent, the personal information that you give us will only be shared with third parties where we are obliged or permitted by law to disclose it, we need to use the services of ‘data processors’ to process your data, or for reporting to our funders.
The personal data that we hold may be transferred to and subsequently processed by external companies. For example, personal data may be stored securely in the cloud on servers belonging to third-party suppliers. Third-party suppliers that maintain our IT systems have remote access to those systems and the personal data they contain. Where third-party suppliers have such access, we ensure that proper controls and agreements are in place to regulate how those suppliers manage the personal data to which they have access. Where these companies run their operations outside the UK, we take steps to make sure they provide an adequate level of protection in accordance with UK data protection laws by requesting and checking their data policies and associated documents.
If required we may need to pass your details to the police, regulatory bodies, or legal advisors.
Other Circumstances in Which We Share Your Personal Data
We may share your personal data with other Doc Society entities:
- Our three UK entities: Doc Society, a not-for-profit company limited by guarantee (No. 05278207); Doc Society Charitable Trust, a registered charity (No. 1151870); and BRITDOC Films Limited, a not-for-profit company limited by guarantee (No. 05645085) which is a wholly owned subsidiary of Doc Society
- Doc Society, Inc, our US entity, a not-for-profit registered with the US Internal Revenue Service as a 501(c)(3)
- Stichting Doc Society, our Netherlands entity
All Doc Society entities, including Doc Society Inc, provide a level of protection when processing personal data that is in accordance with UK data protection laws.
We never share sensitive data or large amounts of personal data. Our partners are selected because they share our values, and we ensure they follow UK data protection laws through strict contractual agreements.
We take every precaution to protect your personal data, and we hold regular security reviews to ensure that our websites are safe and secure for your protection.
Your data is processed in secure systems and digital environments. Only authorised and trained employees and approved contractors/developers are granted access to personally identifiable information. This will be from time to time, and only when they need to perform a specific job or task.
We keep your data for the minimum amount of time reasonably needed to fulfil our legal obligations: for example, employee records are retained for 6 years following the end of employment, and are also retained for a rolling 6 years during employment, with anything older being destroyed as appropriate. Where this information relates to board members, that information must be kept indefinitely.
Where your information has been provided as part of a funding application or communications with us, we will retain your details for 3 financial years from the date of receipt of the information, unless we need to retain your data to fulfil our obligations to you.
Your Individual Rights
Under data protection laws, you have rights including:
Right to be informed
You have the right to be informed about the collection and use of your personal data, which is what we do in this Privacy Policy.
Right of access
You have the right to request to access and receive a copy of your personal information and other supplementary information. This is also known as a Subject Access Request.
Right to rectification
You are entitled to have inaccurate personal data rectified or completed if it is incomplete.
Right to erasure
You have the right to have your personal data erased. Also known as the ‘right to be forgotten,’ this right is not absolute and only applies in certain circumstances.
Right to restrict processing
You can request the restriction or suppression of your personal data.
Right to data portability
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.
Right to object
You have the right to object to the processing of your data in certain circumstances.
Rights in relation to automated decision making and profiling
The UK GDPR has provisions on automated decision making and profiling. Doc Society does not undertake either activity.
If you wish to exercise any of your individual rights, please contact us using the details listed at the beginning of this Privacy Policy. We will respond to requests within thirty (30) days.
How to Update Your Personal Data
If you would like to update your details, please email datacontroller@docsociety.org
We will email you updates on our activities, film fund application calls, upcoming Good Pitches, global documentary film developments, and news from partner organisations and individuals. You can opt out at any time by clicking the unsubscribe link at the bottom of our emails.
How to Make a Complaint
If you wish to make a complaint about how we are using your data, please email datacontroller@docsociety.org
Where you take the view that your personal data is processed in a way that does not comply with the UK GDPR, you have a specific right to lodge a complaint with the Information Commissioner’s Office (ICO). They will then inform you of the progress and outcome of your complaint. You can contact the ICO at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Updates to This Policy
We may change or update this Privacy Policy from time to time. Any significant changes will be communicated on our website or by contacting you directly.
Last updated March 2025
