Encounters Festival Privacy Policy

This Privacy Policy was last updated on August 27 2019.

Encounters Festivals Ltd is a registered charity, we are committed to protecting your privacy and will only use the information that we collect about you lawfully and in compliance with the GDPR Act 2018. We aim for this policy to be transparent about the information that we hold about you and what we do with it.

We collect data to help us develop a better understanding of you, customers and supporters, this allows us to make better decisions, fundraise more efficiently and helps us to achieve our mission of discovering, developing and supporting new talent in filmmaking.

Further information

If you need to contact us for more information on our Privacy Policy please email us at

Changes to this policy

We may revise and update this Privacy Policy at any time and will indicate at the top of this page when the last revision was made.

Information you give us

When you visit our website certain data is collected, such as how you interact with the information on the site and the route that you use to navigate the website. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you opened and what links you clicked on within the email.

Information from Third Parties

Occasionally we might advertise some of our partners’ news and opportunities through our website, social media or newsletters, this will always be relevant content and we would never share anything with you that could be considered offensive or upsetting.

Sensitive personal data

Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We only collect this information when necessary.

How your information is used:

Email Marketing Communications

We may contact you via the email platform MailChimp, we will only do so if you have subscribed to our mailing list. MailChimp’s servers are outside of the European Economic Area (EEA), we have appropriate contracts in place with them to ensure that your information is safely stored and used appropriately.

Other processing activities

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests or for contract purposes:

In order to improve our website, we may analyse information about how you use it:

  • If you book a festival pass, to undertake the following:

    • Manage, monitor and administer your registration at the festival

    • Provide you with your physical festival pass and festival pack upon arrival

    • Email you with updates relating to the festival programme open to pass holders

    • Invite you to take part in a survey after the festival

    • Report to funders (this will always be in an anonymised and aggregated form, and will not contain any information that could personally identify you)

  • If you are a filmmaker who’s film is being shown at the festival:

    • Manage, monitor and administer your registration at the festival

    • Administer and communicate with you regarding your film submission

Who do we share your information with?

We would not share your information with our partners or funders specifically, we do however collate information we receive such as audience data, ticketing information and data from our anonymous survey (this goes out during the festival) to create our annual reviews which give an overview of audience information such as overall attendance. For examples of these please visit our website here.

Where/how do we collect your information:


Cookies – These are small pieces of information that may be stored by your browser on your computer’s hard drive. They make it possible for us to track how you use our website, such as what pages you’ve visited, how you came to our website (Google search, Facebook etc.)


Cookies set by our website enable us to analyse the website through Google Analytics.

The information collected in Google Analytics is anonymous and does not allow us to identify you.

We use this information in reports to our funders, such as the BFI, Bristol City Council and Creative Europe and internally to help us to understand how visitors interact with our website.

Ticketing and Pass Sales

We use a festival ticketing system called Eventive to run our Festival Box Office, you can find out more about Eventive here. The information you fill out when you book a pass or ticket through Eventive is stored securely, you can read their Privacy Policy here.

What will we do with your information?

  • Keep a record of your relationship with us

  • Contact you through Mailchimp if you have signed up to our newsletter

  • Understand how we can improve our services, products or information

  • To tell you more about our festival and keep you up to date with any year round activity

Keeping your information safe

We take every precaution to protect your information. To this end, all personally identifiable information stored by us is kept on a server in a secure environment. Only employees have access to this data and we will never share it with any Third parties.

Requesting the information we hold

If you would like to see what information we hold, withdraw consent, object to processing, request rectification/erasure, data portability or submit a Subject Access Request, please contact Encounters at

If we do hold information about you, we will:

  • Give you a description of it;

  • Tell you why we are holding it;

  • Tell you who it could be disclosed to; and

  • Let you have a copy of the information in an intelligible form.

Links to other websites

This privacy policy does not cover the links within this site that send you to other websites. Encounters encourages you to refer to the Privacy Policy of the website you visit.

Information stored or handled outside the European Economic Area

Please refer to their websites for more information on their Privacy Policies.

Get in touch:

If you would like to discuss anything in this policy with us further, or need some more information please contact us on

Resources and further information:

Information Commissioner’s Office

Data Protection Act 2018