Bristol Film Office is a Bristol City Council service dedicated to all productions planning to film in the city. We can assist at all stages of production, from initial location and crewing advice to recces and logistical support.
 
Bristol Film Office

Privacy Notice

Who we are

Bristol City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation (UK GDPR), which means it determines what your personal data is used for and why it is collected.

The purpose of this privacy notice is to tell you about how we collect and use personal data in connection with our service. We may update this privacy notice from time to time. When we do this, we will communicate any changes to you and publish the revised privacy notice on our website. This privacy notice should be read alongside the councils Corporate Privacy Notice.

Our main address is City Hall, College Green, Bristol, BS1 5TR and our contact details can be found on the Bristol City Council Website.

Bristol Film Office is a Bristol City Council service that provides support for film, TV, commercial and stills productions wishing to film in Bristol. We manage filming enquiries, coordinate permissions for the use of public spaces, offer guidance on suitable locations, and liaise with council departments, local communities and stakeholders to ensure filming is carried out safely, responsibly and with minimal disruption. Our role is to facilitate filming activity that benefits the city culturally and economically, while balancing the needs of residents, businesses and public services.

What data we need to collect and use?

To provide this service, we will collect and use some or all the personal information below:

  • Name
  • Email address
  • Address
  • Phone number
  • Location photos or videos – Used to assess suitability, safety and logistics of the proposed site, reducing the need for unnecessary site visits.
  • Location description – Helps us understand key features of the site to process applications efficiently and identify any permissions or support required.
  • CV or professional profile – Used to verify relevant experience and ensure appropriate competence or accreditation for planned activity.

We get most of this information from you and from what we learn about you through your use of our services.

How do we use your personal information?

We use this information for one or more of the following reasons:

A. Location Listings

If you register a property with Bristol Film Office:

  • We use the information you provide to promote your property through our online directory.
  • We may share property details with productions that contact us.
  • Production personnel may contact you directly if they are interested in using your property.
  • We will not use your personal information for marketing unless you have given explicit consent.

B. Crew and Production Contacts

If you contact us as crew or a production contact:

  • We may provide your CV or contact details to incoming productions seeking crew.
  • We use your information to support skills and training programmes, including activities linked to All Set West (www.allsetwest.co.uk).
  • We use your details to organise and deliver crew networking events.
  • We use anonymised or aggregated data to support regional economic impact and employment analysis.

C. Film Permit Applications

If you apply for a film permit:

  • We use the information you provide to contact you about your project.
  • We use your details to invoice you.
  • We may share details with other BCC departments to ensure filming runs smoothly.

What is the legal basis for our use of your personal information?

The information below shows the legal bases we are relying on to use your personal information.

  • Processing filming permit applications (including contact details, location descriptions, photos/videos): Public task – carried out as part of our responsibilities as a local authority to manage public spaces and ensure safe and responsible filming.
  • Managing bookings, contracts, or agreements with productions or location owners: Contract – processing is necessary to set up, manage, or fulfil an agreement with you.
  • Compliance with health & safety, insurance, safeguarding, or statutory reporting requirements: Legal obligation – we process this information because the law requires us to.
  • General enquiries and administrative communication: Public task – necessary for us to provide core Film Office functions on behalf of the Council.

You can see a list of the full legal bases we may rely on by looking at our main privacy notice.

Our legal bases for using your personal information are to meet our legal obligations/ exercise our tasks in the public interest/enter into or perform a contract with you/ protect your vital interests.

Who else might we share your personal information with?

Sometimes we may need to share your information, but we will only do so where we have a valid legal basis to share data. We will only share the minimum information for each circumstance. We may share some of your personal information with one or more of the following:

Data Processors

Organisations that process personal data on behalf of Bristol City Council and only under our instruction:

  • Apply4 Technology Ltd – Hosts and operates the Locations Database on behalf of Bristol City Council and is contractually bound to comply with UK GDPR as a data processor.

Independent Data Controllers

Organisations that receive personal data and determine their own purposes and means of processing:

  • Production companies – Where necessary to facilitate filming enquiries, location bookings, or operational planning.
  • Media outlets – Where relevant for promotional purposes and only if appropriate permissions are in place. Consent is required before sharing identifiable information with media.

Partner Organisations / Other Public Bodies

  • Organisations we work with to deliver services, where information is shared for operational or statutory purposes (each acting as its own controller):
  • Creative England – Trusted industry partner we collaborate with on regional filming activity.
  • Bristol City Council departments, such as Highways and Parking – Required for coordinating permissions, road closures, parking reservations, and other operational needs.

Apply4’s privacy policy is available at: https://apply4.com/privacy-policy/ (apply4.com)

No personal information is routinely sent or held outside the UK. Should the transfer of personal information outside the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the data.

How long we will keep your personal information?

We will hold this information for as long as it is needed, or if we are required to do so by law. In practice this means that your personal information may be retained for the relevant period listed below:

A. Location Listings

  • We will contact you annually to confirm whether you wish to remain on the database.
  • If you do not respond, your data will be archived for 6 months and then deleted.
  • You may request removal at any time, and your data will be deleted.

B. Crew and Production Contacts

  • We will contact you annually to confirm whether you wish to remain on the database.
  • If you do not respond, your data will be archived for 6 months and then deleted.
  • You may request removal at any time, and your data will be deleted.

C. Film Permit Applications

  • Permit Applications are transactional records.
  • We retain film permit application data only for as long as it is necessary for processing the application and meeting our legal and operational responsibilities
  • We keep your application records for 6 years after the end of the production’s activity in Bristol. This period is in line with standard local authority retention for operational and insurance purposes.
  • After this 6‑year period, your information will be securely deleted unless we are legally required to keep it for longer.
  • If you withdraw an application, or request that your information be removed before the end of the retention period, we will delete it where legally permissible.

Your rights as a data subject

The law gives you a number of rights to control what and how personal information is used by us, including the right to access a copy of your personal information and withdraw your consent when we rely on your permission to use your personal data.

Full details about how we use and share your data and your rights can be found on our Corporate Privacy Notice. If you are unable to access our digital Privacy Notice, please contact Citizens Services whom will be able to send a hard copy.

To update or correct your information if it is inaccurate please contact Citizens Services.

To access a copy of your personal information, more details and how to make a request can be found on the data protection subject access requests page on the council website.

You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at [email protected] or by writing to our data protection officer at:

Data Protection Officer
Information Governance
Bristol City Council
City Hall
PO Box 3399
Bristol
BS1 9NE

If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Website: https://ico.org.uk/

Next annual review date: 1st June 2027
Version number for this privacy notice: V1