Privacy Notice

The Bottle Yard Studios (TBYS) is wholly owned and managed by Bristol City Council. 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.

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

What data we need to collect and use?

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

Name
Date of Birth
Email Address
Home Address
Personal telephone number
Vehicle registration numbers
Job title
Personal bank details (Sole Traders only)
Video Recordings (CCTV)
IT related data (IP addresses of equipment needing to be configured onto TBYS network)

We get most of this information from you and from what we learn about you through your use of our services, but we may also get some information about you from: cookies/tracking tools, technology you use to access our services, information you make public on social media, information from publicly available sources (press, electoral register, company registers and other public records, online search engines), health and education providers, commissioned partners, family members, legal representatives, referees, employers.

How do we use your personal information?

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

Writing Facilities Agreements for bookings at TBYS.
Invoicing bookings as required
Setting up of Direct Debit mandates as required
Completion of the TBYS Non-Disclosure Agreement
Maintaining a digital Accommodation List
Maintaining a digital CV & work experience folder
Circulating regular skills updates and The Bottle Yard Studios newsletters
Maintaining a Local Suppliers Directory
Inclusions on the TBYS website
Maintaining a log of operational site services/suppliers
Fire Warden contact details
Site Security (CCTV)
Digital copies of contact lists, Risk Assessments, Method Statements (RAMS) and call sheets (where applicable). 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:

TBYS Management Team for internal operational purposes
TBYS site security for security and operational purposes
Bristol City Council Operations Centre for site security purposes
Bristol City Council Finance systems and finance operatives (if required) for purchasing and invoicing purposes
Bristol City Council Legal operatives so that contract terms can be discussed
TBYS website and Social-Media (if applicable to do so and with your consent)
Line Producers and/or Head of Departments who may be crewing up and utilise the TBYS CV folder or members of the Skills Programme Network
TBYS permanent tenants for internal networking purposes
Any crew members in search of accommodation and who wish to review the TBYS Accommodation List
The Media (either in digital, TV or print form) for project specific marketing purposes and always with your consent
Education Providers including Screen Skills and affiliated community groups.

We may also use data processors to support our activities, for example by providing systems we need or delivering services on our behalf. These processors are:

Select Security Services: Microsoft Word – Privacy Notice – New Logo.docx (squarespace.com)

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 or special category (sensitive) personal information.

Personal information

Our legal bases for using your personal information include:

Article 6 1 (f) Legitimate interests: Processing is necessary for the purposes of the legitimate interests pursued by Bristol City Council or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child. Our reliance on Legitimate Interests relates exclusively to our use of CCTV recordings.
Article 6 (b) – Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
Article 6 (a) – The data subject has given consent to the processing of his or her personal data for one or more specific purposes;

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:

We will retain your data for 7 years unless it falls under the below retention periods.
Any information collected via CCTV is subject to:
- Main site – “28 days where footage is not extracted for evidential or insurance purposes. Extracted footage will be retained for the duration of any investigation or claim where required
- Second site Select Security Services– As per the above, this will be retained for 28 days unless it is extracted for evidential or insurance purposes.
Some of the data we collect about you will be obtained with your consent, please note you have the right to withdraw consent at any time, if you wish to withdraw your consent, please email katherine.nash@bristol.gov.uk and this will be withdrawn. Otherwise, your data will be retained for a maximum of 7 years and will be reviewed annually.

Will my personal data be sent outside the UK?

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.

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 data.protection@bristol.gov.uk 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/

Surveys

From time to time we will conduct surveys to establish information to assist us in gaining your direct thoughts and opinions on our public services.

Each Survey will invite you to participate; this will be classed as asking for your consent to participate; your information gathered at the time of the survey will be only used for that purpose of the survey and will not assume consent for any other purpose. Where Consultant companies (3rd parties) are used by Bristol City Council for a specific survey, these will be specified in the Survey’s purpose statement.

Details of the purpose and scope of the Survey will be made clear for each Survey we may ask you to participate in, this will provide you with the details for you to clearly decide if you want to consent to participate in the Survey.

Personal data collected during the survey will be deleted upon the completion of the survey analysis and will not be stored or used for any other purpose. Each Survey will request your consent each time you participate.

Participation in our surveys will not impact or influence any future mailing preferences in the future and unless otherwise stated your participation will be anonymous.