Privacy Policy

Cardiff Film Office has always believed in being open about what data we collect from our contacts and what we do with it. This notice is designed to inform individuals and organisations who apply for a film permit about the data we hold about you, how we use it, your rights in relation to it and the safeguards that are in place to protect it.
If you require any further information, please contact Cardiff Film Office on:
029 2078 8562

What personal data we hold and how we obtain it

The data we hold about you includes, but is not limited to;

  • Name, address, telephone and email contact details
  • Details of any financial transactions (invoices and PO’s)

How we will use your personal data

The personal data that you provide will be used to supply and to produce a film permit and invoice.

Lawfulness of processing

The lawful basis we rely on for processing your personal data is contract.
There may be occasions where we may have to disclosure your personal data if it is required or permitted by law, for example in relation to crime prevention/detection. In these cases we do not require your specific consent or explicit consent for the disclosure of your personal data.

Organisations we may share your personal data with

The personal data you provide when applying for a film permit will be processed through MovieSite.

Cardiff Film Office may also share your film permit application information to Cardiff Council departments for the purpose of gaining permission to film in certain areas, for example applications for parks or highways

Where will my data be stored and how long will my data be retained?

The information you provide on the permit application will be stored with a third party service provider, Moviesite, who is contracted by Cardiff Film Office to supply the database software. Third parties are obliged to keep your details securely and have their own UK GDPR compliant privacy policy.

When the Cardiff Film Office issue a filming permit, all information relating to the permit will be held on our secure systems for four years.
We keep details of financial transaction for seven years for tax and accounting reasons.

Who will have access to my data?

The personal data you provide on a filming permit application will only be accessed by the Cardiff Film Office team members.

Your data protection rights

Under data protection law, you have rights including:

Your right of access

You have the right to ask us for copies of your personal information.

Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object processing

You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a request, please contact us at:

Cardiff Film Office,
Room 444
County Hall
CF10 4UW

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at

You can also complain to the Information Commissioner’s Office if you are unhappy with how we have used your data.

Information Commissioner’s Office
Wycliffe House, Water Lane

Helpline number: 0303 123 1113

Contacting Data Protection

Please contact the Data Protection Officer for further information.

Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
CF10 4UW

Changes to our Privacy Notice

Any changes we may make to this Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by email. By using any the website you will be deemed to accept the Privacy Notice existing at that time.

February 2021