Last Updated: May 4, 2020 This Privacy Policy describes the practices of Hollywood North Film Awards (“HNFA”, “we”, “our”) in respect of the privacy of personal information of individuals and explains how we collect, use, protect and disclose personal information. This includes the personal information of filmmakers who submit their films to our film awards program (the “Film Awards”), sponsors, donors, board members, volunteers, employees, and other individuals who engage with us whether through our website at hollywoodnorthfilmawards.com or otherwise.
Our Commitment to Protecting Your Privacy We respect and uphold individual rights to privacy and the protection of personal information. Our collection, use, and disclosure and disposal of your personal information complies with the requirements of Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), and we have developed this Privacy Policy to explain our practices for the collection, use, and disclosure of your personal information.
Changes to this Privacy Policy HNFA may amend this Privacy Policy from time to time. The most current version of this Privacy Policy can be found on HNFA’s website. Please review this Privacy Policy periodically.
1.What is Personal Information? “Personal information” refers to information about an identifiable individual, for example, an individual’s name, age and identification numbers. Personal information does not include information that would enable an individual to be contacted at a place of business, for example an employee’s name, position or title, business telephone number, or business address, nor information that is anonymous or not about an identifiable individual, such as web browsing, or aggregate information that anonymizes the underlying data (like statistics on the visitors to our website). The personal information that we may collect includes: ·contact information such as name, email address, mailing address and phone number ·billing information such as credit card number, and billing address ·diversity information such as your age, gender identity and ethnicity ·unique identifiers such as user name, account number, password ·user content generated by you, such as audio, video, text and images as provided by you on through our website or social media accounts, which may contain personal information as provided by you ·preferences information such as request history and marketing preferences ·any information that you voluntarily enter, including personal information, into any postings, comments, reviews, or forums ·your IP address if you browse our website
A Note about our Website: Some information is automatically collected when you browse and interact with our website through digital markers such as cookies and web beacons, including but not limited to: ·the current Internet protocol (IP) address and the type of computer operating system you are using (e.g. Microsoft Windows or Mac OS) ·the type of browser you are using (e.g. Google Chrome or Safari) ·the referring website that brought you to our website ·your UDID (for mobile devices) ·the domain name of your Internet Service Provider ·your activities while visiting the website (e.g. which pages on our website you viewed)
HNFA may use third-party services, such as Google Analytics to process this information. Please review the following “How Google uses data when you use our partners’ sites or apps”, at http://www.google.com/policies/privacy/partners, or any other URL Google may provide from time to time.
HNFA and its service providers use this information to analyze the performance and effectiveness of our website, for technical reasons to facilitate navigation through our website and to present personalized content. You may adjust your browser settings to reject digital markers, including cookies, if you so choose. Visiting our website with cookies disabled will have no significant impact on your ability to view our website. However, session cookies must be enabled to use our third party film submission platform.
HNFA may also use technical methods for tracking purposes, such as clear gifs (also known as web beacons) in HTML emails that we send to determine whether you have opened those emails and/or clicked on links in those emails. HNFA uses this information to analyze the performance and effectiveness of our emails. You may be able to disable Web beacons in email messages by not downloading images contained in the message you receive (this feature varies depending on the email software you use).
2.Our Privacy Principles The following principles reflect our pledge to protect the privacy of your personal information:
(a)Accountability We are responsible for all personal information in our possession, including any personal information transferred to third parties for handling or administrative purposes. HNFA has appointed a Privacy Officer who is responsible for this Privacy Policy and our compliance.
We keep your personal information in strict confidence. All employees, agents (including authorized volunteers) and authorized service providers of HNFA are required to protect the confidentiality of your personal information. All employees and agents are required to sign and adhere to a Code of Conduct & Ethics which ensures they are informed about the importance of privacy protection. HNFA provides employees and agents with periodic information to ensure they are knowledgeable about our Privacy Policy.
Where we choose to have certain services, such as data processing, provided by third party service providers, we select the service providers carefully. We take all reasonable precautions to ensure that the service providers protect your personal information. These service providers enter into agreements with HNFA that confirm they have privacy and security standards comparable to our own.
(b)Identifying Purposes We collect, use and disclose personal information only for certain purposes that we identify to you either before or at the time the personal information is collected. With your consent, we collect information about you for various purposes, including the following: ·Film Awards Submissions: We collect and use, either directly or through our third party service provider Film Freeway (please refer to our note about Film Freeway below), personal information necessary to process fee payments, identify applicants, verify the diversity of submitted films, contact applicants, and to recognize filmmakers and present awards. ·Marketing and Promotion: We collect and use personal information necessary to communicate with individuals about events and promotions that they can participate in and information about the work of HNFA, and generate statistics and aggregate reporting to help us understand where we can have greater impact on the film community. ·Sponsorships and Donations: We collect and use personal information necessary to process donations and sponsor payments, maintain a donation/sponsorship history, keep donors and sponsors informed about donation/sponsorship opportunities and the work of HNFA, acknowledge and recognize donations and sponsorships, and comply with federal and provincial regulatory requirements. ·Volunteers and Employees: Establish and maintain a relationship with our volunteers, and assist our volunteers in performing their volunteering roles and responsibilities. Establish, maintain, administer and terminate the employment relationship. ·Other Uses: We collect and use personal information necessary to respond to your information requests, share information with other individuals or organizations, including organizations which you interact with on our behalf, know who our sponsors, volunteers and other supporters are in order to manage and develop our resources to fulfill our mission to promote and award creative excellence for exemplary filmmaking achievements, and to comply with federal and provincial regulatory requirements.
While our site is intended for users who are at least 19 years of age (or at least the age of majority in their jurisdiction) or older, sometimes we may receive film submissions from individuals under the age of majority. If you are under the age of majority, but would like to submit a film to us, please seek the assistance of your parent or legal guardian before submitting your film and any associated personal information to us.
A note about Film Freeway: If you provide personal information to Film Freeway, this personal information will also be subject to Film Freeway’s privacy policy, which can be viewed at the following URL https://filmfreeway.com/page/privacy-policy, or any other URL Film Freeway may provide from time to time.
(c)Consent We obtain personal information about you lawfully and fairly. We collect, use or disclose your personal information with your permission, except where otherwise required or permitted by law. Your permission may be expressed (orally, electronically or in writing) or may be implied (by an action or inaction). You may withdraw your permission to the use and disclosure of your personal information at any time. We will comply, subject to legal, contractual or technical restrictions. Due to printing and distribution schedules, you may continue to receive some communications that were in process before we received your request. If there are various options to how we may handle your request, we will explain the options so that you can choose how you wish us to handle your request.
(d)Limiting Collection Personal information collected will be limited to that required for the purposes identified by us.
(e)Limiting Use, Disclosure and Retention We use your information for the purposes identified to you. When we intend to use your personal information for a purpose not identified to you when the information was collected, we will identify the new purpose and obtain your permission prior to use.
We do not sell your personal information. We disclose your personal information in the following circumstances: ·To co-operate with law enforcement and to protect against violations of criminal or civil laws ·We may contract with carefully selected third parties to perform services for us or on our behalf, such as the third party platform we use to receive your film submissions. When we select the third parties, we ensure that they use security and privacy standards comparable to our own. In all other situations, we will disclose your personal information only with your consent, or as otherwise required or permitted by law.
We will keep your personal information only as long as it is necessary to satisfy the purposes for which it was obtained, or as required by law. We have guidelines and procedures for the retention and destruction of personal information. When we destroy personal information, we will use safeguards to prevent unauthorized parties from gaining access to that information during the process.
(f)Accuracy We maintain appropriate procedures to ensure that personal information in our possession is as accurate and up-to-date as is necessary for the purposes for which it is to be used. We rely on you to provide us with any changes to your personal information, and in particular to your contact information.
If you believe any of the information we have collected about you is incorrect or incomplete, you have the right to ask us to change it or delete it. If your personal information is inaccurate or incomplete, we will make the necessary changes.
(g)Safeguards We maintain appropriate technical and organizational safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use or modification. Access to your personal information is restricted to HNFA members, employees or volunteers, agents and authorized service providers who need the information to fulfill the purpose for which the information was collected. HNFA will protect your personal information by safeguards that are appropriate to the sensitivity of that information and the format of the information, whether electronic or physical.
(h)Openness Our Privacy Policy is available to you at all times on our website. If you are unable to access our website or require our Privacy Policy in another format, we will do our best to provide it in an alternative format that meets your requirements.
(i)Individual Access You maintain the right to ask whether we hold any personal information about you, and you have the right to see your information and ensure that it is accurate and complete, and if needed, have it amended as appropriate. HNFA may ask that you submit your request in writing. HNFA will need to confirm your identity prior to disclosing any information to you, and may charge a reasonable fee to cover the cost of providing the information to you. If a fee is charged, HNFA will inform you of the approximate cost prior to providing the information to you. You also have the right to know how we collected your personal information and how we are using it. If you have any questions about our Privacy Policy, please contact our Privacy Officer and we will assist you to the best of our abilities.
(j)Recourse If you wish to register a complaint or have further concerns you may contact our Privacy Officer. We will investigate all complaints. If an objection is justified, we will take all appropriate steps to repair the situation, including changing our policies and practices if necessary.
3.Contact You can direct any complaints, questions or concerns regarding this Privacy Policy and our compliance with it to our Privacy Officer by email at info@hollywoodnorthfilmawards.com. If you are not satisfied with our Privacy Officer’s response to their question or concern you may be able to make a complaint to the Privacy Commissioner. Our Privacy Officer can provide you with the contact information to make such a complaint. End of Privacy Policy