How does the Film Institute handle your personal data?
Below we describe how we use, store and otherwise treat your information, as well as what rights you have.
What personal data do we handle?
When you apply for funding, entering into a contract with or contact us, you provide us with some personal data. In addition, certain information, including personal data, is generated when you use our e-services.
Personal Data: The information we store about you is all the information you have provided us in connection with various contacts with the Film Institute. Personal data include names, addresses, phone numbers, e-mail, personal identification number, organization number, photos, health status and gender identity. Data on health status may regard the need for special diets at different events. We deal with gender data related to state aid.
What is the data used for?
To handle state aid
We process personal data for the purpose of granting state aid in accordance with Förordning (2016:989) om statsbidrag till film. Applicants are responsible for informing the persons mentioned in the application that their data is processed by the Film Institute.
Legal basis: Processing is part of the Film Institute's exercise of official autority
Examples of personal data processed in support applications are the functions specified in an application. For example, director, scriptwriter and other relevant persons for the film.
To implement national film policy
We process personal data within our mission to implement the national film policy. The Film Institute is a foundation founded in 1963, whose activities since 1 January 2017 are fully publicly funded. The Film Institute is actively promoting the implementation of Swedish film policy. The objectives of the film policy, which are described in filmpropositionen, form the basis of the Film Institute's organisation. Our mission is defined in filmpropositionen, in the annual letter of formal notice and in the Government's annual guidelines to the Film Institute.
Legal basis: Processing is necessary for the performance of a task carried out in the public interest
Examples of activities that are part of the implementation of film policy include the preservation of film heritage, registration in the Swedish film database, press-related communication about Swedish films such as publications on our websites, the administration of the Film Institute's councils and the implementation of film-cultural events such as Filmrummet and Guldbaggen.
We process personal data in connection with other communications with you, for example, to provide you with information about the Film Institute's activities. We also process personal data when we are in contact with you regarding questions about our activities.
We also process data that we collect separately from time to time, for example, when you chose to answer a questionnaire that we have sent to you.
Legal basis: Processing is necessary for the performance of a task carried out in the public interest
Examples of such processing is when you communicate in writing with us, such as via e-mail, and your personal data is stored at the Film Institute.
We process personal data when these are necessary to fulfil a contract.
Legal basis: Processing is necessary for the performance of a contract
Examples of processing that take place to fulfil an agreement are when you sign up for one of the Film Institute's newsletters or events. You can always contact the Film Institute if you no longer wish to receive a message that you have signed up for.
We process personal data to fulfil our statutory obligations.
Legal basis: Processing is necessary for compliance with a legal obligation
Examples of treatment that may occur for this purpose is the storage of billing documents to fulfil our obligation under the Swedish Accounting Act.
Publishing on websites
The Film Institute has a number of websites, which are covered by so-called publishing certificates. This means that publishing on these websites is constitutional and therefore not covered by data protection legislation. However, all treatment that is the basis for publication on the Film Institute's website has legal basis as stated above.
How is the data collected?
As a rule, the data comes from yourself when you contact, for example, one of the Film Institute employees. The information may also come from the company seeking state aid for a project in which you participate. Aid applicants are responsible for informing the persons mentioned in the application that their data is processed by the Film Institute.
How long will the data be saved?
Since the Film Institute is a publicly funded body, we are governed by public and archive law. This means that the information that comes into our possession is public record that shall not be destroyed if there are no regulation granting us to destroy such information.
All data submitted to the Film Institute and included in public records is processed for archival purposes of general interest.
To whom is the information given?
Anyone can request access to public records from the Film Institute. We are obliged to disclose any public records not covered by confidentiality. Therefore, your information may be disclosed. For the protection of you as an individual, there are rules governing confidentiality on personal data in Chapter 21. Section 7 Publicity and Secrecy Act (2009: 400). This means that confidentiality is valid for assuming that the post-disclosure will be treated in violation of applicable personal data law.
Your personal data is used by the Film Institute and our data processors. We will not disclose personal data to other companies unless we need to do so in accordance with the law, regulations, government decision or to protect our rights or third-party rights. We never forward, sell or exchange your personal data for marketing purposes to third parties.
How is the data protected?
The Film Institute takes technical and organizational security measures to ensure that all information processed by the Film Institute is protected from access by unauthorized persons.
Google Analytics and Google Tag Manager are used to measure the traffic on the website. Any statistical information is anonymous.
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You are entitled to know what we do with your personal data, such as when and how your personal data is processed and why. You may also, in some cases, obtain your personal data or have them moved, corrected, deleted or blocked. Below we list what rights you have and how to use them.
Right of access
You are entitled to, free of charge, receive information on what personal data that relates to you that the Film Institute is processing. Requests for such transcripts must be made in writing and signed by you. You will find a form for registry extract here. Please specify the categories of data you want to access. If for any reason we cannot meet your wishes, we will provide a reason. We can only disclose such information as we are certain belong to you. The request shall be sent to the address below and the information will be sent to your address. Mark the envelope "Registerutdrag".
Box 271 26
102 52 Stockholm
Right to rectification
We are responsible for ensuring that the personal data we process is accurate and up to date. You are entitled to request correction of your personal data if they are incorrect. You also have the right to supplement personal data which you consider missing and relevant with regards to the purpose of processing your personal data.
If your request results in a correction, we will inform any recipient that has received the information from us if it does not prove impossible or impose an excessive effort on the Film Institute. Upon your request, we will inform you of on who the corrective action has been issued.
Right to erasure ("right to be forgotten")
Since the Film Institute is a publicly funded body, we are governed by public and archive law. This means that the information that comes into our possession is a public record that shall not be destroyed if there are no regulation granting us to destroy such information. The right to delete personal data ("right to be forgotten") does not apply to data in public records if processing is necessary for archival purposes and deletion would make it difficult or impossible. Therefore, you do not have the right to get public records destroyed. At the Film Institute there are, in principle, none or very few opportunities for someone to "be forgotten."
Right to restriction of processing
You may, in some cases, require that our processing of your personal data be restricted. This means that the personal data are marked so that they can only be processed for certain limited purposes in the future.
The right to restriction applies, for example, if you believe that your personal data is incorrect and has requested a correction. In such cases, you may also request that our processing of your personal data be limited while investigating the accuracy of the personal data.
Right to object
You are entitled to object to our processing of your personal data, when such processing is based upon balancing of interests. When objecting, you need to specify what processing you are objecting to. In case of an objection, the Film Institute will only continue to process the data if there are compelling legitimate grounds for the processing weighing heavier than your interests. If your personal data is processed for direct marketing, you are always entitled to object to the processing at any time.
If we process your personal data to perform a task of public interest or as part of the exercise of official authority, you may have the right to object to the processing. In such a request, we will assess whether there are compelling legitimate grounds for processing that weigh heavier than your interests. If that is the case, your personal data will continue to be processed.
Right to data portability
If you have provided your personal data to us, you may in some cases be entitled to obtain and use your personal data elsewhere. To be able to use your right to data portability, your request must relate to any personal data that you have provided to us and which we treat with your consent or to fulfill a contract we have with you. However, you do not have the right to move your personal data if our processing of these data is based on balancing of interests or a statutory obligation.
If you believe that we treat your personal data in violation of current data protection laws, you should report this to us as soon as possible. You can also contact the Swedish Data Protection Authority directly and submit your complaint.
If you have suffered damage because your personal data have been processed in violation of current data protection laws, you may be entitled to damages. In such cases, after a written request, you may seek damages from us or bring an action for damages in court.
Published 13 September 2018