Effective date: 25 September 2026
Review date: September 2027
1. Who we are
Motion Film Academy provides filmmaking and acting education for young people aged 11–17.
For data protection purposes, Motion Film Academy is responsible for deciding how personal information is collected and used.
Contact:
Motion Film Academy
Email: privacy@motionfilmacademy.com
2. What information we collect
Depending on how you interact with the academy, we may collect:
Student information
- Name and date of birth.
- Contact information where appropriate.
- Attendance and booking information.
- Information relevant to participation in academy activities.
- Relevant medical, accessibility or dietary information provided to help us keep a student safe.
Parent/carer information
- Name.
- Email address.
- Telephone number.
- Address where required.
- Emergency contact information.
Booking and payment information
- Booking details.
- Payment and transaction information.
- Records of fees paid and outstanding.
Photography and video
- Photographs and video recordings made during academy activities.
- Student-created films and other creative work.
Safeguarding information
- Information relating to safeguarding concerns, incidents or actions taken where necessary to protect a student.
Website information
- Information submitted through website forms.
- Technical information such as IP address and information collected through cookies or similar technologies, where applicable.
3. Why we use personal information
We use personal information to:
- Process bookings and provide academy services.
- Communicate with parents and carers.
- Organise classes, registers and attendance.
- Contact parents or emergency contacts when necessary.
- Keep students safe and respond to safeguarding concerns.
- Manage payments and administration.
- Communicate important changes or information about the academy.
- Maintain appropriate records.
- Deal with complaints and enquiries.
- Improve and administer our website.
- Create, store and use photographs and films in accordance with our Photography and Filming Policy.
- Promote the academy where appropriate and where we have the necessary permission or another lawful basis.
4. Emergency contact information
We ask parents or carers to provide emergency contact details.
This information is used so that we can contact a parent, carer or authorised adult if a student becomes ill or injured, cannot be located, or another situation arises where contact is necessary for the student’s safety or welfare.
Emergency contact information is not used for marketing.
Parents and carers should tell us promptly if their emergency contact information changes.
5. Our lawful bases
We use different lawful bases depending on why we are processing information.
These may include:
- Contract: to process bookings and provide the services requested.
- Legitimate interests: to operate and administer the academy, communicate with customers, maintain appropriate records and protect the academy and its students.
- Legal obligation: where the law requires us to keep or provide information.
- Vital interests: where processing is necessary to protect someone’s life or prevent serious harm.
- Consent: where we ask for consent for a particular use of information, such as certain photography, filming or marketing activities.
Where we rely on consent, it can be withdrawn at any time. Withdrawal does not affect processing that took place lawfully before consent was withdrawn.
6. Children’s information
Motion Film Academy works with children and young people and takes particular care with their personal information.
We collect only information that is reasonably necessary for providing our services, safeguarding students and managing the academy.
We aim to explain the use of personal information clearly and in language that young people can understand.
7. Who we may share information with
We will not sell student or parent personal information.
Information may be shared where necessary and lawful with:
- Parents or carers.
- Academy tutors or other authorised personnel who need the information for their role.
- Payment and booking providers.
- Website, email or other technology providers acting on our behalf.
- Emergency services.
- Police.
- Children’s social care or other safeguarding organisations.
- Medical professionals where necessary.
- Professional advisers where appropriate.
We only share information that is reasonably necessary for the relevant purpose.
8. Safeguarding information
Where there is a safeguarding concern, information may need to be shared without consent where this is necessary to protect a child or another person.
Safeguarding information will be handled confidentially and only shared with those who have a legitimate need to receive it.
9. Photographs and video
Filming and photography are an important part of Motion Film Academy activities.
Information about how photographs and video are collected and used is provided in our Photography and Filming Policy.
Where consent is used as the lawful basis, parents or carers can withdraw that consent.
10. How we protect information
We take reasonable technical and organisational measures to protect personal information against:
- Unauthorised access.
- Loss.
- Accidental destruction.
- Unauthorised disclosure.
- Misuse or alteration.
Access to student and parent information is restricted to people who reasonably need it.
11. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.
Active student and parent records will normally be retained for the duration of the student’s involvement with the academy and for an appropriate period afterwards where necessary for legal, accounting, safeguarding or other legitimate purposes.
Emergency contact information will be kept while the student is actively attending the academy and updated when necessary.
Safeguarding records may need to be retained for longer where appropriate.
Where specific retention periods apply, these will be determined by the nature of the information and our legal and safeguarding obligations.
12. International transfers
Some technology or service providers used by the academy may process information outside the UK.
Where personal information is transferred outside the UK, we will ensure that an appropriate lawful transfer mechanism and safeguards are in place where required.
13. Your data protection rights
Depending on the circumstances and the lawful basis for processing, you may have the right to:
- Request access to personal information we hold about you.
- Ask us to correct inaccurate information.
- Ask us to delete information where applicable.
- Ask us to restrict processing in certain circumstances.
- Object to certain processing.
- Request your information in a portable format where applicable.
- Withdraw consent where we rely on consent.
Requests should be sent to the academy using the contact details above.
We may need to verify the identity of the person making a request before providing information.
14. Complaints about data protection
If you have concerns about how we use your personal information, please contact Motion Film Academy first so that we can try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
15. Cookies
Our website may use cookies and similar technologies.
Some cookies are necessary for the website to function, while others may be used for analytics, embedded content or other purposes.
Where required, non-essential cookies will only be used with the appropriate consent.
Further information will be provided through the website’s cookie settings or cookie notice.
16. Automated decision-making
Motion Film Academy does not currently make decisions about students or parents using solely automated decision-making that produces legal or similarly significant effects.
17. Changes to this notice
We may update this Privacy Notice when our activities, technology or data protection requirements change.
The latest version will always be made available on the Motion Film Academy website.
Next review: September 2027