Privacy Notice - Cinema South Festival
Privacy Notice - Cinema South Festival (CSF), Sapir Academic College
Last updated: 1.09.2026
This notice explains how we handle personal data of filmmakers, applicants and other participants who register, submit work, or subscribe through this festival page. It supplements the general Sapir College Privacy Policy. Where the two differ in relation to festival registration, this notice prevails.
Who we are
Controller: Sapir Academic College (Reg. No. 580322451) and Sapir College of the Negev (Reg. No. 580012599), D.N. Hof Ashkelon 781000, Israel.
Data Protection Officer: dpo@sapir.ac.il
Festival contact: mantzur@sapir.ac.il
What personal data we collect
You give us directly:
- Identity and contact details: full name, date of birth (where required to verify eligibility), country of residence, postal address, email address, telephone number
- Professional details: role in the production (director, producer, editor), biography, filmography, headshot, website and social media links, production company, school or institution
- Submission details: title, synopsis, credits, technical specifications, screener link or file, subtitle files, press kit, stills, trailer
- Eligibility and category information, including any declaration relating to student or graduate status, and a form declaration: “I am 18 years of age or older.”
- Correspondence you send us, including attachmentsPayment confirmation data, where a submission fee applies (card details are handled by the payment provider, not by us)
- Travel and accommodation details, dietary requirements and accessibility needs, if you are invited to attend
We receive from others:
- Submission data forwarded by the submission platform we use Airtable, Inc., Fillout (Restly, Inc., d.b.a. Zite), Google LLC, Microsoft (Google Drive, Sheets, Docs — media and working files; Microsoft OneDrive, Outlook, Word, Excel — media, mail and working files).
- Details of your collaborators that you provide to us (see section 9)
Collected automatically: IP address, browser and device type, pages viewed and referring URL, via cookies and similar technologies. Non-essential cookies are set only with your prior consent, which you can withdraw at any time through the cookie settings link on this page.
We do not seek special category data (Art. 9 GDPR). Please do not include health, religious, political or similar information in free-text fields unless we have specifically asked for it — for example, accessibility requirements you choose to share so that we can accommodate you at the festival.
Why we use it, and on what legal basis
| Purpose | Legal basis |
|---|---|
| Receiving, registering and administering your submission; corresponding with you about it | Performance of a contract / steps taken at your request prior to entering a contract — Art. 6(1)(b) |
| Eligibility checks and verification of the information you provide | Art. 6(1)(b), and our legitimate interest in a fair competition — Art. 6(1)(f) |
| Evaluation of your work by our selection committee and jury | Art. 6(1)(b) and Art. 6(1)(f) |
| Processing submission fees, refunds and accounting | Art. 6(1)(b); legal obligation under Israeli tax and accounting law — Art. 6(1)(c) |
| Scheduling, screening and exhibiting selected works; producing the programme, catalogue and website entries | Art. 6(1)(b) |
| Publishing your name, photograph, biography and images from your film in festival materials, press releases and on social media, if your work is selected | Our legitimate interest in promoting the festival and the selected works — Art. 6(1)(f). We will ask for your separate consent for any use going beyond festival promotion |
| Travel, accommodation and hospitality for invited guests | Art. 6(1)(b); for accessibility and dietary needs, your explicit consent — Art. 9(2)(a) |
| Sending the festival newsletter and announcements about future editions | Your consent — Art. 6(1)(a). You may unsubscribe at any time using the link in every message |
| Statistics, reporting to funders and public bodies, and improving future editions (aggregated or pseudonymised wherever possible) | Art. 6(1)(f), and Art. 6(1)(c) where reporting is mandatory |
| Retaining the public programme record of selected works (title, credits, year, published synopsis, published stills, published biography). We do not retain screener or DCP files after the edition. | Our legitimate interest in maintaining the festival’s public institutional record — Art. 6(1)(f). [Proposed change: drop Art. 6(1)(e)/Art. 89 film-archive language unless the College confirms a formal archive.] |
| Website security, fraud prevention, and establishing or defending legal claims | Art. 6(1)(f) |
Where we rely on legitimate interests, you may object at any time (section 7). You can obtain our balancing assessment by writing to dpo@sapir.ac.il.
Providing the data marked as required on the submission form is necessary for us to consider your entry; without it we cannot process your submission. All other fields are optional.
Who we share it with
- Selection committee members, jurors, curators and programmers, including external professionals engaged for the festival, who receive your submission and the associated credits
- Our submission platform provider Airtable, Inc., Fillout (Restly, Inc., d.b.a. Zite), Google LLC, Microsoft (Drive / Sheets / Docs; OneDrive / Outlook / Word / Excel for working files).
- IT and service providers: cloud hosting, email and newsletter delivery, video hosting and screener platforms, subtitling and translation providers, web analytics, payment processing, travel booking
- Co-organisers, venues and partner institutions where a screening or event takes place, limited to what is necessary for that event
- Public authorities, funders and regulators where we are legally required to report or where a grant condition requires it, including the Israeli Council for Higher Education and government ministries
- Press and media, in relation to selected works only, and limited to material intended for publication
- Professional advisers, auditors and insurers, and courts or authorities where necessary to establish or defend legal claims
All service providers act as processors under written agreements meeting Art. 28 GDPR, and may use the data only on our instructions. We do not sell personal data and do not share it for third-party marketing.
International transfers
We are based in Israel, so if you are in the EEA or the UK your data will be transferred to Israel.
The European Commission has recognised Israel as providing an adequate level of data protection (Decision 2011/61/EU, maintained following the Commission's review). The UK maintains equivalent recognition. Transfers to Israel therefore require no additional safeguard.
Some of our service providers are located elsewhere, including in the United States. Where a transfer is not covered by an adequacy decision, we rely on the European Commission's Standard Contractual Clauses (and the UK Addendum where relevant), together with supplementary technical measures such as encryption in transit and at rest. You may request a copy of the safeguards in place by writing to dpo@sapir.ac.il.
How long we keep it
| Data | Retention period |
|---|---|
| Programme record (title, credits, year, published synopsis, published stills, published biography, programme entry) | Indefinite. Public programme record. Not subject to objection once published. |
| Contact details — selected / winners / jurors / invited guests | Kept while a live purpose exists (invitations, future collaborations, project development). You may object at any time by writing to dpo@sapir.ac.il. |
| Contact details — not selected | 3 years after the edition, then minimised to name + email + title + year + status, or deleted. Needed for disputes and re-submissions. Not subject to objection during that period. |
| Newsletter | Until you unsubscribe, plus 12 months to evidence consent. You may object / unsubscribe at any time; objection: dpo@sapir.ac.il or the link in every message. |
| Media files — not selected (screener, unpublished stills, press kit) | Deleted within 90 days of the programme announcement. Not subject to objection. |
| Media files — selected (screener / DCP) | Deleted after the edition. We do not keep a file archive. Not subject to objection. |
| Form answers — not selected | 3 years, then minimised or deleted. Disputes and re-submissions. Not subject to objection during that period. |
| Invoices / submission fees | 7 years, as required by Israeli tax law. Not subject to objection. |
| Correspondence and complaints | 3 years, or longer if needed for a legal claim. Not subject to objection. |
| Accessibility / dietary information | Deleted shortly after the guest stay / edition ends. Special-category data. Not subject to objection. |
| Jury scores and named notes | Short internal retention only. Not part of the public archive. Not subject to objection. |
| Website and cookie data | As set out in the cookie notice, generally no more than 14 months. Not subject to objection. |
We review these periods periodically and delete or anonymise data that is no longer needed. Where we rely on legitimate interests for professional contact lists or on consent for the newsletter, you may object at any time by writing to dpo@sapir.ac.il.
Your rights
If you are in the EEA or the UK, you have the right to:
- Access the personal data we hold about you and receive a copy
- Rectify inaccurate or incomplete data
- Erase your data in the circumstances set out in Art. 17
- Restrict processing while a dispute about accuracy or lawfulness is resolved
- Object to processing based on our legitimate interests, and to object at any time to direct marketing
- Data portability for data you provided to us, where we process it by automated means on the basis of consent or contract
- Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal
- Lodge a complaint with your national supervisory authority, or with the Israeli Privacy Protection Authority (ppa@justice.gov.il)
Independently of the GDPR, Israeli law (Privacy Protection Law, 5741-1981, as amended) grants rights of access, correction and deletion, which are available to all applicants.
To exercise any right, write to dpo@sapir.ac.il. We will respond within one month, extendable by two further months for complex requests, and will tell you if an extension is needed. We may ask for information to verify your identity.
Some limits apply: we cannot erase the programme record of a work that was publicly screened, and we may retain data where required by law or needed for legal claims.
We do not use your data for automated decision-making producing legal or similarly significant effects, and we do not use it to build advertising profiles. Selection decisions are made by human jurors.
Security
We apply technical and organisational measures appropriate to the risk, including encryption in transit, access control on a need-to-know basis, contractual obligations on our processors, and staff confidentiality undertakings. Screeners are hosted on access-controlled platforms and are not made publicly available. No system is completely secure; if a breach is likely to result in a high risk to your rights, we will notify you as required by Art. 34 GDPR.
If you submit other people's details
When you provide details of your director, producer, cast, crew or any other individual as part of your submission, you confirm that you are entitled to do so and that you have informed them that their details are being shared with us for the purposes described in this notice. Please pass this notice on to them. We may also contact them directly where it is necessary and proportionate to do so, in line with Art. 14 GDPR.
Minors
The submission form will include a declaration: “I am 18 years of age or older.” Submissions from applicants under the age of 18 require the written consent of a parent or legal guardian, which must be supplied with the entry. If an applicant marks that they are 18 or over and we later learn they are a minor, the entry will not be processed and will be deleted until valid parental consent is received. Where an applicant is under 16 and we rely on consent (for example, for the newsletter), that consent must be given or authorised by the holder of parental responsibility. We do not knowingly collect data from children below this age without such authorisation, and will delete it if we learn we have. [Confirm the age threshold against the festival's own eligibility rules, and note that the digital-consent age varies between 13 and 16 across EU Member States.]
Filming and photography at the festival
If you attend festival events, you may be photographed or filmed for documentation and promotional purposes. We rely on our legitimate interest in documenting the festival; signage at each venue will indicate where recording takes place, and you may object by contacting the festival team on site or at dpo@sapir.ac.il.
Cookies
This page uses strictly necessary cookies, which do not require consent, and analytics and marketing cookies, which are set only if you accept them. You can accept, refuse or change your choice at any time via [link to Cookie settings]. Refusing non-essential cookies does not affect your ability to submit work.
Changes to this notice
We may update this notice. Material changes affecting registered participants will be communicated by email, and the “last updated” date above will always show the current version.