1. Who is responsible?
The Faroese Film Institute is the data controller for personal data processed through Filmsbókin, the production and crew directory.
Contact us at ffi@ffi.fo, by telephone at +298 522233, or at Vestara Bryggja 15, 3rd floor, 100 Tórshavn, Faroe Islands.
2. What information do we process?
We process the information needed to operate the directory:
- account, name, email address, and sign-in information;
- profile information such as name, roles or services, description, image or logo, and links;
- telephone number and email address, which are required and shown publicly on an approved profile;
- proposals, submissions, declarations, permissions, changes, decisions, and correspondence with the Faroese Film Institute;
- technical security and operational data, such as timestamps, indirect identifiers, and events needed for sign-in, troubleshooting, and audit.
3. Why do we process it?
We use the information to:
- create and protect accounts;
- receive, review, and approve profiles and changes;
- display approved profile information in the public directory;
- keep information accurate and ask owners to confirm it periodically;
- handle correction, withdrawal, access, export, and deletion requests;
- prevent misuse and retain necessary evidence.
Processing may rely on your permission, the service relationship, the Faroese Film Institute’s legitimate interests, or a legal obligation. Participation in the directory requires a public email address and telephone number. These may be work or contact details and do not need to be your private details. You may withdraw permission and ask for the profile to be removed from the public directory.
4. What becomes public?
A profile is not published until it has been submitted and approved by the Faroese Film Institute. The approved version, profile email address, and profile telephone number are shown publicly.
Sign-in details, permission evidence, administration notes, and drafts are not shown in the public directory. Use work or contact details on the profile if you do not want to publish your private email address or telephone number.
5. Who receives the information?
Approved public profile information is visible to internet visitors. Faroese Film Institute staff and authorised administrators receive only the access required for their work.
We use service providers for hosting, identity, data storage, images, email, and secure operations. They process data under contract and our instructions. If information is transferred outside the Faroe Islands, appropriate data protection safeguards are used.
6. How long do we keep it?
We do not keep information longer than necessary. By default:
- a verified withdrawal is hidden from the public as soon as practical;
- drafts that were never submitted are deleted after 90 days of inactivity;
- rejected submissions are deleted after 180 days;
- owners are asked to confirm information annually, and profiles may be removed from the public directory after 18 months without confirmation and two notices;
- necessary permission and moderation evidence may be kept for up to six years, unless a shorter period applies.
Some information may be kept longer where required by law, legal claims, security, or audit. Removal from operational backups may take up to 35 days.
7. Your rights
Depending on the circumstances, you may request information, access, correction, deletion, restriction, data portability, or object to processing. You may also withdraw permission and ask for a profile to be removed from the public directory.
Sign in and open Privacy, or email ffi@ffi.fo. We may ask you to verify your identity before responding. Rights are not absolute, and certain evidence required by law may be retained.
9. Questions and complaints
Please contact the Faroese Film Institute first if you have questions or believe that we process information incorrectly. You may also complain to the Faroese Data Protection Authority, P.O. Box 300, FO-110 Tórshavn, dat@dat.fo, telephone +298 30 91 00.
10. Supporting evidence
The Faroese Film Institute may ask you for information or private documents showing relevant experience or education. Your response and documents are used only to review the application and are never published. Access is limited to you and authorised administrators at the Faroese Film Institute.
Do not include unnecessary sensitive personal data. Supporting evidence for a closed, rejected, withdrawn, or abandoned application is deleted no later than 12 months after the decision or last activity. We may delete it earlier following a valid deletion request. A minimal content-free record may remain to demonstrate that deletion was completed.