Last updated: October 2026

 

1. Introduction

Aberdeen Animates is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, submit an animation or Pitch Lab application, attend an event, or take part in our activities.

Aberdeen Animates is managed by SZN Media Ltd, based in Aberdeen, Scotland, United Kingdom. For the purposes of this policy, references to “we”, “us” and “our” mean SZN Media Ltd in connection with Aberdeen Animates.

We handle personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

2. What Information We Collect

Depending on how you interact with Aberdeen Animates, we may collect the following information:

• Contact details: such as your name, email address, telephone number and relevant professional or social media details.

• Animation submissions: including film files, titles, descriptions, credits, biographies and information needed to review and administer your submission.

• Pitch Lab applications: including project details, pitch materials, biographies and other information supplied as part of an application.

• Communications: emails, messages and other correspondence you send to us, including communications through FilmFreeway.

• Event information: details needed to manage participation, registration, attendance, awards, workshops or other festival activities.

• Photography and video: images or recordings captured at our events, where applicable.

• Website information: technical information collected when you visit our website, depending on the website features and technologies in use.

We aim to collect only the personal data reasonably needed for the relevant purpose.

 

3. How We Use Your Information

We may use personal data to:

• Receive, assess and administer animation submissions and Pitch Lab applications.

• Contact applicants about their submissions, selection decisions, deadlines and relevant event arrangements.

• Organise and deliver screenings, talks, workshops, networking, awards and other festival activities.

• Communicate with speakers, judges, mentors, partners, sponsors and other contributors where relevant to their involvement.

• Publicise selected films, projects, participants and festival activities, in accordance with the permissions and arrangements that apply to the relevant activity.

• Share event photography or video through our website, social media, publicity materials and reports, where appropriate.

• Respond to enquiries and provide relevant updates.

• Maintain appropriate administrative and financial records and meet legal obligations.

• Manage and improve our website and activities, where applicable.

We will not sell your personal data. We may share relevant information with service providers who help us operate our activities, but only where appropriate for the purposes described in this policy.

 

4. Our Lawful Bases for Processing

We use the lawful basis that applies to the particular purpose for which personal data is processed. Depending on the circumstances, this may include:

• Contract or steps taken at your request: where processing is necessary to administer an application or fulfil arrangements relating to your participation.

• Legitimate interests: where processing is necessary for legitimate interests such as organising and promoting the festival, communicating with contributors, maintaining records and documenting our activities, provided those interests do not override your rights and freedoms.

• Consent: where we ask for your permission for a particular use of your personal data, such as certain promotional uses.

• Legal obligation: where we need to process or retain information to comply with applicable law.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that took place lawfully before consent was withdrawn.

 

5. Sharing Your Information

We may share relevant personal data with organisations or individuals who help us deliver Aberdeen Animates. Depending on the activity, these may include:

• FilmFreeway, which is used to manage film submissions.

• Website hosting, email, communications and other technology providers, where used.

• Event venues, ticketing providers and event delivery partners, where necessary.

• Festival organisers, assessors, judges or mentors who need information to carry out their roles.

• Sponsors, funders or project partners, where relevant and appropriate.

• Public authorities or other organisations where disclosure is required by law.

We do not sell personal data or share it with third parties for their own direct marketing without an appropriate lawful basis.

Some service providers may process data outside the United Kingdom. Where this applies, we will ensure that any required safeguards are in place in accordance with applicable data protection law.

FilmFreeway and other third-party services may process personal data under their own privacy policies. Please review the relevant policies for information about their handling of your data.

 

6. How We Store and Retain Your Data

We take reasonable steps to protect personal data against unauthorised access, loss, misuse or disclosure. Access is restricted to people who need the information for their role.

We retain personal data only for as long as necessary for the purposes for which it was collected, including administering the relevant activity, maintaining appropriate records and meeting legal obligations. The retention period will depend on the type of information and why it is held.

When personal data is no longer required, we will take appropriate steps to delete it or anonymise it, where practicable and lawful.

 

7. Publicity, Photography and Video

Aberdeen Animates may publicise selected films, projects, awards and festival activities through its website, social media, press materials and reports.

Any screening or promotional use of submitted films and materials is subject to the relevant submission rules and permissions. Submitting an application does not, by itself, give us unrestricted permission to use your personal data or materials for unrelated purposes.

Photography or video may be taken at festival events for documentation and publicity. Where appropriate, we will provide information at the event about this. If you have concerns about being photographed or appearing in published material, please contact us so we can discuss your circumstances.

Where consent is the lawful basis for a particular use, you may withdraw that consent as described in this policy.

 

8. Your Data Protection Rights

Under applicable data protection law, you may have the right to:

• Request access to the personal data we hold about you.

• Ask us to correct inaccurate or incomplete information.

• Request deletion of your personal data in certain circumstances.

• Request that we restrict how we use your data in certain circumstances.

• Object to certain processing, including processing based on legitimate interests.

• Request a copy of certain personal data in a portable format, where applicable.

• Withdraw consent where we rely on consent to process your data.

These rights are subject to legal conditions and exemptions, so they may not apply in every situation.

To exercise a right or ask a question about how we use your information, contact aberdeenanimates@gmail.com.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator. Information is available at ico.org.uk.

 

9. Third-Party Websites and Services

Our website or communications may link to third-party websites and services. We are not responsible for the privacy practices of those services. Please consult their own privacy policies before providing them with personal data.

 

10. Changes to This Policy

We may update this Privacy Policy to reflect changes to our activities, the services we use or applicable legal requirements. The latest version will be published on the Aberdeen Animates website, with the date of the most recent update shown at the top.

 

11. Contact

If you have any questions about this Privacy Policy or how your personal data is handled, please contact:

Aberdeen Animates — managed by SZN Media Ltd
Email: aberdeenanimates@gmail.com
Location: Aberdeen, Scotland, United Kingdom