We advise that you read through our privacy policy in detail, because by using our website, signing up to our newsletter, buying tickets for Iris Prize events or submitting films for us to consider, you agree to our terms and conditions. This policy is regularly reviewed and can change over time, so do check back.  It was last updated on 24 May 2018

You have a legal right to know what information is held about you, how we use it, and that we handle your personal information fairly, lawfully and securely. For further information about us and the contract you agree to when using this website, our box office or submitting films please see our terms and conditions. Further information about our cookies usage is available in our cookies policy.

We are Iris Prize Outreach Limited, a limited company and charity registered in England & Wales.  You can contact us by email to info@irisprize.org or by writing to Iris Prize, Ty Cefn, Rectory Road, Cardiff CF5 1QL, United Kingdom.


Personal information is any information that can be used to identify or contact you, such as your name, phone number, email address and IP address – in technical terms, it’s “information about any identified or identifiable living person”.



We may collect and store information which you give us through any forms on our site, or in your other correspondence or interactions with us, by email, in person or otherwise. We may also receive and store information automatically when you interact with us on-line or use a payment card to pay for membership, tickets or other services.  The sort of information that is automatically collected may include your IP address, browser type and whether you’re looking at our site on a mobile device or not. See our cookies policy for further information.



We use your personal information to deliver you the information that you’ve asked for. We may also use your personal information to fulfil our contract with you or other legitimate interests, such as to let you know about changes to our services or sending you a ticket so you can attend one of our events.  If you complete one of our audience surveys or otherwise give us feedback about our activities we may aggregate your data with that of other respondents but without your name or other identifier in order to report to our funders and partners about the make-up of our audience and to assess the effectiveness of our marketing activities and whether or not we are meeting our obligations to not discriminate.

We reserve the right to share your personal information if we are ever in a situation where we are legally obliged to.  But we will never sell or share your information with third parties.  Occasionally we will use specialist third party organisations to provide specific services on our behalf – examples include Ticketsource who provide our box office and Mailchimp who provide our bulk email service.  In these cases we have a clear contract with the other party who are acting only as a data processor working on our behalf and have undertaken to ensure the security of your information and protect it at least to the extent required by the law of Wales even if the information may be held or processed outside of the EU.  We remain the data controller.

We may use your personal data to send you email and other communications such as newsletters and details of our service which may be of interest to you.  We believe this communication is covered by the legitimate interest basis of processing.  You may opt out from receiving these communications at any time.

We may also use IP addresses and other such personal data to recognise you when you visit or return to our websites. Tracking this anonymous data allows us to understand how users interact with our site, which helps us to improve the site’s layout, performance and delivery. For more information about how and why we do this, please see our cookies policy.


We take your privacy seriously, and security is a high priority. We take appropriate precautions to protect your personal data from loss, misuse, unauthorised access, alteration, disclosure and destruction, but we cannot guarantee that any data transfer is 100% secure. You transfer data to us at your own risk.

We will only keep your personal information for as long as it is necessary.  We will keep your name and contact information if you have subscribed to our newsletter until the contact information becomes invalid or you ask us to unsubscribe you.  Personal information associated with film submissions will be archived and may be kept indefinitely as we may have to demonstrate we had the necessary permissions to screen your work and that you had granted us the appropriate licences to do so.  Information about purchases and tickets bought or Iris Prize membership will usually be kept for three years after the last transaction.  Individual responses to audience surveys and records of visits to our website will be kept for no longer than 30 months.

Please be aware that email and other electronic communications are not secure if they are not encrypted, and that your communications may pass through servers in a number of country jurisdictions before they reach us. We cannot accept responsibility for any unauthorised access or loss of personal data that stems from a cause beyond our control, and we cannot be held responsible for the actions or omissions of third parties who may misuse your personal data if it is unlawfully obtained.



You have the right

  • to be informed about the personal information we collect, hold and use;
  • to access the information we hold about you;
  • to have incorrect or inaccurate information corrected;
  • to have information erased;
  • to restrict what processing is carried out with your information;
  • to be provided with a portable copy of your information;
  • to object to our processing of your information.

To excercise any of your rights in respect to data controlled by us please email us at info@irisprize.org

If you’d like to learn more about your rights under European and UK data protection laws, please see the website of the Information Commissioner’s Office.


If you have any other queries or concerns, please don’t hesitate to contact us.