Privacy Policy for Filmmakers and Festival Submissions

Effective Date: October 10, 2025

Organization: Ashes To Films (“ATF”)

Mailing Address: 2801 Ocean Park Blvd. #1223, Santa Monica, CA 90405

Contact: info@ashestofilms.org

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1. Overview

Ashes To Films (“ATF”) respects your privacy and is committed to protecting the personal information of filmmakers, applicants, and festival participants.

This policy explains what information we collect, how we use it, and the rights you have regarding that data.

By submitting your film or related materials to ATF—whether through FilmFreeway, our website, or any other submission platform—you consent to the practices described in this Privacy Policy.

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2. Information We Collect

We collect only the information necessary to manage submissions and festival operations, including:

• Contact details (name, email, phone number, mailing address).

• Project details (film title, synopsis, credits, runtime, screening links, press materials).

• Demographic or biographical data (optional; e.g., to identify filmmakers affected by wildfires or other disasters).

• Payment information for submission fees (processed securely by FilmFreeway or a third-party payment processor; ATF does not store credit card details).

• Communications and correspondence with ATF.

We may also receive limited analytics or submission data from platforms like FilmFreeway or BetterWorld for operational and marketing purposes.

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3. How We Use Your Information

We use your information to:

• Review and evaluate festival submissions.

• Communicate with applicants regarding selection status or screening logistics.

• Create festival materials (program guides, website listings, press kits).

• Administer filmmaker agreements, grants, and awards.

• Provide updates about ATF events or future submission opportunities (you may opt out at any time).

• Comply with legal, accounting, and reporting requirements.

ATF will never sell, rent, or trade your personal information to third parties.

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4. Data Sharing & Third-Party Services

We may share limited personal data with:

• Festival staff, jurors, and screeners who sign confidentiality agreements.

• Service providers who assist with submission management, email communications, ticketing, or data hosting (e.g., FilmFreeway, Google Workspace, Dropbox, BetterWorld).

• Our fiscal sponsor, Creative Visions Foundation, for administrative and compliance purposes while ATF operates under sponsorship.

When ATF transitions to its own 501(c)(3) entity, all rights and obligations related to your data will transfer automatically to the new nonprofit, maintaining the same level of protection and use.

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5. Data Retention

We retain submission data as long as necessary for festival operations, archival records, and legitimate nonprofit purposes.

You may request deletion of your submission information at any time by contacting info@ashestofilms.org, except where retention is required by law or for accounting/audit purposes.

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6. Your Rights

Depending on your location, you may have the right to:

• Access or request a copy of your personal information.

• Request correction or deletion of your data.

• Withdraw consent for non-essential communications.

• File a complaint with your local data protection authority.

Requests can be sent to info@ashestofilms.org. We will respond within 30 days.

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7. Data Security

We implement reasonable physical, administrative, and electronic safeguards to protect personal data from unauthorized access, alteration, or misuse.

However, no online platform can guarantee absolute security, and submission via third-party sites (like FilmFreeway) is subject to their own privacy policies.

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8. Updates to This Policy

ATF may update this Privacy Policy periodically to reflect operational, legal, or technological changes.

The most recent version will always be available at www.ashestofilms.org/privacy with the effective date clearly shown.

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9. Contact

For privacy questions, data requests, or complaints, please contact:

📧 info@ashestofilms.org

📬 Ashes To Films, 2801 Ocean Park Blvd. #1223, Santa Monica, CA 90405