Information regarding personal data processing

I. Basic information provided

Identity and contact details of the Administrator:

FILM SERVIS PLZEŇ s.r.o., company ID: 02748053, with registered office at Mánesova 1915/80, Pilsen, 301 00 as an organizer of social and cultural events under the name of Finále Plzeň.

The administrator’s appointee is Mr Petr Veruněk, e-mail: petr.verunek-ZAVINOVADLO:festivalfinale.cz.

 

The Company (Film Servis Plzeň s.r.o.) processes personal data in accordance with the EU law, in particular European Parliament and Council Regulation (EU) No. 2016/679 of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC, as amended (hereinafter the ‘Regulation’).

Purposes and legal grounds for the processing of personal data:

A customer’s personal details are processed to the extent necessary for the management of agenda related to the realisation of contracts (particularly ticket and accreditation sale) and other services in regard to the organizing of the Finále Plzeň Film Festival, respectively in connection to the screening of films and other audio-visual works, or organizing supporting events, arranging road transport, or arranging international transport from/to the Festival, and for other communication, including marketing purposes of the Administrator and third parties.

 

The legal reasons for the processing are the Administrator’s legitimate interests, the provision of the above-mentioned services etc. and your consent, particularly to the provision of a photograph.

Processing with consent

For the administration of the above services, you may consent to the processing of the following personal data for the purposes of:

User Account registration

• If an Entity registers a User Account, their personal data will be processed by the Administrator for the purpose of managing the User Account, including creating a User Profile, which includes:

1. keeping data for an easier accreditation process;
2. keeping history of accreditations and user activities;
3. the possibility of registering films into competitions;
4. option to complete an application for accommodation or transport;
5. records in the user profiles database for user accounts management.

• The legal title for the purpose(s) is the consent of the user, i.e. the Entity. The consent may be revoked by the Data Subject at any time.
• In the realization of the purpose, profiling or simple segmentation based on the interests and activities of the Entity are carried out in order to select appropriate information and proposed programmes for a particular Entity.

Sending newsletters

• If the Entity gives consent to the Administrator to the sending of newsletters, their personal data is processed at the request of the Entity or if they tick the consent box for direct marketing, under which the Entity is included in a direct marketing database. The Administrator may also, for the purposes of its legitimate interests, proceed to direct marketing
• This purpose is to send newsletters including information from the world of films, information about festivals, DVDs and film news. Sending of business communications is done by all, including electronic, means, by the Administrator.
• The legal title for this purpose is either the consent of the Entity who may revoke it at any time or the Administrator's legitimate interest, whereas the Entity may object against such processing at any time.
• In the realization of the purpose, profiling or simple segmentation based on the interests and activities of the Entity are carried out in order to select appropriate information and proposed programmes for a particular Entity.

Accreditation

• Personal data of the Entity are processed in order to fulfil the contract or to process accreditation, which allows the Entity to participate in the Festival. Accreditation is paid and its terms and conditions are governed by the general terms and conditions available here.
• The legal title for this purpose is the performance of the contract.
• An Entity, that has not declined to do so, will also receive information from the Administrator about new productions or commercial communication will be sent to them by all means available with the offer of their own similar products and services from the position of the authorized interest of the Administrator, including the possibility to send commercial communication by electronic means pursuant to Sec. 7(3) of Act No. 480/2004 Coll.

Application to submit a film to the Festival

• Personal data of the Entity is processed for this purpose if the Entity agrees to the film's submission to the Festival.
• The purpose of the processing is to include the Entity and their submitted film in the database, from which films will be selected by the expert juries to be included in a programme section of the Finále Plzeň Film Festival.
• A legal title for this purpose is consent. Consent may be revoked at any time by the Data Subject.
• If a film is selected and an agreement made between the Entity and the Administrator, the legal title for the processing of personal data is the fulfilment of the relevant contract. For purposes of archiving it also includes the Administrator's legitimate interests if this is not covered by the agreement.

The provision of the above service(s) is not subject to this consent, and you may give consent to the storage and processing of the above-mentioned personal data or at any time revoke it by sending an e-mail to: recepce-ZAVINOVADLO:festivalfinale.cz. However, when you withdraw your consent, some services may not be provided to you in full scope. This withdrawal is without prejudice to the processing of personal data for the purposes of fulfilling contracts to which you are a party or that is necessary for the fulfilment of a legal obligation or for the protection of the Administrator’s legal interest.

Legal interests of the Administrator

The legitimate interests of the Administrator and third parties include primarily the promotion and presentation of the Finále Plzeň Festival as an important social and cultural event.

The form and length of processing

Your personal data is processed in an electronic form in an automated manner or in a printed form in a non-automated manner. Data processed for the purpose of fulfilling a contract to which you are a party or that is necessary for the fulfilment of a legal obligation (for the provision of services, managing complaints, accounting obligations, etc.) are kept for as long as necessary as defined by the applicable law (Act No. 89/2012, New Civil Code; Act No. 563/1991 Coll. on accounting, etc.). After the expiry of the statutory deadlines for the storage of such personal data it will be erased.

 

Personal data will be processed by the Organizer for the duration of the contractual relationship and afterwards for as long as it is necessary to secure legal claims arising from the contract (i.e. while mutual rights and obligations arising from mutual agreements may be the subject of a legal action).

Processors/recipients of personal data

The processors/recipients of personal data are state administration bodies, contractors and business partners whose performance is related to organizing, promoting and securing the Festival, always in the same scope of personal data as is strictly necessary for the task. Specifically, we pass on the following range of data to the following categories of recipients: Hotels (name, surname, dates of stay), travel agencies (name and surname, dates of stay, resp. date of birth, passport number, passport validity), road transport (name and surname, date, address, resp. telephone number). Business partners in the range of (name and surname, company, dates of stay), resp. depending on the performance and service (IT support, legal services, etc.) If you are interested, you can use the below-mentioned right to access to information. Processing contracts are concluded with all processors, or the handling of personal data is otherwise secured according to the Regulation, in particular pursuant to Article 28.

Administrator's intention to transfer data to third countries

The Administrator does not intend to transfer personal data to any third country.

Categories of personal data concerned

Personal data we process is as follows:

Name, Surname, Titles, Photos, Business Address, Private Address, Company Position, Country (State), Phone Numbers, Email Address, Name and Photographs of a Festival Companion.

 

In the event that we also provide you with a plane ticket, then also:

Name and surname in the passport, date of birth, passport number and passport expiry date.

Please always give us accurate details and their possible changes so we can process only current and correct data.

If you do not wish us to further process your personal information, you wish to withdraw your consent if it has been provided, or if you have any other question, please contact us at recepce-ZAVINOVADLO:festivalfinale.cz.

 

The Administrator does not process sensitive data under Article 9 of the Regulation

II. Information and access to personal data

You have the right to request access to, correction or deletion of personal data, or to limit processing, and to object to processing, as well as data transfer right. These and other rights are explained in more detail below.

 

Whenever you have the right to revoke your consent to the processing of your personal data, please e-mail to recepce-ZAVINOVADLO:festivalfinale.cz.

 

You have the right to file a complaint at The Office for Personal Data Protection.

The provision of information and personal data contained in the accreditation form (including the accompanying documents), including your photograph, is voluntary (this is not a statutory requirement), but this information and personal data are necessary for issuing an accreditation card and also for arranging related services, such as accommodation etc., including the possibility of attending supporting events. By failing to provide this information you run the risk that you will not be accommodated or will have a very limited access to the Finále Plzeň Festival.

 

Together with the personal data, we can also process (or store in the archive) other details: type of invitation letter, invitation acceptance/rejection, accreditation, secured accommodation, invitations to supporting events.

 

The period of time for which personal data will be stored depends on how the particular data need to be used to arrange accommodation, transport, accreditation, supporting events, and marketing purposes. We also archive the minimum amount of data.

III. The rights of the Data Subject in more detail

The right to access to personal data and detailed information about its processing

If you are interested to know whether we have processed specific information about your person, please feel free to contact us and we will confirm it or not. If we process personal data about you, you have the right to access it, including a copy of the personal data processed. You can also request related information, in particular the purpose and time of processing, the categories of data, the recipient (past, future), the resources in respect of data not obtained directly from you, any rights which you have in relation to your personal data.

Right to correct and complete

You have the right to correct inaccurate or untrue personal data or complete incomplete personal information. We will appreciate if you notify us of any inaccuracies at recepce-ZAVINOVADLO:festivalfinale.cz.

Right to erase (‘the right to be forgotten’)

You have the right to request the deletion of your personal data if it is no longer necessary for the purposes for which it was collected or otherwise processed, if you revoke your consent if it is processed under consent, or if it is found to have been unlawfully processed.

Right to limit processing

You have the right to request us to restrict the processing of your personal data, in particular due to its inaccuracy, illegal processing, etc. We will also inform the recipients about the above. At your request, we will inform you which recipients have been notified about the above information regarding the correction or deletion of personal data or processing restrictions.

Right to data portability

This means you have the right to request us to transfer the processed personal data in a structured, commonly used, machine-readable format to another Administrator under certain conditions.

Right to object

If you object to the processing of your personal data, especially if it is processed upon a legal grounds that processing is necessary for the legitimate interests of the Administrator or third party, we will terminate the processing of your personal data unless it is proven that there are serious legitimate reasons for processing that outweigh the interests or rights and freedoms of the Data Subject, or for the determination, exercise or defence of legal claims. We do not make any decisions that would be based solely on automated processing.

How to exercise rights and submit complaints of the Data Subject

You can exercise your rights with your personal data manager, i.e. the Film Servis Plzeň s.r.o. through:

• an application submitted in person along with a valid identity document (ID card, driving license, passport, etc.);
• a written application with officially verified signature;
• the Data Subject's data box;
• via e-mail with guaranteed electronic signature.

Other forms of submission will not be considered because we need to verify and prove your identity.

For your identification at submission, please indicate:

• the name and surname of the Data Subject;
• permanent address;
• date of birth;
• the relationship of the Data Subject to the Administrator (e.g. in case of a customer the contract or order or tickets number, etc.);
• contact details (phone, email).

If the identity of the applicant is not sufficiently established, the Film Servis Plzeň s.r.o. has the right to reject the application.

 

Inquiries and other submissions concerning the processing of personal data by the organizer may be sent by email to: recepce-ZAVINOVADLO:festivalfinale.cz, to the company’s data box: 9waep7i, or directly to the organizer's address.

IV. Security, protection and confidentiality of personal data

In cooperation with IT specialists, we have taken appropriate technical and organizational measures to ensure a level of security appropriate to the risk of accidental or unlawful destruction, loss, alteration, unauthorized disclosure of transmitted, stored or otherwise processed personal data or the risk of unauthorized access to personal data.

 

However, if despite all efforts any breach of personal data occurs and it is likely that such breach will result in a high risk for the rights and freedoms of individuals, we will notify you of this fact without delay.

V. The rules of use of cookies

If a user visits an operator’s website, small cookie files will be stored and then read on their device. A cookie is a small set of letters and numbers that is stored in the internet browser or hard disk of the user's computer. A cookie file then allows a website to recognize whether the user has visited it in the past and which sections they were interested in. At the same time, cookies allow users to save their user settings.

Recognizing a language or remembering a user's login name is the result of the cookies’ work.

 

Some cookies allow the operator to link the user’s activities while browsing the operator's site from the moment the user opens the web browser window until they close it. When the user closes the browser window, these cookies are deleted. Others remain on the device for a set amount of time and they are activated each time the user visits the website that created the particular cookie. Cookies are not only stored but also read by the user's device, especially those cookies that have been saved by the operator's web site on the user's device. For simplicity, we will only talk about storage hereafter.

 

Some cookies are stored to the user's device directly by the website operator. These cookies help the operator to:

• identify users when navigating between different sites of the operator's website during re-visits, for example, to save which website version the operator has to show to the user if the site offers more options at the same time;
• note that the user has given consent to the operator according to this document.

Such cookies and other files are necessary for the functioning of the website. The user can freely delete the cookies or set the browser to either reject the acceptance of the cookie files or to warn them if the server is trying to send them cookies. If a user disables these cookies in their browser, the operator's website may not work properly and the operator may not be able to provide their services in full, or at all.

 

To the user’s device the operator also:

- stores cookies from their website, which allow them to:

• track site traffic, its individual sites, generate statistics and reports and measure advertising performance;
• show users different options of the operator’s website when testing new features;

If the user does not turn off third-party cookies in their browser and stays on the operator's website or clicks the ‘Understand’ or ‘Agree’ buttons in the notification, the operator will take it that the user agrees with the use of these cookies.

 

The user can revoke their consent at any time by disabling this feature in the user's browser.

To find out how to set up a specific web browser, visit the following addresses:

 

Internet Explorer: windows.microsoft.com

Google Chrome: support.google.com

Mozilla Firefox: support.mozilla.org

Opera: help.opera.com

Safari: support.apple.com

 

The user can freely delete the cookies or set the browser to either reject the acceptance of the cookie files or to warn them if the server is trying to send them cookies.