This Privacy Policy governs the processing of personal data by the Initiative Foundation, available at https://festivalsinpoland.pl/. It outlines how personal data is collected, used, and protected while using the website and submitting applications for participation in events.

DEFINITIONS

1.1. The following terms are used in this Privacy Policy:

1.1.1. “Administration” refers to the authorized staff responsible for managing the website on behalf of the Initiative Foundation, which organizes and/or processes personal data, determines the purposes of data processing, and the composition of personal data to be processed.

1.1.2. “Personal Data” refers to any information relating to an identified or identifiable individual (subject of personal data).

1.1.3. “Processing of Personal Data” refers to any operation or set of operations performed with or without the use of automated tools, including collection, recording, systematization, accumulation, storage, clarification (updating, modification), extraction, use, transfer (distribution, provision, access), anonymization, blocking, deletion, and destruction of personal data.

1.1.4. “Confidentiality of Personal Data” refers to a requirement to ensure that personal data is not disclosed without the consent of the data subject or other lawful grounds.

1.1.5. “User of the Website” refers to a legal or natural person who has access to the site through the Internet and uses it.

1.1.6. “Cookies” are small data fragments sent by a web server and stored on a user’s device, automatically sent back to the server with each HTTP request when opening a website page.

1.1.7. “IP Address” refers to a unique network address of a device in a network using IP protocols.

GENERAL PROVISIONS

2.1. By using the website, the User agrees to this Privacy Policy and the terms of processing personal data.

2.2. If the User does not agree with the Privacy Policy, they should cease using the website and refrain from submitting applications.

2.3. This Privacy Policy applies solely to the Initiative Foundation’s website (https://festivalsinpoland.pl/) and does not apply to other third-party websites that the User may access via links on the site.

2.4. The Administration does not verify the accuracy of personal data provided by the User.

SUBJECT OF THE PRIVACY POLICY

3.1. This Privacy Policy establishes the obligations of the Administration to ensure non-disclosure and protection of personal data that the User provides during registration or application submission.

3.2. Personal data allowed for processing includes data entered by the User via forms on the website or offline, such as:

• Name, surname, patronymic (if applicable)
• Age
• Contact phone number
• Email address
• Postal address
• Social media profiles
• Messaging apps
• Audio, photo, and video materials submitted for event registration

3.3. The website also automatically collects:

• IP address
• Cookies information
• Browser information
• Access times and the URL of the referring page

3.3.1. Disabling cookies may lead to restricted access to parts of the website requiring authentication.

3.4. Any other personal data not explicitly mentioned is subject to secure storage and non-disclosure, except as stipulated in sections 5.2–5.6.

PURPOSES OF COLLECTING PERSONAL DATA

4.1. The Administration may use the User’s personal data for the following purposes:

• Identifying the User when submitting applications for events
• Providing feedback to the User, including notifications, requests regarding the website, services, or applications
• Verifying the accuracy of the personal data provided
• Creating an account upon application submission, with the User’s consent for data processing
• Sending updates, special offers, newsletters (with User consent)

METHODS AND DURATION OF PROCESSING PERSONAL DATA

5.1. Personal data is processed indefinitely by lawful methods, including automated systems.

5.2. The User agrees that the Administration may transfer personal data to third parties, such as postal services, telecom operators, transportation companies, consulates, cultural centers, and hotels, solely for processing applications and ensuring full participation in events.

5.3. The User agrees that certain personal data (name, age, country) may be published on the website or co-organizer platforms.

5.4. By submitting an application, the User consents to receiving information about the festival/project via email, as well as being added to the Foundation’s mailing system (Mailchimp).

5.5. Photos, videos, and other media collected during events may be used by the Foundation in print and online media. The Foundation has full rights to modify, translate, or use this content without time or geographic limitation.

5.6. Personal data may be disclosed to government authorities of Poland if required by law.

OBLIGATIONS OF THE PARTIES

6.1. User Obligations:

• Provide accurate personal data for website use and event registration.

6.2. Administration Obligations:

• Use personal data only for the purposes specified in Section 4.
• Keep the data confidential and not disclose it without prior consent, except in cases outlined in sections 5.2–5.6.
• Take precautionary measures to protect User data.

LIABILITY OF THE PARTIES

7.1. The Administration is responsible for any losses incurred by the User due to unlawful processing of personal data, except in cases outlined in sections 5.2–5.6.

7.2. The Administration is not liable if the confidential information was:

• Publicly available before disclosure
• Received from a third party before the Administration obtained it
• Disclosed with the User’s consent

DISPUTE RESOLUTION

8.1. Before taking legal action, disputes between the User and the Administration should be settled via a written claim procedure.

8.2. The recipient of the claim has 30 days to respond.

ADDITIONAL TERMS

9.1. The Administration reserves the right to amend this Privacy Policy without the User’s consent.

9.2. Any new version of the Privacy Policy takes effect upon publication on the website.

9.3. Users can direct inquiries or suggestions regarding this Privacy Policy to natallia.polkh@gmail.com.

The current version of the Privacy Policy is available at https://festivalsinpoland.pl/?p=6904