Privacy Policy and Information on the Processing of Personal Data (GDPR)

Valid version 2026

1. General Information

This Privacy Policy defines the rules for processing personal data of participants in competitions, festivals and other events organized or co-organized by the Organizer.

Submitting an application for participation in a competition means that the participant, and in the case of minors – their legal representative, has read the Competition Regulations and this Privacy Policy and accepts their provisions.

The controllers of personal data are joint controllers within the meaning of Article 26 of Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR):

  • Fundacja Widowisk Masowych with its registered office in Poland (NIP 7343530043),
  • NGO Art Center Antre with its registered office in Ukraine (EDRPOU 39332433).

The scope of responsibilities of the joint controllers, including the purposes and methods of processing personal data, has been defined in an agreement concluded between the parties in accordance with Article 26 GDPR.

The entity responsible for fulfilling information obligations and for ongoing communication with participants is Fundacja Widowisk Masowych.

The essence of the arrangements between the joint controllers regarding the division of responsibilities may be made available to data subjects upon request.

2. What Personal Data We Collect

In connection with participation in a competition or the use of the website, the following personal data may be collected:

  • first name and last name of the participant;
  • email address;
  • phone number;
  • address of the school, institution or organization;
  • other information voluntarily provided in forms on the website.

In the case of minor participants, the legal representative may additionally provide their personal data, including:

  • first and last name;
  • email address;
  • phone number.

Teachers, group leaders or other persons supporting participants in the competition consent to the processing of their personal data to the extent necessary for the organization and implementation of the event.

Personal data may be collected, in particular, through:

  • online application forms on the website;
  • contact forms;
  • newsletter subscription forms;
  • communication through chatbots or messaging services, including Viber or Telegram.

3. Cookies and Technical Data

The website may use cookies in order to ensure proper functioning of the service and to improve the quality of the services provided.

During the first visit to the website, the user is informed about the use of cookies and may consent to their use by clicking the appropriate button.

While using the website, technical data may also be automatically collected, including:

  • IP address;
  • browser type;
  • device type;
  • date and time of the visit;
  • pages viewed on the website.

These data are used exclusively for technical and statistical purposes and to improve the operation of the website.

4. Purposes and Legal Basis for Data Processing (GDPR)

Personal data are processed by the joint controllers and by entities acting on their behalf on the basis of data processing agreements for the following purposes:

  • organization and conduct of competitions, festivals and artistic events;
  • communication with participants;
  • announcement of results and awarding of prizes;
  • implementation of the provisions of event regulations;
  • archiving of information about events;
  • promotion of the Organizer’s activities, including publication of reports and materials related to events;
  • informing participants about future events, competitions and projects organized or co-organized by the Organizer via electronic communication.

The legal bases for the processing of personal data are:

  • Article 6(1)(a) GDPR – consent of the data subject;
  • Article 6(1)(b) GDPR – performance of a contract or steps taken prior to entering into a contract (participation in the competition);
  • Article 6(1)(f) GDPR – legitimate interests of the Controller (organizational communication, event management, promotion of activities);
  • Article 9(2)(a) GDPR – consent for processing special categories of personal data, if such processing occurs.

Providing personal data is voluntary; however, failure to provide such data or withdrawal of consent may result in the inability to participate in the competition or event.

Recipients of personal data may include entities providing services to the Organizer, including:

  • hotel services;
  • transport services;
  • courier services;
  • postal services;
  • IT services;
  • technical services related to the organization of events.

Personal data may be processed by the joint controllers both within the European Union and in Ukraine in connection with the joint activities of the event organizers.

Personal data will not be subject to automated decision-making or profiling.

Personal data will be processed for the period necessary to organize and conduct the competition or event, and afterwards may be stored for up to 5 years for archival, organizational and informational purposes.

5. Image Rights – Photos and Video Recordings

During events organized by the Organizer, photographic and video documentation may be carried out.

Submitting an application for participation in the competition constitutes consent to the free recording and dissemination of the participants’ image in the form of photographs and video recordings made during the events.

When registering minor participants for the competition, the legal guardian or group leader declares that they possess the consent of the parents or legal guardians for the participation of the minors in the event and for the recording and publication of their image in photographic and video materials related to the event.

These materials may be used by the Organizer for promotional, informational and archival purposes, including on the Organizer’s websites, social media platforms and informational materials related to the Organizer’s activities.

6. Rights of Data Subjects

Persons whose personal data are processed have the right to:

  • access their personal data;
  • obtain a copy of their personal data;
  • request correction of their data;
  • request deletion of their data;
  • restrict the processing of their data;
  • object to the processing of their data;
  • withdraw consent at any time;
  • request data portability.

To exercise these rights, you may contact the Organizer at the following email address:

artantre.project@gmail.com

The data subject also has the right to lodge a complaint with the President of the Personal Data Protection Office (UODO).