This Privacy Policy describes the rules of protecting European Academic and Culture Festival (Europäisches Wissenschafts- und Kulturfestival in German, EACF) / FPK Eventservice e.U.’s (FPKES or We/Our) service, Customers and Users (You) in connection with the processing of your data. With our respect to personal data privacy, we are committed to implementation and compliance with the data protection principles and all relevant provisions of the General Data Protection Regulations.
Use of the EACF website (the Website), the Website’s services (the Service), or the included Third Party Service or Mobile Application means your acceptance of all the rules adopted by us. When we collect personal data from you on voluntary basis, you have the rights to refuse to provide your data required. If you do not agree to the rules in this Privacy Policy, please do not commence the use of the Service, the Website, and the Mobile Applications. If you decide not to provide the data required to use a particular Service or Mobile Application, you may be unable to use the Service or some of its functions, or to place/engage any or some orders/services.
If you are a minor, under the laws of your residing country, who visits and/or uses the Website and/or the Service, you MUST OBTAIN BEFORE-HAND the consent of your parents or guardian for your visit and use of the Website and the Service with legal authorization and agreement from them. Your registration and use of your Account for the Website and the Service, which should be conducted together with your parents/guardian, represents and confirms that you have obtained the legal authority from your parents or guardian for your use of the Website and/or the Service, and their consent in and agreement with our storing and processing of your personal data and information you provided to us with agreement to our Privacy Policy and Terms of Service.
All personal data you provide to us via the Website, the Service or the Mobile Applications may only be accessed by authorized personnel. The Website uses secure socket layer (SSL) data transmission during registration, login and personal data transmission to ensure the protection of any data that may identify you and makes it much harder to intercept the access to your Account by unauthorized systems or persons.
I. Data controller
We are the data controller of your Personal Data provided in connection with using the Website, the Service or the Mobile Applications with contact at privacy-officer@euacf.eu where you can contact us to exercise your rights, give or withdraw consents or for any other issues connected with the protection of Personal Data.
You can contact our Data Protection Officer in all matters related to the processing of Personal Data and use of the related rights at privacy-officer@euacf.eu.
In some circumstances we also process Personal Data on your behalf. In these cases you determine the scope of Personal Data you want us to process and the means of their processing, especially through your use of the Service.
II. Information collected
The scope of the data we process depends on the context of their collection and on the purposes of their processing. You have the right to refuse to give your Personal Data when you are asked. If you decide not to provide the data required to use the Website, the Service or the Mobile Applications, you may be unable to use some of its functions or to order some of the Service.
We receive data directly from you when you are creating a User Account, filling out a contact form, managing the Account, filling out your profile details, enrolling on an organized event, contacting us for technical assistance and comments etc. The Personal Data we receive from you include primarily first name, last name, address, telephone number, e-mail address and other contact details. When you engage the fee-payable Service, we also process your payment data.
You may also upload various files and data for your participation of an Event held by the Service, we shall process such data for you. For example, by your participation of a competition, you must submit the competition video file via your User Account, and we must present the content of that video file to allow for the jury assessment.
We may also collect your Data you provide when you communicate with us to give us an opinion on the Website, the Service, published content, to receive technical support, data connected with the incident you are reporting including information about the condition and configuration of your device and Service at the moment of error occurrence and analysis or to receive dedicated offering etc.
During your use of the Website, the Service or the Mobile Applications, we may record your visits and your interactions with the Website, the Service or the Mobile Applications. These include data about your use of the Website, the Services or the Mobile Applications, the performance of the Website, the Service and the Mobile Applications, the functionalities you use, the Website pages you visit and the links or content you click, the setting you choose, the problems that arise during your use of the Website, the Service or the Mobile Applications. These may be saved in our system and application logs. In connection with these, we may receive information about the URL address of the website from which you are coming and of the destination website when you leave the Website or stop using the Service, information about your IP address, the proxy server, the operating system, the web browser, general location data not based on GPS, etc.
III. Use of data
The rules governing the processing of your data differ depending on whether you are our Customer, the Website or Mobile Application User. The purposes, scope of the data we process and legal grounds of such processing vary.
To facilitate your use of the Website, the Service or the Mobile Applications as a registered User or Customer, we must process your Personal Data to serve the above purposes as you requested, which is the necessity for contract performance or service provision. For example, legitimately,
• we process your registration data like e-mail address, first name / business name, address, phone number and your password (hashed) for User Account creation and User/Customer authentication;
• we process your Personal Data like data specified in Account details/profile, Personal Data contained in the content submitted or shared by the Customer through the Service or uploaded to the Account or data generated automatically in connection with your activity on the Website or in the Service, etc. to provide you with the Service you requested;
• we also process data for purposes connected with our legitimate interests depending on the relationship between our Users or Customers and us;
• we may use your Personal Data for those purposes based on the consent you have expressly granted for marketing and promotional communications provision to you; and
• we may also use your Personal Data for marketing purposes like development of your customer profile for the Website and the Service available for you to be matched with your needs and preference as much as possible, etc.
From time to time, we may use information we collect about you for e-mailing promotional materials about our products to you as you do not object. If you do not wish to receive further promotional e-mails from us, please advise us by e-mail to our the Privacy Officer at privacy-officer@euacf.eu for our handling for you or updating via your account profile.
IV. Data disclosure
When you participate in an Event organized through the Service, your first and last name as provided during registration for the event may be visible to other Participants of the Event or the public.
We transfer your data to the following categories of recipients:
• Processors. We use service providers who process your Personal Data only at our instruction, as processors acting on our behalf. They provide services covering certain functionalities of the Service (e.g. sending e-mails), hosting services, Customer service support and services connected with security incident tracing and response, troubleshooting and problem solving in the Service or on the Website, for the purpose of Website traffic analysis and analysis of the success of marketing campaigns, etc.
• Other controllers. We work with entities who do not act exclusively on our instructions and who independently establish the purpose and methods of processing your Personal Data or non-personal data, like payment institutions that enable you to pay for the Service online. We may also use the services of such third parties (controllers) to reach you with our marketing communications outside the Website. Their services involve presenting our marketing communications to you on websites other than the Website.
• Public authority. We provide your Personal Data if requested by competent public authorities in connection with their legal obligation to perform a public function. We provide the data exclusively at a written request of the authority filed on a case-by-case basis.
We may also share information that does not represent Personal Data with the public, especially in the form of aggregate information about trends in the Website, the Service and Mobile Application use, and communicate them to other partners, including publishers and providers of analytical technologies. We may also allow specific providers to collect data from your browser for advertising and measurement purposes using cookies or similar technologies.
The service providers to whom we transfer Personal Data are either based in countries of the European Economic Area (EEA) like Austria, Germany or countries outside of the EEA like United States of America (USA). In connection with the transfer of your Personal Data outside the EEA, for example in USA, we have made sure that our service providers has appropriate service agreements with EU-US Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework as set forth by the US Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries and Switzerland with us and gave their guarantees of top-level data protection.
V. Our user’s rights
Our Users and/or Customers can exercise their rights concerning their data by submitting your request through the contact form or the following email address privacy-officer@euacf.eu . All you need to do is to inform us about the reason behind your request and specify the right you want to exercise, or via the Service provided with your User Account login. Please remember that if you change your Privacy Settings, it may take us a little time to apply your changes in our systems for technical reasons. That’s why during this time our system may for example still send you an email message you have unsubscribed from while your settings are being updated. If we decide this is necessary for identification purposes, we may ask you some additional questions or ask you to provide us with additional documents to confirm your identity.
If a consent is asked for, you can always choose whether to give it or not. You may withdraw the consent you have granted while creating an Account or using the Website at any time.
Consent withdrawal is effective as of the moment of it being withdrawn. Your withdrawal does not affect any prior processing of your data. Consent withdrawal does not have any negative consequences for you. You may become unable to further use some functionalities of the Service or Website which the law only allows us to provide if we have your consent (e.g. the newsletter).
You have the right to receive information on whether or not we process your Personal Data from us including information about the rules according to which we process your Personal Data, access to your Personal Data and a copy of your Personal Data etc. while you are able to obtain direct access to the majority of your Personal Data at any time after logging in the User Account when you have your Account in the service.
You have the right to demand correcting and completing Personal Data you have provided via your own in Privacy Settings in your User Account, or rectification of your other Personal Data via email to privacy-officer@euacf.eu .
You have the right to request us to erase the Personal Data that concern you if
• the data processing violates the law or if we have to erase the data to satisfy a legal obligation;
• your Personal Data are no longer required for the purposes for which they were processed;
• you withdrew your consent to Personal Data processing (insofar as the consent represented a legal ground for the processing);
• you have objected to the processing of your Personal Data for marketing purposes;
• you have objected to the processing of your Personal Data for the purpose of statistics regarding the Website or the Service use and satisfaction research as the objection was considered justified.
We shall retain some of your Personal Data despite your request to erase them if this is required for us to satisfy a legal obligation or for the establishment, exercise or defense of claim where we retain these data for the purpose of examination of any complaints and claims connected with the use of the Website or the Service.
You have the right to request restriction of the processing of your Personal Data. With such a request, you will be unable to use certain functionalities of the Website, the Service or the Mobile Application if the use of such functionalities will entail the processing of the data covered by the request.
You have the right to object to the use of your Personal Data if we process your Personal Data based on our legitimate interests, for example, for direct marketing purposes. If your objection is justified and we shall have no other legal ground to process your Personal Data, we shall delete the data to the processing of which you objected.
If technically feasible, you have the right to request us to send your Personal Data which you have provided to us in a structured, commonly used, machine-readable and inter-operational format directly to anther controller.
You also have the right to complain about the processing of your Personal Data to a supervisory authority at privacy-officer@euacf.eu .
VI. Protection Measures
We takes appropriate steps to protect the personal data we hold against loss, or unauthorized access, use, modification or disclosure. We may amend and supplement the Privacy Policy from time to time as needed. We shall inform you about any changes or supplements by posting relevant information or update on the Website, and in the case of major changes, we may also send you a notice to your e-mail address or to your Account.
VII. Data retention
We maintain and execute retention policies of records containing personal data to ensure that personal data is not kept longer than is necessary for the fulfilment of the purpose for which the data is collected or is to be used with the Service. Different retention periods apply to various kinds of personal data collected and held by us in accordance with the Service involved and policies on personal data protection.
VIII. Enquiries
Any enquiry regarding our personal data privacy policy and practices may be addressed to our Privacy Officer via e-mail to privacy-officer@euacf.eu for our response to you.
This version of Privacy Policy (EACF-PP-20250428) is valid from April 28, 2025.