Data Protection Declaration

Data Protection Declaration

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Leipziger Dok-Filmwochen GmbH
Katharinenstraße 17
04109 Leipzig
Germany

Telephone: +49 (0)341 30864-0
Email: info [at] dok-leipzig [dot] de

Managing and Artistic Director: Christoph Terhechte 
Associate: City of Leipzig

Trade Register: District Court of Leipzig
Register number: HRB-3589
VAT ID: DE 14 14 98 242

Data protection officer: datenschutz [at] dok-leipzig [dot] de

Updated: 15 May 2018

1. General information regarding data processing and legal grounds

1.1 This data protection declaration informs you which personal data is collected when visiting our websites as part of our online offer and the websites associated with it and how the data is used. You have the right to receive information free of charge on application at any time about the personal data we have stored about you.
 

1.2 This data protection declaration applies to the use of the websites www.dok-leipzig.de, filmfinder.dok-leipzig.de, filmarchiv.dok-leipzig.de, mydok.dok-leipzig.de and dok-spotters.de, hereinafter referred to as “websites”. The operators of these websites take the protection of your personal data very seriously. We will treat your personal data confidentially and in accordance with statutory data protection regulations as well as this data protection declaration.

 

1.3 The personal data of the users, which is processed as part of the online offer, includes user data (e.g. names and addresses of customers), contractual data (e.g. accreditations, payment information), usage data (e.g. the visited websites of our online offer, interest in our programme) and content data (e.g. information entered in the contact form).
 

1.4 The term “users” covers all categories of the data processing of affected persons. This includes our business partners, customers, interested parties and other visitors to our online offer.
 

1.5 We would like to point out that data transmission on the internet (e.g. as part of communication via email) can have security gaps. Full protection of the data against access by third parties is not possible.

2. Security measures

2.1. We adopt organisational, contractual and technical security measures in accordance with the state of the art in order to ensure that the regulations of data protection laws are observed and to protect the data which is processed by us against accidental or deliberate manipulation, loss, destruction or against access by unauthorised persons.

2.2. The security measures include in particular the encrypted transmission of data between your browser and our server.

3. Distribution of data to third parties and third party providers

3.1 Distribution of data to third parties only takes place as part of legal requirements. We shall only pass on the data of the users to third parties, if this is required for contractual purposes e.g. on the basis of Art. 6 (1) b of the GDPR or on the basis of legitimate interests in accordance with Art. 6 (1) f of the GDPR for the commercial and effective operation of our business activities.

3.2 If we use subcontractors in order to provide our services, we shall take suitable legal measures and corresponding technical and organisational measures in order to ensure the protection of the personal data in accordance with relevant statutory regulations.

3.3. If as part of this data protection declaration we use content, tools or other means from other providers (hereinafter referred to jointly as “third party providers”) and their named headquarters are situated in a third country, it is to be assumed that a data transfer will take place in the countries of the headquarters of the third party provider. Third countries are to be understood as countries, in which the GDPR is not a directly applicable law, which fundamentally means countries outside the EU or the European Economic Area. The transfer of data in third countries takes place if there is an appropriate level of data protection, consent of the users or another form of legal permission.

 

4. Collection of access data and log files

4.1 If you visit one of the websites of Leipziger Dok-Filmwochen GmbH, your internet browser automatically sends data to our webserver. The following data is automatically collected and stored:

  • Name of the retrieved file
  • Date and time of the retrieval
  • IP address
  • Size of the retrieved file
  • Status code of the transmission (technical Info)
  • Browser type/version and operating system used
  • Referrer URL

4.2 The log file information is stored for security reasons (e.g. for the clarification of acts of abuse or fraud) for the duration of a maximum of seven days. Data, the further retention of which is required for evidence purposes, is to be excluded from deletion until full clarification of the respective incident.

4.3 A merging of this data with other data sources shall not be undertaken. In anonymised form the data shall also be evaluated by us for statistical purposes.

5. Cookies

5.1 Cookies are information transferred from our webserver or the webservers of third parties to the web browser of the users and stored there for later access. Cookies can be small files or other types of information storage.

5.2 We use “session cookies“ that are only stored for the duration of the current visit to our website (e.g. in order to store your login status or the shopping cart function and therefore enable the use of our online offer). In a Session Cookie a unique, randomly generated identification number is stored, known as a Session ID. Furthermore, a Cookie contains the information about its origin and the storage period. These cookies are not able to store any other data. Session cookies are deleted when you have ended the use of our online offer and, for example, logged out or closed the browser.

5.3 The users shall be informed about the use of cookies in the course of pseudonymous reach measurement as part of this data protection declaration (see statistical analysis with Matomo).

5.4 If the users do not want cookies to be stored on their computer, they are asked to deactivate the corresponding option in the browser settings. Stored cookies can be deleted in the browser settings. Blocking cookies can lead to functional limitations of the online offer.

6. Statistical analysis with Matomo (formerly PIWIK)

 

6.1 We use, on the basis of our legitimate interests (which means interest in the analysis, optimisation and commercial operation of our online offer pursuant to Art. 6 (1) f of the GDPR), the Open Source web analytics service Matomo for the statistical analysis of user access. Matomo uses "cookies", which are text files that are stored on your computer and enable us to perform an analysis of the website use. In order to do this, information generated by the Cookie about the use of this website is stored on our server. The IP address is anonymised before storage.

6.2 The information generated by the Cookie about the use of this website will not be passed on to third parties. You can prevent the storage of cookies via a corresponding browser setting; however, we would like to point out to you that in this case it is possible that you will not be able to use all functions of this website in full.

6.3 If you do not agree to the storage and use of your data, you can deactivate the storage and use below. In this case an opt-out Cookie will be stored in your browser, which prevents Matomo from storing usage data. If you delete your cookies, this means that the Matomo opt-out Cookie will also be deleted. The opt-out must also be activated once again when you revisit our website.

7. Establishing contact

7.1 When establishing contact with us (by contact form or email) the user information is processed in order to deal with the contact request and its handling in accordance with Art. 6 (1) b of the GDPR.

7.2 Your information from the enquiry form, including the contact details provided by you, shall be stored by us for the purpose of processing the enquiry and in the event of follow-up questions. We will not pass on this data without your consent.

8. Comments and contributions

8.1 If users leave comments or other contributions, their IP address will be stored for 7 days on the basis of our legitimate interests pursuant to Art. 6 (1) f of the GDPR.

8.2 This takes place for our security, if someone leaves unlawful content (insults, forbidden political propaganda, etc.) in comments and contributions. In this case we can be prosecuted for the comment or contribution and are therefore interested in the identity of the author.

9. Registration on our websites

9.1 We process user data (e.g. names and addresses as well as user communication details), contractual data (e.g. services which have been used, names of contact persons, payment information) for the purpose of the fulfilment of our contractual obligations and services in accordance with Art. 6 (1) b of the GDPR.

9.2 Users also have the option of setting up a user account e.g. in the myDOK area of our website or in our online ticket system. In particular, it is necessary for the registration and login in our myDOK area and for our events which require registration in the DOK Industry area, the submission of films and projects, accreditation and the online ticket shop. As part of the registration the required mandatory information of users is communicated. User accounts are not public and cannot be indexed by search engines.

9.3 We require personal data for the following purposes:

  • Implementation of film and project submission
  • Implementation of accreditation, including the creation of an accreditation ID
  • Granting of access authorisation for closed events
  • Allocation of rights of use for services in the myDOK area (e.g. permission to read the DOK Industry Guide, publication in the DOK Industry Guest List)
  • Creation and online publication of the DOK Industry Guest List
  • Creation of the DOK Industry Guide for accredited persons (only accessible for accredited persons online)
  • Registration for events with a limited number of participants
  • Use of the possibility of Online Ticket sales
  • Collection of statistical data

9.4 If you are registered with us, you can access content and services, which we only offer to registered users. Users logged in to our myDOK area also have the opportunity to access, change or delete the data provided during registration at any time, if required. In order to contact us in this regard, please use the contact details provided at the end of this data protection declaration.

9.5 For film or project submission/registration you should also, if applicable, provide the personal data of third parties. You should ensure in advance that you have the consent of the affected persons to pass on this data to us.

9.6 The user data shall be treated confidentially by us and stored on secure servers. Personal data, which you enter via forms outside the myDOK area, shall be processed by us in e-mail form. It is therefore stored on our mail server.

9.7 As part of the registration and repeated logins and the use of our online services, we store the IP address and the time of the respective user action. The storage takes place on the basis of our legitimate interests, as well as those of users, to protect against abuse and other unauthorised use. Distribution of this data to third parties does not take place as a matter of principle, unless it is required to pursue our claims or a legal obligation for this exists in accordance with Art. 6 (1) c of the GDPR.

9.8 Unless otherwise agreed, the consent for the storage of the data applies until the expiry of the validity of this guideline, but never longer than 5 years. Users of our website shall be automatically once again asked to give their consent following expiry of this period or in the event of changes to this guideline.

9.9 If users have terminated their user account, their account data shall be deleted, subject to its retention being required for reasons related to commercial or tax law in accordance with Art. 6 (1) c of the GDPR. It is the responsibility of the users to back-up their data in the event of termination taking place before the end of the agreement. We are entitled to irretrievably delete all data of the user stored during the term of the agreement.

10. Publication in connection with DOK Industry

10.1 The use of your data as an accredited festival participant means that DOK Industry publishes the following data online in the Industry Guest List on the website www.dok-leipzig.de: first name and surname, main field of activity, country of origin and the company for which you are participating in the festival. You can object to the publication in the Industry Guest List at any time.

10.2 In addition, with your consent, we publish in the DOK Industry Guide, which is exclusively accessible to registered users with accreditation via the myDOK area, further personal data, such as your position in the company, the duration of your stay, your email contact and your telephone number as well as the involvement in projects/films/works which are shown as part of DOK Leipzig. You can edit this information yourself and therefore decide which of the information you would like to publish in the DOK Industry.

11. Integration of Google Webfonts

11.1 In order to show our content correctly in all browsers and in a graphically appealing manner, we use script libraries and font libraries such as Google Webfonts (https://www.google.com/webfonts/) on some of our websites. Google Webfonts are transferred into the cache of your browser to avoid multiple loading. If the browser does not support Google Webfonts or prevents access, content is shown in a standard font. The retrieval of script libraries or font libraries automatically produces a connection to the library operator. You can find the data protection guideline of the library operator Google here: https://www.google.com/policies/privacy/; Opt-out: https://www.google.com/settings/ads/.

12. Integration of Google Maps

12.1 Some of our websites use maps from the service “Google Maps” of the third party provider Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, in order to present geographical information visually (e.g. an overview of the festival locations). When using Google Maps, data about the use of the map functions by visitors is also collected, processed and used by Google. You can find further information about the data processing by Google from the Google data protection notice. You can also change your personal data protection settings in the data protection centre. Data protection declaration: https://www.google.com/policies/privacy/; Opt-out: https://www.google.com/settings/ads/

13. Embedded YouTube videos

13.1 On some of our websites we embed YouTube videos. The operator of the corresponding plug-in is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA. When you visit a website with the YouTube plug-in, a connection to the YouTube servers is established. In the process YouTube is notified about which sites you visit. If you are logged into your YouTube account, YouTube can personally identify your surfing behaviour. You can prevent this by logging out of your YouTube account in advance.

13.2 If a YouTube video is launched, the provider uses cookies which collect information about user behaviour. Anyone who has deactivated the storage of cookies for the Google Ad Program, will not have to anticipate any of these types of cookies when watching YouTube videos. However, YouTube also stores non-personal usage information in other cookies. If you would like to prevent this, you must block the storage of cookies in your browser. You can find further information about the use of user data in the data protection declaration of YouTube at: https://www.google.de/intl/de/policies/privacy/

14. Embedded Vimeo videos

14.1 On some of our websites we embed Vimeo videos. Vimeo is operated by Vimeo, LLC with headquarters in 555 West 18th Street, New York, New York 10011, USA. When you visit a website with a Vimeo plug-in, a connection to the Vimeo server is established and the plug-in is displayed. Through this the Vimeo server receives information, which of our websites you have visited. If you are logged in as a member of Vimeo, Vimeo links this information to your personal user account. When using the plug-in, for example by clicking the start button of a video, this information is also linked to your user account. You can prevent this information being linked, by signing out of your Vimeo user account before using our website and deleting the corresponding Vimeo cookies. You can find more information about the data processing and data protection of Vimeo at: https://vimeo.com/privacy.

15. Use of Issuu

15.1 On some of our websites a Flash application (Flash plug-in) of the company Issuu Inc., 131 Lytton Ave, Palo Alto, CA 94301, USA is integrated via a JavaScript code, which enables you to call up the “DOK Leipzig” festival programme as well as some other selected publications as a page-flip effect E-paper.

15.2 Issuu uses cookies – small text files, which are stored on your computer and which enable an analysis of your use of the website. In this way Issuu collects and stores personal data such as the IP address and information about the time and duration of the use. The transmission takes place if you have activated JavaScript in your browser. You can prevent the use of the cookies via a corresponding setting in your browser software or install a JavaScript blocker. You can access further information regarding the extent and purposes Issuu uses the collected data on the Issuu Inc. website at http://issuu.com/legal/privacy.

16. Newsletter

16.1 With the following information we inform you about the content of our newsletters (DOK Digest, Industry Dispatch, DOK Education) and the subscription, delivery and the statistical analysis process as well as your rights of objection. By subscribing to one or more of our newsletters, you declare that you agree to its receipt and the described process.

16.2 Content of the newsletter: We send newsletters, e-mails and other electronic notifications with promotional information (hereinafter referred to as “newsletter”) only with the consent of the recipient or legal permission. If as part of a subscription to the newsletter the content is specifically described, this is the content that the user consents to receive. Alongside our Festival Newsletter, the Industry Newsletter with industry news and the DOK Education Newsletter with information about our offers for teachers and their classes, there is also our daily DOK Daily Newsletter during the festival week, which is exclusively sent to accredited festival participants.

16.3 Double opt-in and keeping records: The subscription to our newsletter takes place in what is known as a double opt-in process. This means you will receive an e-mail after subscribing, in which you are asked to confirm your subscription. This confirmation is required to prevent people from subscribing with someone else’s e-mail address. The subscriptions to the newsletter are recorded, in order to be able to provide evidence of the subscription process in accordance with legal requirements. This includes the storage of the time of the subscription and confirmation, as well as the IP address. In the same way the changes to your data stored with the email marketing service provider will be recorded.

16.4 E-mail marketing service provider “MailChimp”: The delivery of the newsletter takes place via “MailChimp”, a newsletter marketing platform of the US provider Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA. You can view the data protection provisions of the e-mail marketing service provider here: https://mailchimp.com/legal/privacy/. The Rocket Science Group LLC d/b/a MailChimp is certified by the Privacy Shield Framework and as a result offers a guarantee to observe the European level of data protection (https://www.privacyshield.gov/participant?id=a2zt0000000TO6hAAG&status=…).

16.5 The e-mail addresses of newsletter recipients and other data described in this declaration are stored on the MailChimp servers in the USA. MailChimp uses this information to send the newsletter and for analysis purposes. Furthermore, the e-mail marketing service provider can, according to their own information, use this data in pseudonymous form, which means without identification to a user, for the optimisation or improvement of their own services, e.g. for technical optimisation of the newsletter sending process and newsletter presentation, or for statistical purposes in order to determine which countries the recipients come from. However, the e-mail marketing service provider does not use the data of our newsletter recipients in order to send e-mails to them or pass the data on to third parties.

16.6 Subscription data: In order to subscribe to the newsletter, it is sufficient for you to provide your e-mail address. We also give you the option of providing your first name and surname. This information is solely for the newsletter personalisation.

16.7 Statistical collection and analyses: The newsletter contains a “web-beacon”, meaning a pixel-sized file that is accessed by the MailChimp server when the newsletter is opened. As part of this access technical information is collected, such as information about your browser and your system, as well as your IP address and time of the access. This information is used for technical improvement of the services with the aid of technical data or target groups and their reading behaviour based on their access locations (which are identifiable by means of reading the IP address) or the access times. The statistical collection also includes the establishment of whether the newsletters are opened, when they are opened and which links are clicked. While this information can for technical reasons be identified to the individual newsletter recipients, it is neither our aim, nor that of MailChimp, to observe individual users. Instead the analyses help us discover the reading habits of our users and adapt our content to them or to send different content according to the interests of our users.

16.8 The use of the e-mail marketing service provider, implementation of the statistical collections and analyses as well as the recording of the subscription process, take place based on our legitimate interests in accordance with Art. 6 (1) f of the GDPR. Our interest is focussed on the use of a user-friendly and a secure newsletter system, which serves our commercial interests, as well as meeting user expectations.

16.9 Cancellation/revocation: You can cancel your newsletter subscription at any time, which means that you revoke your consent. Therefore, at the same time your consent to receive the newsletter via MailChimp and the statistical analyses both expire. A separate revocation of the delivery of the newsletter via MailChimp or the statistical analysis is not possible. You can find a link to the cancellation of the newsletter at the end of each newsletters.

17. User rights

17.1 Users have, at any time, the right to receive information on request and free of charge about personal data we store about them.

17.2 In addition, the users have the right to correct incorrect data, restrict data processing and delete their personal data.

17.3 Users can also revoke consent, always with implications for the future.

17.4 If you would like information about your personal data, data correction or deletion, please contact our data protection officer at

 

Leipziger Dok-Filmwochen GmbH

Katharinenstraße 17

04109 Leipzig

 

Telephone: +49 341 30864-0

Email: datenschutz [at] dok-leipzig [dot] de.

18. Right of objection

18.1 Users can object to the future processing of their personal data in accordance with legal requirements at any time. The objection can take place in particular against the processing for purposes of direct advertising.

19. Data Protection Information for Applicants

Data protection information regarding the processing of applicant data in accordance with Articles 13, 14 and 21 of the General Data Protection Regulation (GDPR) at Leipziger Dok-Filmwochen GmbH.

19.1 Controller within the meaning of data protection law

Leipziger Dok-Filmwochen GmbH
Katharinenstr. 17
04109 Leipzig
Telefon: 0341 30864-0
datenschutz [at] dok-leipzig [dot] de
www.dok-leipzig.de

19.2 Contact Details of our Data Protection Officer

Danny Schmiedel
gx-systems

Office address:
gx-systems
Wittestr. 3-5
04178 Leipzig | Deutschland
+49 (341) 3 92 99 33 60
+49 (341) 3 92 99 33 69

Postal address:
Rudolf-Breitscheid-Str. 2a
04463 Großpösna
Deutschland
fon : +49 (34297) 91 97 55
fax : +49 (34297) 91 97 56
email : info [at] gx-systems [dot] de
web : http://www.gx-systems.de

 

19.3 Purposes and Legal Grounds of the Processing

We process your personal data in accordance with the provisions of the European General Data Protection Regulation (EU GDPR) and the Federal Data Protection Act (BDSG), provided this is necessary for the decision regarding the establishment of an employment relationship with us. The legal basis for this is Article 88 of the GDPR in connection with Article 26 of the Federal Data Protection Act (BDSG - new) as well as, if required, Article 6 Paragraph 1 letter b of the GDPR for the initiation or implementation of contractual relationships.

In addition, we can process your personal data, provided this is required for the fulfilment of legal obligations (Article 6 Paragraph 1 letter c of the GDPR) or for the defence of asserted legal claims against us. The legal basis for this is Article 6 Paragraph 1 letter f of the GDPR. The legitimate interest is, for example, a burden of proof in a process in accordance with the General Act on Equal Treatment (AGG). If you give us express consent for the processing of personal data for certain purposes, the legality of this processing exists on the basis of your consent in accordance with Article 6 Paragraph 1 letter a of the GDPR. Consent which has been given can be revoked at any time, with effect for the future (see Point 9 of this data protection information).

If an employment relationship between you and us arises, we can process, in accordance with Article 88 of the GDPR in connection with Article 26 of the Federal Data Protection Act (BDSG new), the personal data already received from you for purposes of the employment relationship, provided this is required for the performance or termination of the employment relationship or for the exercising or fulfilment of the rights and obligations of the representation of the interests of the employees which arise from a law or a wage agreement, an agreement between the works council or a management or works agreement (collective agreement).

19.4 Categories and Personal Data

We only process data which is associated with your application. This could be general data about you (name, address, contact details etc.), information about your professional qualifications and school education, information about vocational training as well as, if required, other data which you send us in connection with your application.

19.5 Sources of Data

We process personal data which we receive from you by post or e-mail as part of initial contact with us or as part of your application.

19.6 Recipients of Data

We only pass on your personal data within our company to the departments and persons who require this data for the fulfilment of contractual and legal obligations or for the realisation of our legitimate interest.

Otherwise, the passing on of data to recipients outside the company only takes place if legal provisions allow or require this, if the passing on of data is required for the fulfilment of legal obligations or if we have your consent for this.

19.7 Transfer to a third Country

A transfer to a third country is not envisaged.

19.8 Duration of the Data Storage

We store your personal data for as long as this is required for the decision about your application. Your personal data or application documents shall be deleted a maximum of six months after completion of the application process (i.e. the announcement of an unsuccessful application), provided a longer storage duration is not legally required or permissible. Beyond this, we only save your personal data if this is legally required or is required in the specific case of the assertion, exercising or defence of legal claims for the duration of legal action. In the event that you have consented to longer storage duration of your personal data, we shall store your personal data in accordance with your declaration of consent.

If, following the application process, an employment relationship, apprenticeship or internship arises, your data shall first of all continue to be stored and subsequently transferred to the personnel file, provided this is necessary and permissible.

You may, following the application process, receive an invitation for inclusion in our talent pool. This allows us to take you into consideration for suitable vacancies from our selection of applicants in the future. If we have corresponding consent from you, we shall store your application data in our talent pool in accordance with your consent or, if necessary, future consent.

19.9 Your Rights

Each affected person has the right to receive information in accordance with Article 15 of the GDPR, the right to correction in accordance with Article 16 of the GDPR, the right to deletion in accordance with Article 17 of the GDPR, the right to restriction of processing in accordance with Article 18 of the GDPR, the right to notification in accordance with Article 19 of the GDPR and the right to data portability in accordance with Article 20 of the GDPR. Furthermore, if you are of the opinion that the processing of your personal data has not taken place lawfully, you have the right to lodge a complaint with a supervisory authority in accordance with Article 77 of the GDPR. The right to lodge a complaint exists without prejudice to any other administrative or judicial remedy.

Provided the processing of data takes place on the basis of your consent, you are entitled to revoke your consent to the use of your personal data at any time in accordance with Article 7 of the GDPR. Please note that the revocation only has effect for the future. Processing which takes place before revocation is not affected. In addition, please note that we must retain certain data for the fulfilment of legal requirements for a certain duration (if required; see Point 8 of this data protection information).

Right of objection

If the processing of your personal data takes place for the safeguarding of legitimate interests in accordance with Article 6 Paragraph 1 letter f of the GDPR, you have the right, in accordance with Article 21 of the GDPR, to file an objection against the processing of this data at any time for reasons which arise from your particular situation. We shall no longer process this personal data, unless we are able to demonstrate compelling legitimate grounds for the processing. They must override your interests, rights and freedoms, or the processing must be for the assertion, exercising or defence of legal claims.

You are welcome to contact us with regard to the safeguarding of your rights.

19.10 Necessity of the Provision of Personal Data

The provision of personal data as part of application processes is neither legally nor contractually stipulated. You are therefore not obligated to provide information about your personal data. However, please be aware that this is required for a decision about an application or the conclusion of a contract in relation to an employment relationship with us. If you do not provide us with any personal data, we will not be able to make a decision for the establishment of an employment relationship. We recommend that as part of your application you only provide the personal data which is required for the implementation of the application.

19.11 Automated Decision-Making

As the decision about your application is not based exclusively on automated processing, an automated individual decision does not take place within the meaning of Article 22 of the GDPR.

20. Changes to the data protection declaration

20.1 We reserve the right to change the data protection declaration, in order to adapt it to altered legal situations, or in the event of changes to the service as well as data processing. However, this only applies with regard to declarations about data processing. If user consent is required or integral parts of the data protection declaration contain provisions of the contractual relationship with the users, the changes take place only with user consent.

20.2 The users are asked to regularly make themselves aware of the contents of this data protection declaration.

Quellen: www.e-recht24.de; Datenschutzerklärungs-Generator der activeMind AG; Rechtsanwalt Dr. Thomas Schwenke