Information on personal data processing

Basic provided information

(this information is already listed in the accreditation form; here it is repeated and made more specific):

Identity and contact information of data controller:

The company FILM SERVIS FESTIVAL KARLOVY VARY, a.s., Reg. No.: 256 94 545, of registered office Panská 892/1, 110 00 Prague 1 - Nové Město, as the organiser of the social and cultural event designated the Karlovy Vary International Film Festival (KVIFF). The controller is a member of the KVIFF Group.

The authorised controller is JUDr. Jiri Staidl, e-mail: [email protected]

Purposes and legal grounds for processing of personal data:

The main purpose for which we are requesting your contact information and personal data, including photographs, is to secure accommodation as part of KVIFF, to secure land transport and potentially international transport to and from the festival, arranging and inviting to the festival's accompanying programme, and for further communication, including marketing purposes of the controller and third parties.

The legal grounds for processing are the legitimate interests of the controller, securing the aforementioned accommodation etc. and your consent, in particular with provision of photographs.

Legitimate interests of the controller:

The legitimate interests of the controller or third parties include in particular the promotion and presentation of the festival as an important social and cultural event.

Recipients of personal data:

The recipients of personal data are suppliers and business partners whose performance is related to organisation, promotion and course of the festival, always within the scope of personal data that are essential for the given task. The recipients of personal data are also other members of the KVIFF Group, always within the scope of personal data that are essential for their performance related to the organisation, promotion and course of the festival.

Specifically we provide the following scope of data to the stated categories of recipients:
To hotels (name, surname, dates of arrival and departure); travel agency (name and surname in the passport, dates of arrival and departure, and date of birth, if appropriate, passport number, passport validity); land transport providers (name and surname, date, address, and telephone number, if appropriate). To business partners (name and surname, business name, dates of arrival and departure); and others depending on the given performance and service (IT support, legal services, etc.). Media partners (name, surname and e-mail address). Members of the KVIFF Group (name, surname and email address), and others depending on the given performance.

If you are interested, you can utilise the right of access to information mentioned below. For more information on the personal data processing policies of the members of the KVIFF Group, visit the respective websites of the companies.

Intention of controller to transmit data to third countries:

The controller intends to transfer personal data to suppliers and partners in third countries within the scope of the name, surname and e-mail address, in each case for the purpose of presenting the festival as an important social and cultural event, and providing information on news and events from the world of film.

Categories of affected personal data:

The personal data that we process are as follows:

Name, surname, titles, photographs, company address, private address, position in company, country, telephone number, e-mail address, name and photograph of accompaniment at festival.

In cases where we are also securing a plane ticket for you, then also:

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

Please always provide us with accurate data and any changes thereto so that we can process solely current and truthful information.

If you do not wish for us to process your personal data any further, want to withdraw your consent if it has been provided, or you have any other questions, contact us at [email protected].

Information and access to personal data

You have the right to request access to your personal data, the correction or erasure thereof, or to limit processing, and to file an objection to processing, as well as the right to data portability. These and other rights are described in more detail below.

At any time you have the right to withdraw your consent to processing of your personal data, specifically [email protected].

You also have the right to submit a complaint to the Office for Personal Data Protection.

The provision of information and personal data set out in the accreditation form (and in the related documents, as appropriate), including your photograph, is voluntary (this is not a statutory requirement); however, this information and personal data are necessary for the preparation of the accreditation card and also for arranging the related services, such as accommodation, etc., including the possibility to participate in accompanying events and to be informed of news and events from the world of film. If you do not provide the relevant data, you might not be accommodated or will have very limited possibility of moving around the premises of the Karlovy Vary IFF.

Along with these personal data the following may be processed (or stored in the archive):: type of letter of invitation, acceptance / rejection of invitation, allocation of accreditation, secured accommodation, invitations to special events.

The period for which the personal data will be stored depends on how the specific data must be utilised to secure accommodation, transport, accreditation, special events and also marketing purposes. To a minimal extent we also archive the data.

Rights of data subjects in more detail

Right to access personal data and detailed information on the processing thereof

If you are interested in what specific data about your person we are processing, do not hesitate to contact us here, we will confirm or deny this fact. If we are processing personal data about you, you have the right to access them, including copies of processed personal data. You can also request associated information, in particular the purpose and duration of processing, the data categories, recipients (past, future), sources in case of data not obtained directly from you, and all rights you have in relation to the processed personal data.

Right to correction and amendment

You have the right to correct inaccurate or untrue personal data or amend incomplete personal data. We encourage you to notify us of any inaccuracies [email protected]

Right to erasure ("right to be forgotten")

You have the right to request your personal data be erased if they are not necessary for the purposes for which they were collected or otherwise processed and to withdraw your consent if they are being processed on the basis of consent, or it is determined they are being processed illegally.

Right to restriction of processing

You have the right to request that we restrict the processing of personal data that affects you, particularly due to the inaccuracy of personal data, illegal processing, etc.
The recipient is also informed of the above. At your request we will inform you which recipients have been notified of the above information on correction or erasure of personal data or restriction of processing.

Right to data portability

Filling under this is your right to have the processed personal data transferred to a different controller in a structured, commonly used and machine-readable form at your request under certain conditions.

Right to object

If you make an objection against the processing of your personal data, particularly in a case where they are being processed on the basis of the legal grounds according to which the processing is essential for the purposes of the legitimate interests of the controller or a third party, we shall terminate the processing of your personal data unless it is shown that there are serious legitimate grounds for processing that outweigh the interests or rights and freedoms of the data subject, or for determining, exercising or defending legal claims.

We do not make any decisions based exclusively on automated processing.

Security, protection and confidentiality of personal data

In cooperation primarily with IT experts we have undertaken appropriate technical and organisational measures to ensure a level of security that corresponds to the risk or accidental or unlawful destruction, loss, alteration or unauthorised disclosure of transmitted, stored or otherwise processed personal data, or the risk of unauthorised access to personal data.

If however despite all efforts some breach of personal data security occurs and it is likely that such a breach will result in a high risk to the rights and freedoms of natural persons, we shall inform you of this fact without delay.


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