DATA POLICY
MIX COPENHAGEN LGBTQ+ Film Festival (“MIX CPH”) is a 100% volunteer-driven association in Copenhagen (CVR 19357805). MIX CPH is committed to the protection of personal data shared with us or in our possession.

The purpose of our Data Policy below is to provide you information about what personal data we collect, how and why we collect it and what we do to protect your data. If you have any questions regarding our Data Policy, feel free to contact us via the email below.

Why do we collect personal data?
We use the term “personal information” or “personal data” to describe information about you as an individual that can identify you, such as your name, email address, your skills, etc. Personal data does not include data where your identity has been removed (anonymized data). MIX CPH collects and processes personal data for the following purposes:

To administer your subscription to our newsletters in order for you to receive news about our activities, offers, surveys and other activities related to MIX CPH. You can unsubscribe from our mailing list anytime by clicking “Unsubscribe” in the bottom of any newsletter.
To improve our website, www.mixcopenhagen.dk. We collect personal data about the use of the website to develop the navigation and content of the website to facilitate the interests and needs of our visitors.
To identify and evaluate you for potential engagement: we hold and use your personal information because we need it to assess your skills, qualifications, and suitability for engagement when you submit a film or project, or when you apply as a volunteer.
In connection with all aspects of your volunteering relationship: we store and use your personal data because we need it to facilitate your engagement with us. This includes booking tickets or accommodation for you and making sure that we can correspond with you.
To help achieve our goals: we may use your image (photographs, video recordings, and voice recordings) on our webpage and social media accounts and other internal and external channels for marketing and other promotional purposes.
To meet our legal responsibilities: we are required by law to collect and store some of your personal data – for example, to comply with tax laws and accountancy laws. We are also obliged to share your personal data to comply with demands or requests made by relevant regulators, government bodies and courts. It will also be necessary to collect and use personal data relevant to any claims or legal disputes relating to your engagement, or otherwise.

Which types of personal data do we collect?
MIX CPH collects personal data that may include the following:

Personal data such as name and email when you sign up for our newsletters.
Personal data such as name, profession, email, phone number and company when you submit a film or project, or when you apply for one of our various other industry activities or regarding collaboration.
Personal data handed to us in relation to competitions and surveys, marketing or promotional materials and other information that may be of interest to you. This may include name, email and your answers to a possible survey. This information may be used for analysis and the targeting of future festival activities.
Images and videos in which you may appear in relation to your participation in the festival’s activities.
We register cookies and information such as IP address, operating system, browser type, location when you access our website www.mixcopenhagen.dk. The data is used to improve the user experience of our website through Google Analytics. The statistical data is used exclusively in the form of summaries, for example, to see which pages and browsers are used most frequently.
Personal data such as name, email, phone number, information about your skills and education, your CV or/and cover letter, details about you provided if and when you apply as a volunteer for MIX CPH– during the festival itself or whole year volunteering.
Personal data, such as sex, nationality, birthday, bank account details and passport number can be collected from the whole-year volunteers in connection to the booking of research trips.

How do we collect and process your personal data?
MIX CPH only collects and process data which you have permitted us to use by consenting to our Data Policy through signing up for our newsletter, submitting a film or project, or in other ways engaging with the festival. The data may be collected via our website as well as our social media accounts or direct contact.

The personal data submitted together with film submissions can be used to promote the film during the festival or in collaboration with other festivals.

MIX CPH may also process your personal data to pursue legitimate interests such as optimizing our activities and offers, improve our website, and to reply to calls and emails we receive from you. MIX CPH also processes your personal data to pursue legitimate human resources and management interests during your engagement with MIX CPH process and for keeping records of processing.

MIX CPH may also collect personal data such as photos and videos taken at the festival’s screenings, events, and other activities.

As described above, cookies used at our website www.mixcopenhagen.dk for the purpose of improving the user experience of the site as well as analyzing the preferences of its users.

Who receives your personal data?
In accordance with the General Data Protection Regulation (“GDPR”), MIX CPH may in certain cases exchange your personal data with the following parties:

Third party vendors, consultants and other service providers approved by MIX CPH to administer the festival’s data and to perform services on our behalf.
Contact information related to the film submissions can be exchanged with other film festivals. The email provided to MIX CPH together with film submissions can be included in the source list over the films screened during the festival.
Public institutions if required by law.
If your personal data is transferred to third parties in countries outside the EU/EEA (for example a server park or another IT company) you consent to us using data processors in third countries provided that there is a legal framework governing the transfer of your personal data and ensuring adequate protection of it.
Personal data relating to photographs, videos and voice recordings taken during the course of your engagement with MIX CPH may be shared on our webpage and social media accounts.

How do we protect your personal data?
We are committed to keeping your personal data secure. We will ensure an appropriate level of security to protect your personal data, including protection against unauthorized disclosure or unlawful processing and against accidental or intentional loss, destruction or damage. MIX CPH saves your personal data in a safe and confidential way in password-protected databases to which only a limited number of the festival’s relevant employees have access. Volunteers at MIX CPH are trained in respecting your personal data, and the members who have access to our databases have committed themselves to confidentiality.

Retention of personal data
MIX CPH will retain your personal data only for as long as is necessary for the purposes set out in this Data Policy. Once you are no longer engaged with MIX CPH, we will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. In most cases, this means that we will keep your data for a period of time after your engagement with MIX CPH ends, and then we will destroy it. We set these periods according to the time limits on legal claims. This is for our protection and for yours.

In some circumstances, we will anonymize your personal data so that it can no longer be associated with or traced back to you. In these cases, we may continue to use such data without providing further notice to you.

Cookies
Cookies are small data files stored on your computer when you visit a website. Cookies contain information which is accessible to the web server of the domain which issued the cookie, i.e. the website will remember you the next you visit it.

Two types of cookies exist, temporary and permanent. Temporary cookies are deleted when you close your web browser. Permanent cookies are information units that are stored on your computer until they are either actively deleted or delete themselves after a set period of time. Permanent cookies are renewed every time you visit a website again. MIX CPH uses both temporary and permanent cookies.

To develop and improve our website, www.mixcopenhagen.dk, MIX CPH employs cookies from certain trusted third parties: for instance, Google Analytics is used for statistics, Enalyzer, Airtable, Podio and Google Drive for data storage, and MailChimp for newsletters. Both of these last services use cookies to optimize the user experience on their websites. They are also GDPR compliant.

All the information we receive through cookies is anonymous. You can always delete, reject or turn off the use of cookies on your computer by changing the settings in your browser. The settings are located depending on the type of browser used.

Please note that links appear on our website, www.mixcopenhagen.dk, to other sites that are not included in our own Data Policy.

What are your rights?
MIX CPH employ a number of security measures to protect your personal data and to secure your rights as a data subject. In relation to our processing of your personal data, you can always make use of the following rights:

The right to access your personal data.
The right to correct your personal data.
The right to have your personal data deleted.
The right to object to the processing of your personal data and have the processing of your personal data restricted.
The right to transfer your personal data to another party.
The right to withdraw any consent given to the processing of your personal data.
The right to file a complaint with your local data protection agency.
If you have agreed to the processing of your personal data, for instance by signing up to our newsletter, you may withdraw your consent any time, after which our processing of your data will cease. Your withdrawal will not affect the lawfulness of the processing of data carried out before you withdrew your consent. If you have created a profile to submit a film, participate in our competition or survey, or in other ways engage with the festival, you may request us to delete your personal information in our possession by contacting us via the email below.

This does not include data which we are obliged to keep for administrative, legal or security-related matters.

Contact
If you have any questions regarding MIX CPH’s processing of your personal data, or if you disagree with the way your data is handled by the festival, please contact us at kontakt@mixcopenhagen.dk.

You also have the option of complaining to the Danish Data Protection Agency, which is the official institution in Denmark to supervise companies’ handling of personal data. Contact information is available at www.datatilsynet.dk.

Changes
MIX CPH claims the right to change and update our Data Policy without notice, for any reason, subject to applicable law. If we make material changes to it, we will provide notice through our website, or by other means, to give you the opportunity to review the changes before they come into effect.

You accept our Data Policy when visiting www.mixcopenhagen.dk and when you make use of our services (newsletters, the submission of films/projects, festival accreditations, etc.)

Latest update: March 19th, 2019.

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