We take the protection of your private data seriously.The protection of your privacy when processing personal data is an important issue for us, which we take into account. We are responsible for their protection and security. Please familiarize yourself with the protection of personal data, policies and rights that you have in connection with the GDPR (Personal Data Protection Regulation).
1: NOVÁ SÍŤ AS THE DATA CONTROLLER
1.1 WHO WE ARE A ND WHY WE NEED YOUR DATA
Supporting performing arts and open culture, improving cooperation between regions, connecting shareholders of cultural life, project planning or organizing conferences and festivals – none of Nová síť’s activities can be performed without necessary data processing. As a personal data controller we are bound by obligations set out in Regulation (EU) 2016/679 of the European Parliament and of the Council generally known as GDPR. We therefore ensure safety of your personal data and their protection against loss, erasure, unauthorized access or other malicious acts. If needed, you may reach us via contacts specified below:
Nová síť z.s., Reg.no.: 266 79 621
Seat and office: Komunardů 885/28, 170 00 Praha 7 – Holešovice
Data box ID: q6q4jxc
2: OPERATIONS CONNECTED WITH PROCESSING OF PERSONAL DATA
2.1 EXAMPLES OF SITUATIONS WHEN WE PROCESS YOUR PERSONAL DATA:
Preparation and organization of consultations
Email and other communication
Contract conclusion and performance of contractual obligations (such as Nová krev (New blood) programme contracts)
Presenting your works to cooperating professionals in the area of performing arts
Receiving CVs and admission procedure
Communicating news via our website and social media
Processing of applications within open call programmes
Administration of Czech Cultural Network
Preparation, organization and promotion of events, programme creation, reporting
2.2 NECESSARY DATA PROCESSING
We ensure that your data are processed only in the scope necessary for purpose for which they were collected – organizing consultations, sending newsletter, open call application evaluation, contract conclusion etc. We do not require personal data which are not vital for defined purpose and we do not use them for any evil purpose such as open sharing, reselling or annoying marketing practices.
2.3 VOLUNTARY PROVISION OF DATA
You provide data to us on a voluntary basis. This means that you have freedom in deciding whether to hand your data over to us or not. However, provision of you personal data is usually necessary for rendering services you want from us. In addition, GDPR and Czech legislation makes certain processing operations obligatory – for example in connection with accounting, tax administration or personal agenda.
3: PURPOSES AND SCOPE OF PROCESSING
3.1 GENERAL COMMUNICATION
If you contact us (via email or data box), we process your data for the purpose of communication and processing your inquiry, request or suggestion, usually in the following scope: name and surname, email address, telephone number, data box ID, contact address, registration number and other data related to the subject of communication. We process such data until the communication is finished, eventually longer if agreed so (for example when communication becomes permanent and we add your contacts to our address book). We do not use your data for making unrequested calls or sending SPAM emails.
3.2 PREPARATION AND ORGANIZATION OF CONSULTATIONS (ARTS SERVICE)
If we arrange a consultation, we process your data for the purpose of its organisation and preparation for topics to be discussed. Your data will be processed in the following scope: name and surname, email address, telephone number, other data related to the discussed issue. We process such data for 1 year since the consultation. If we agree upon further cooperation, we subsequently process your data in accordance with consultation outcomes – we may for example provide them to selected contracting parties or use them in order to arrange a meeting with advisors or institutions.
3.3 CONTRACT CONCLUSION AND CONTRACT PERFORMANCE
If you enter into a contract with us, we process your data for the purpose of its drafting and performance of our contractual obligations. We usually process your name and surname, address, delivery address, registration number, tax registration number and billing information. The data are processed for the duration of contract and subsequently for 3 years since the termination thereof.
If you give us consent by signing up your email address for newsletter, we may send you occasional news regarding interesting events, open calls or information about our services and activities. For the purpose of newsletter distribution, we process your data in the scope of email address, name and surname. You may easily unsubscribe any time without being charged or otherwise penalized. You may find more information below in MAILING POLICY section.
3.5 FACILITATING YOUR CONTACT WITH OUR PARTNERS AND COOPERATING INSTITUTIONS
If you wish to get in touch with our partners, cooperating institutions or specialized professionals who may help you with your cause, we will be processing your personal data for the purpose of presenting such persons with your works, activities and contact information in order for consultations or cooperation to be arranged. For such purpose we shall process your data such as name and surname, contact information, information regarding your activities (portfolio, professional or artistic history). We transfer such data to selected recipients who have status of autonomous data controllers and who ensure same level of data security as we do. We subsequently store your data for 1 year to be able to render additional services you may need.
3.6 RECEIVING CVS AND ADMISSION PROCEDURE
Nová síť keeps evolving and from time to time we seek new colleagues to become part of our amazing team. Anyone interested may send us a CV or other materials. We will process such data for the purpose of scheduling and organizing interviews, communication related to the admission procedure and subsequent contract drafting. We do not use third-party services in connection with the admission procedure and we do not share data from CVs with other persons. Data are stored no longer than 4 months since the admission procedure is finished.
3.7 WEBPAGE AND SOCIAL MEDIA
We like sharing interesting news and posts on our website and pages on social media. Your data may therefore find their way to our communication channels, including event-related websites. In connection with reporting, data such as name and surname, organization name, photos and videos are usually posted online. We publish such data based on your prior consent. If you wish for some information or materials to be taken down, please write us an email and we will come up with suitable solution (such as anonymization, pseudonymization or erasure). This applies also for materials which we use for illustration purposes in our presentations, graphic works etc.
3.8 PROCESSING OF APPLICATIONS WITHIN OPEN CALL PROGRAMMES
If you take part in one of our open calls, we process your personal data for the purpose of evaluating your application and authorizing you for registration within respective programme or scheme. Standard scope of processed personal data encompasses: name and surname, email, telephone number, name of entity/organization, website, project description and it aim, project team, professional CV, performance specification, photos and videos. We process such data for 1 year since the open call closure – any subsequent data processing is governed by respective programme’s/call’s terms and conditions.
3.9 ADMINISTRATION OF CZECH CULTURAL NETWORK
Czech Cultural Network aims to help individual members develop their key skills and to strengthen general cooperation between cultural stakeholders and institutions. If you wish to engage in the Czech Cultural Network, we will process your data for the purpose of promoting your entity/project in accordance with Czech Cultural Network’s aims and guidelines – especially your name and surname, email, telephone number, address, organization name, job details, website, specification of organization’s activities, photos or videos. Such data will be processed for the duration of our cooperation.
3.10 PREPARATION, ORGANIZATION AND PROMOTION OF EVENTS, PROGRAMME CREATION, REPORTING
For the purpose of ensuring smooth organization and day-to-day course of events organized or co-organized by us, as well as for the purpose of providing the best possible visitor experience and quality reporting, we process your personal data in the scope of name and surname, email, telephone number, birth date, registration number, address, organization name, photos and videos, speaker vignettes and presentations and other necessary information depending on the type of event. Data connected with the event organization are processed for 3 years since the event, other data and materials may be published on website and other channels where they remain until the take down. Certain data in minimal scope may be archived for the purpose of historical reporting and evaluating capacity or content needs of future events.
4: LEGAL BASES FOR PROCESSING
4.1 LEGALITY OF DATA PROCESSING
Processing of personal data carried out by us is legal only if justified by one of the legal bases for processing set out in Article 6 of the GDPR. We identify the following legal bases for our processing:
Performance of contract
This basis applies for example on the processing of personal data included in contracts or the data needed for drafting of such contracts – especially contracts for services, contracts for promotion, donation contracts, contracts for cooperation or other contracts governing for example terms and conditions of events etc.
Performance of legal obligations
The processing based on this legal basis is carried out for example in connection with keeping accounting and tax records, donation records, processing invoices, HR and salary agenda, AML obligations etc.
Legitimate interests of Nová síť or a third person
We identifiy the following legitimate interests as bases for processing of personal data:
Interest in promoting the good business name, public identity and online presentation of Nová síť by means of promo and PR materials, press releases and communication channels;
Interest in an effective organization and planning of Nová síť’s internal workflow;
Interest in selecting the suitable job candidate;
Interest in improving online services through monitoring user interaction;
Interest in legal protection of rights and claims of Nová síť connected with provision of services and other consideration to its clients;
Interest in securing good quality of services rendered in cooperation with affiliated entities and institutions.
Consent of the data subject
We need your consent for example to publish your photos on our social media channels or to send you the newsletter. You have the right to easily and at any time withdraw the consent you previously gave to us – you can find more info in MAILING POLICY section.
5: RECIPIENTS OF PERSONAL DATA
5.1 JUST THE NECESSARY DISCLOSURE
Nová síť does not sell or otherwise transfers your data to unauthorized third parties. When we find ourselves in a situation where we need to entrust other persons with your data, we do so only in the extent which is necessary to reach the purposes of processing and without invading your privacy – this happens especially when we need to render certain services for you in cooperation with external provider.
5.2 EXTERNAL PROVIDERS OF SERVICES, DATA RECIPIENTS
We share your data with third parties especially when some vital business-related activity is outsourced to an external provider. In this connection, your personal data may be provided to:
Providers of grants and subsidies – EEA Funds, Ministry of Culture of the Czech Republic, Visegrad Fund, hlavní město Praha, National Culture Fund of the Czech Republic, International Network for Contemporary Performing Arts, Czech-German Future Fund
Newsletter service provider
Members of Czech Culture Network
Cooperating entities within the Malá Inventura festival (theatres and societies)
CRM system provider
External provider of IT services and IT support
Cloud providers and shared drive providers
Invoice processing software provider
Social media platforms provider (Google, Facebook, Twitter)
Legal service provider
6: YOUR RIGHTS
6.1 OVERVIEW OF RIGHTS
To have maximum control over your privacy you may exercise various rights in relation to your data. They are (pursuant to Articles 15 to 22 of the GDPR):
right to get necessary information about the processing of your data (right of access)
right to demand a correction of inaccurate data (right to rectification) and right to be notified of such correction having been carried out
right to erasure of your personal data from our databases in case the data is no longer necessary for the purpose for which it has been collected or when you revoke your consent to processing of your personal data
right to restriction of processing and notification of such restriction having been carried out
right to object at any time to processing of personal data based on our legitimate interests as described above
right to revoke your consent to processing of personal data where the consent is the legal basis of such processing
6.2 HOW TO EXERECISE YOUR RIGHTS
7: COOKIES POLICY
7.1 CO JSOU COOKIES A JAK ZMĚNIT JEJICH NASTAVENÍ
Cookies, as described above, are tiny data files stored at your computer which carry the data related to your online preferences and use of our online services. They allow our website to load faster or load in a way which is suitable for your browser. You may modify the cookies settings anytime or eventually completely prevent them from downloading automatically. The way how to do it is different in case of each web browser. You may find further info and tutorials on the following links:
Google Chrome: https://support.google.com/accounts/answer/61416?hl=cz
Microsoft Edge: http://windows.microsoft.com/cs-cz/windows-10/edge-privacy-faq
Mozilla Firefox: https://support.mozilla.org/cs/kb/vymazani-cookies
8: MAILING POLICY
8.1 MAILING RECEIVED AS A RESULT OF PREVIOUSLY USING SERVICES OF NOVÁ SÍŤ
If you use some of our services, we may contact you in the future via email and send you interesting tips regarding similar services – typically new events, services or current open calls or grant opportunities. If you no longer wish to receive any emails from us, just click the proper link in the email or write an email to us and tell us you do not want to hear form us anymore.
8.2 OTHER MAILING
If you subscribe to our newsletter for example by entering your email address to our online form, you give us your consent to receive interesting updates on our activities and services we offer. You may unsubscribe anytime, free of charge and without any penalty. All you need to do is click the proper unsubscribe link in the newsletter or send us an email where you tell us you no longer want to hear from us. After you unsubscribe your email address will be deleted from our database.
9: EFFECT AND CHANGES OF THIS POLICY