Privacy Policies

Furthermore, we implement technical and organisational measures to ensure that your data is optimally protected against unauthorised access by third parties. https://www.europeanfilmacademy.org/ as well as the processing of personal data in connection with the registration procedure and participation in our events.

I. General information

1. Operator and company data protection officer

The controller within the meaning the General Data Protection Regulation ("GDPR") and other data protection laws of the Member States of the EU and other data protection-related regulations is:

European Film Academy e.V.
Stralauer Allee 2A, 10245 Berlin
+49 (0) 30 887 167 0
contact@europeanfilmacademy.org

The data protection officer of the website-operator referred to above is Rainer Pyls. He may be contacted using the contact details provided above as well as at privacy(at)europeanfilmacademy.org.
Below, we will provide you with information about the collection and processing of your personal data regarding your use of our website, the registration process and the participation in our events. Personal data comprise individual details about personal or factual circumstances of an identified or identifiable natural person, e.g. name, postal address, e-mail addresses, IP addresses, user behaviour, etc.

2. Scope of personal data processing

We collect and process personal data of our users only as far as this is necessary for the provision of a functional website and our contents and offers and as described below, for the registration procedure and the participation in our events.

3. Legal basis for data processing

The processing of personal data is only lawful if there is a legal basis for the processing. Without limitation, the legal basis for processing pursuant to Art. 6(1)(a)-(f) GDPR may include:

• Consent pursuant to Art. 6(1)(a) GDPR. Consent means any freely given, specific, informed and unambiguous indication of the affected person's wishes by which they, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to them.
• Necessity to fulfil the contract or to carry out preparatory measures in accordance with Art. 6(1)(b) GDPR, i.e. the processing of your data is necessary so that we can fulfil legitimate contractual obligations in relation to you or to prepare the conclusion of a contract with you.
• Processing for the fulfilment of legal obligations pursuant to Art. 6(1)(c) GDPR, i.e. the processing of data is prescribed by law or other regulations, for example.
• Processing for the protection of the affected person's vital interests in accordance with Art. 6(1)(d) GDPR.
• Processing for the protection of legitimate interests in accordance with Art. 6(1)(f) GDPR, i.e. processing is necessary for the purposes of our legitimate interests or those of a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data, in particular where the affected person is a child.

4. Rights of affected persons

You are entitled to the following rights with regard to data collection and processing by us in accordance with the articles of the General Data Protection Regulation listed in each case:

• Right to information pursuant to Art. 15 GDPR
• Right to rectification in accordance with Art. 16 GDPR
• Right to erasure ("right to be forgotten") in accordance with Art. 17 GDPR
• Right to restriction of processing in accordance with Art. 18 GDPR
• Right to data portability in accordance with Art. 20 GDPR
• Right to object in accordance with Art. 21 GDPR

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes your rights to privacy pursuant to the GDPR.

5. Data erasure and storage period

The personal data of the affected person will be blocked or deleted as soon as the purpose for retaining such data ceases to apply. Notwithstanding the generality of the foregoing, data may be stored if required by Union or Member State law to which we are subject. Data will also be blocked or deleted if a retention period prescribed by the aforementioned laws and regulations expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

II. Data processing

1. Data collection when visiting the website

Every time you visit our website, our system automatically collects data and information from the computer system of the computer from which access is made:

a. Scope of data processing

When you visit our website, our web server collects and stores the following data:

• Information about the browser type and version used
• URL accessed
• The user's operating system
• The user's Internet Service Provider
• The user's IP address
• Date and time of the access
• The websites from which the user's system accesses our website
• The websites accessed by the user's system via our website

The data is also stored in the log files on our system. This data is not stored together with other personal data of the user.
This data is stored on rented servers at Hetzner Online GmbH, which are maintained on our behalf by the meap GmbH. The servers are located within the European Union.

b. Legal basis

The legal basis for processing this data is Art. 6 (1) (f) GDPR.
The legitimate interest within the meaning of Art. 6(1)(f) GDPR comprises our interest in the functionality of our website and its availability.

c. Purpose of data processing

Temporary storage of IP address by the system is necessary to enable delivery of the website to the user's computer. The user's IP address must remain stored for the duration of the session for this purpose.
The data are stored in order to ensure the website's functionality. In addition, the data aids us in optimizing the website and ensuring the security of our information technology systems. No analysis of this data is conducted for marketing purposes in this context.

d. Storage period

The log files are deleted after seven days, unless it is necessary to keep the data for the aforementioned purpose in light of specific events.
Storage for longer periods is possible. In this case, the IP addresses of the users will be deleted or altered so that it is no longer possible to assign them to a specific user.

e. Options for objection and deletion

The collection of data for the provision of the website and storage of data in log files is absolutely necessary for the operation of the website. Consequently, the user has no right of objection.

2. Membership account, Registration and Participation in Events

a. Scope of data processing

As a member of the European Film Academy e.V. you have access to the password-protected members' area of our website. To access this area, you must log in with your e-mail address and your personal password.

In the members' area, you can take part in board and presidential as well as film votes (nomination and prize-winner votes), in votes on amendments to the statutes and in application procedures for the board. You can register there to take part in the European Film Awards ceremony. You have the possibility to view your membership fee account, including your membership fee invoices.

In the members' area we also offer you access to your personal member profile, in which your personal data from the registration form for membership is stored: First name and last name, membership category, country for voting. You have the option of adding the following information to your personal data in your personal member profile: Title, e-mail address, telephone number, postal address. Optionally you can upload a profile picture of yourself and enter the following data: Biography or filmography. You can also specify whether your member profile can only be viewed by members who are logged in or in the public area of the website. If you opt for your profile to be viewed in the public area of the website, your member profile will be displayed in a changing preview window under the heading "Join the community …" and can be viewed in detail by the users of our website there and under the menu item "European Film Academy" under the heading "Members".

We use your e-mail address as part of a member e-mail distribution list, for sending invitations to general assemblies, for participation in various online elections (board elections, presidential elections, film votes), for votes on amendments to the articles of association or other items of decision as well as for invitations to the European Film Awards and for invitations to apply for board positions. We also use your e-mail address for sending general member information and the newsletter (eNews).

Member e-mails and the newsletter are sent via a server rented from Hetzner Online GmbH, which is maintained by systematrix Service UG (limited liability) on our behalf. The server is located within the European Union. Your personal data will not be processed by Hetzner Online GmbH or systematrix Service UG (limited liability).

If you have forgotten your personal password, we offer you the possibility to reset your password by entering your membership number or your e-mail address stored in the member profile. When using this function, we will send you, to the e-mail address stored in your member profile, a link to the section of the members' area where you can create your personal password.

b. Legal basis

The processing of your personal data of your member account, the registration and participation in events is generally based on the necessity to fulfil a contract in accordance with Article 6(1)(b) GDPR. The contractual relationships comprise primarily the membership relationship with the association and participation in elections, votes, applications and events.
If personal data is collected without the processing being necessary for the fulfilment of the contract, the processing shall be based on consent in accordance with Art. 6(1)(a) in conjunction with Art. 7 GDPR or based on our legitimate interest in accordance with Art. 6(1)(f) GDPR.

c. Purpose of data processing

Personal data is processed for the carrying on of the membership relationship, your registration or participation in events. We use your e-mail address to contact you electronically for information purposes. Especially for invitations to general assemblies, for participation in various online elections (board elections, presidential elections, film votes), for votes on amendments to the statutes or other subjects for decision as well as for invitations and for registration for the European Film Awards and for invitations to apply for board positions.

d. Storage period

Subject to any applicable legal retention periods, your data will be stored only until you delete it from your personal member profile or as long as this is necessary to achieve the purpose of the processing. You can also completely delete your personal member profile at any time.

e. Options for objection and deletion

The user can delete a personal member profile created by them at any time, or may revoke their consent to the processing of stored personal data or to object to further use. An objection or revocation of consent automatically leads to a deletion of the personal member profile and all data stored in it.

3. Newsletter

a. Scope of data processing

You may subscribe to a free newsletter (eNews) on our website with which we inform you once or twice a month on average during the year about the European Film Awards, the various activities, projects and further training activities of the European Film Academy. In addition, the eNews discuss current social and film policy issues. When subscribing to the newsletter, the data from the registration form will be transmitted to us. In addition, the date and time of registration for the newsletter and the IP address used will be stored. As part of the double opt-in confirmation process for your newsletter subscription, the date and time at which you click the confirmation link for the newsletter subscription and the IP address used will also be stored.

The newsletter (eNews) is sent to your e-mail address via a server rented from Hetzner Online GmbH, which is maintained by systematrix Service UG (limited liability) on our behalf. The server is located within the European Union. Your personal data will not be processed by Hetzner Online GmbH or systematrix Service UG (limited liability).

b. Legal basis

The legal basis for processing the data when registering for the newsletter is the consent provided during the registration process pursuant to Art. 6(1)(a) GDPR.

c. Purpose of data processing

The purpose of storing e-mail addresses is to permit contact by electronic means for information purposes. The date and IP address of the registration as well as the confirmation of the registration are recorded in order to document consent to receiving the newsletter in a conclusive manner and to prevent misuse.
The information is shared with the service provider for the purpose of sending the newsletter in bulk.

d. Storage period

If you have expressly consented to receiving the newsletter, we will only delete or block the e-mail address for newsletter mailing after you have revoked your consent. The data collected in connection with the confirmation of the newsletter subscription will be stored for the same period of time.

e. Options for objection and deletion

You can revoke your consent to the use of your e-mail address for receiving our newsletter at any time, and without giving reasons, with effect for the future. You will not incur any costs other than fees charged by your telecommunications provider. You can either click on the link at the end of each newsletter or send your revocation to the mailing address stated at the beginning of this Privacy Policy or at newsletter@europeanfilmacademy.org. In the event of revocation by post or e-mail, erasure or blocking may take up to 5 working days; newsletters may still be sent during this period.

4. Contact page

a. Scope of data processing

Under the heading "Contact", we offer the ability to contact via email link. In this case, the user's personal data that is transmitted along with the email will be stored.

b. Legal basis

The legal basis for the processing of data transmitted in the course of sending us an e-mail is Art. 6(1)(f) GDPR. The legitimate interest within the meaning of Art. 6(1)(f) GDPR comprises our interest in responding to user inquiries.

c. Purpose of data processing

The purpose of data storage is making contact at the request of the website user.

d. Storage period

The data will be stored for as long as it is necessary to process the request or the subsequent conversation. Insofar as these represent commercial letters subject to retention obligations in accordance with commercial and tax law, they will also be stored for the applicable statutory retention period.

e. Options for objection and deletion

Users have the option at any time to revoke their consent to the processing of personal data or to object to the further use of such data. A user who has contacted us by e-mail may object to the storage of their personal data at any time. The data can only be erased if there is no legal retention obligation; in this case, however, the data will be blocked for any other use. In such cases, the conversation cannot be continued.

5. Recordings in the context of our events

a. Scope of data processing

Within the framework of European Film Academy events, we reserve the right to create, process and distribute photo, video and audio recordings of artists, visitors and the venue, unless objected to in individual cases. This will be pointed out in a suitable manner when registering for the event. The photographs are used in the form of articles and photo galleries on our websites, in newsletters and other publications. In addition, the image and sound recordings produced are also used to provide information about our events on the social media channels, in particular Facebook, Twitter, Instagram and YouTube. The image and sound recordings produced are also passed on to media representatives of newspapers, radio stations and online editorial offices for editorial reporting as part of our press work.
We can also make image and sound material available to the partner companies, sponsors, organisations or institutions involved in the respective event for individual post-event reporting and publicity.

b. Legal basis

The legal basis is Art. 6 para. 1 lit. f) GDPR. It is our legitimate interest to inform and draw attention to EFA events as part of our PR and public relations work.

c. Purpose of data processing

The image and sound recordings of artists, visitors and the venue are processed for PR and public relations purposes and to promote awareness of the films, filmmakers and events presented.

d. Storage period

We process and store the recordings only for the period of time necessary to achieve the purpose of the processing or as long as there is an obligation to store.

e. Options for objection and deletion

The parties concerned may object to the use of the recordings. This can be addressed to the contact data given under point I. 1.

6. Use of cookies

a. General information about cookies

In addition to the aforementioned data, cookies are stored on your computer when you use our website. Cookies are small text files that are stored on your hard disk in association with the browser you are using and by which the body which sets the cookie receives certain information. Cookies cannot run programs or deliver viruses to your computer. They serve to make the website more user-friendly and efficient.
This website and our services use the following types of cookies, the scope and functionality of which are explained below:

• Transient cookies
• Persistent cookies

Transient cookies are automatically deleted when you close the browser. These include session cookies in particular. These store a so-called session ID with which various requests from your browser can be assigned to the common session. This allows your computer to be recognised when you return to our website. Session cookies are deleted when you log out or close the browser.

Persistent cookies are automatically deleted after a specified period which may differ depending on the cookie in question. You can delete the cookies at any time using your browser's security settings.

You can configure your browser settings as desired and, for example, refuse to accept third-party cookies or all cookies. So-called "third party cookies" are cookies set by a third party, therefore, not by the actual website you are currently visiting. Please note that by deactivating cookies you may not be able to use all functions of this website.

7. Google Analytics

a. Scope of data processing

Our website uses Google Analytics, a web analysis service provided by Google Inc. ("Google"). This software collects information about how you use the website and uses it to generate various statistics. Without limitation, usage data collected includes the specific selection of links, the length of stay on individual pages and the sequence of use of the website as well as the frequency of page visits. This data is collected together with your IP address. The IP address provided by your browser as part of Google Analytics will not be combined with other data from Google.
Google Analytics uses "cookies" which are text files that are stored on your computer and enable to analyse how you use the website. As a rule, the information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in the United States. We have activated IP anonymisation on our homepage, i.e. Google will shorten your IP address within Member States of the European Union or in other states party to the Agreement on the European Economic Area before transmission to the United States.
Only in exceptional cases will the full IP address be transmitted to a Google server in the United States and shortened there. Google describes its data processing operations under the following link https://www.google.com/policies/privacy/.

b. Legal basis

The legal basis for processing personal data in connection with the use of the website is Art. 6 (1)(f) GDPR. The legitimate interest within the meaning of Art. 6(1)(f) GDPR comprises our interest in the customer-focused design of our website that both meets the needs of the users and takes their usage preferences into account. The legal basis for transferring data to Google is provided by Art. 28(3), Art. 45(3) GDPR. The service provider is certified under the Privacy Shield Framework and is therefore subject to the EU Commission's Appropriateness Decision (Implementation Decision 2016/1250), i.e. the data protection level of the service provider is recognised as equivalent to the GDPR, although it is based in the United States.

c. Purpose of data processing

The intended purpose of the data processing is to aid in analysing this website and the usage behaviour of its visitors.

d. Storage period

The data is made anonymous immediately after collection. Personal data is therefore only collected in the context of the transmission and is not permanently stored.

e. Options for objection and erasure

You can prevent the storage of cookies, including the generation and transmission of data to Google, by restricting or prohibiting the use of cookies in your browser software. This may also result in the deactivation of cookies that are not related to Google and may impair your ability to use all of the functions of this website to their full extent.
You may prevent the collection of data generated by the cookie and related to your use (including your IP address) and its transmission to Google, as well as the processing of this data by Google, by downloading and installing the browser plug-in available under the following link: http://tools.google.com/dlpage/gaoptout?hl=de

8. SSL encryption

We use state-of-the-art encryption methods (e.g., SSL) via HTTPS to protect the security of your data during transmission.

PRIVACY POLICY FOR APPLICATIONS FOR A POSITION AT THE EUROPEAN FILM ACADEMY

1. Introduction

At the European Film Academy, we take the protection of personal data very seriously. We would therefore like to inform you about the data processing within the context of your application at the European Film Academy in accordance with Art. 13 and Art. 14 of the General Data Protection Regulation (GDPR).

2. Term definition

The data protection terms used in this Privacy Policy are defined in Art. 4 GDPR. The full text of the GDPR is available under the following link:
http://eur-lex.europa.eu/legal-content/DE/TXT/PDF/?uri=CELEX:32016R0679&from=DE

3. Controller and data protection officer

The controller within the meaning of the GDPR and other data protection laws of the Member States of the EU and other data protection-related regulations is:

European Film Academy e. V.
Kurfürstendamm 225
10719 Berlin
Phone: +49 30 887 167 0
E-Mail: contact(at)europeanfilmacademy.org

The data protection officer of the controller referred to above is Mr. Rainer Pyls. He may be contacted using the contact details provided above as well as at privacy(at)europeanfilmacademy.org.

4. Purpose and scope of personal data processing

The personal data collected during the application procedure will be processed for the purpose of duly running the selection procedure with a view to recruiting a specific position at the European Film Academy. During this process we examine inter alia to what extent the applicants information corresponds to the requirement profile.

We process your personal data within the scope of your application, provided that you make them available to us. We ask you not to provide special categories of personal data in your application regarding e.g. racial or ethical origin, political opinions, religious or philosophical beliefs, any data concerning health etc. pursuant to Art. 9 GDPR.

5. Legal basis for data processing

The processing of personal data with the purpose of establishing an employment relationship is based on Art. 88 para. 1 GDPR in conjunction with Section 26 para. 1 sent. 1, para. 8 sent. 2 of the German Federal Data Protection Act (BDSG). Pursuant to Section 26 para. 1 sent. 1 BDSG, personal data of potential employees may be processed for employment-related purposes where necessary for hiring decisions.

6. Recipients or categories of recipients of the personal data

The recipients of the collected data are the persons within the European Film Academy who are in charge of processing the application procedure. Your data will in principle not be forwarded to external recipients. In exceptional cases we may transfer your personal data in case we are obliged by law to provide, report or transmit data or we pass on data to external service providers who act as processors on our behalf or perform services for us.

7. Storage period

We will store your data for the duration of the application process. The data collected during the application process will be stored for a maximum timeframe of six months in the event of a rejection of the applicant. The data will not be stored for possible later job offers. In case an employment relationship is entered into, the data is transferred to the personal file.

Longer storage periods may apply in case the data is necessary for the exercise or defense of legal claims before a public authority or in case of legal obligations to store the data. The data is stored for as long as necessary to fulfil these purposes.

8. Transfer to third countries

Your personal data will not be transferred to countries outside the EU or EEA or to international organisations.

9. Rights of affected persons

You are entitled to the following rights with regard to data collection and processing in accordance with the referenced articles of the GDPR:

• Right to information pursuant to Art. 15 GDPR
• Right to rectification in accordance with Art. 16 GDPR
• Right to erasure ("right to be forgotten") in accordance with Art. 17 GDPR
• Right to restriction of processing in accordance with Art. 18 GDPR
• Right to data portability in accordance with Art. 20 GDPR
• Right to object in accordance with Art. 21 GDPR

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider the processing to infringe your rights to privacy pursuant to the GDPR.

10. Automated decision making

No automated decision making or profiling takes place.

11. Consequences of non-communication

If the aforementioned personal data is not made available, we cannot collect it. It may not be possible to achieve the described purposes. For example, your application for a specific position cannot be considered.

12. Consent with ConsentManager

Our website uses the ConsentManager consent technology to obtain your consent to the storage of certain cookies on your device or for the use of certain technologies and data protection legislation compliant documentation of the former. The party offering this technology is Jaohawi AB, Håltegelvägen 1b, 72348 Västerås, Sweden, website: https://www.consentmanager.de (hereinafter referred to as "ConsentManager").
Whenever you visit our website, a connection to ConsentManager's servers will be established to obtain your consent and other declarations regarding the use of cookies.
Moreover, ConsentManager shall store a cookie in your browser to be able to allocate your declaration(s) of consent or any revocations of the former. The data that are recorded in this manner shall be stored until you ask us to eradicate them, delete the ConsentManager cookie or until the purpose for archiving the data no longer exists. This shall be without prejudice to any mandatory legal retention periods.
ConsentManager uses cookies to obtain the declarations of consent mandated by law. The legal basis for the use of such cookies is Art. 6(1)(c) GDPR.

PRIVACY POLICY FOR THE EUROPEAN FILM ACADEMY MEMBERS SURVEY

This Privacy Notice was updated in April 2025

1. Introduction

This is a description of how your personal data is collected and used when you as EFA registered member fill in the survey questionnaire provided by European Film Academy ("EFA").

This Privacy Notice only describes the questionnaire related data processing and does not constitute as the full Privacy Policy for EFA. Please read the general Privacy Policy of EFA here for further information about personal data processing and principles in EFA.

The Controller of your personal data described in this Privacy Notice is European Film Academy e.V., Kurfürstendamm 225, 10719 Berlin, Germany, contact@europeanfilmacademy.org.

2. How we receive the personal information?

The personal information we process is provided to us directly by you when you answer the questions in the questionnaire. The questions are pre-selected to follow the minimal data processing principle in order to fulfil the purpose of the survey. Some questions that are more sensitive in nature or are considered as special categories of data according to EU General Data Protection Regulation (GDPR) are voluntary and can be left unanswered. Such questions are marked accordingly. Please consider that in case you decide to provide answers to such voluntary questions, EFA will consider this as your consent to use this data in further processing related to this survey. You have always the right to withdraw your consent regarding the processing of special categories of data and request the deletion of such data if it stored in identifiable manner.

We will not use any of the collected personal data, either regular or special categories, for any further purposes other than the purpose of this survey, which is to provide anonymized and generalized results regarding the opinions and views of EFA members about EFA. No individual questionnaires will be published in any time.

When visiting our web-questionnaire, we collect certain device data using web-cookies which are small encrypted text files, located in browser directories. They are used to help website visitors to navigate efficiently on the websites and to perform certain functions. Use of our web-cookies are described in our general Privacy Policy Section 6.

3. What kind of data is processed and why?

4. Sharing your personal data

Any data you provide, or we collect will not be shared to others if not required by law or by contracts with our service-providers. Our employees and service-providers have access to personal data only to the extent necessary for the performance of their work duties.

Public authorities may request us to provide information that we process. If such request is legally binding, we may disclose requested data to authorities.

Use of service-providers

International transfers

Please be aware that data processed by us may be processed, stored, and used in the European Economic Area ("EEA") and also other jurisdictions if the services provided to us requires such transfer. We do our best to ensure that the transfer of your personal data is carried out in accordance with applicable privacy laws and, in particular, that appropriate contractual, technical, and organisational measures are in place (e.g., Standard Contractual Data Protection Clauses "SCC").

5. Ensuring the security of personal data

We have taken necessary technical and organizational security measures to protect your personal data against accidental or unlawful destruction, loss or alteration and against the unauthorized disclosure, abuse or other processing in violation of applicable law. Nevertheless, transmission via the internet is not completely secure and we cannot guarantee the full security of information about you.

6. Retention and deletion of personal data

The storage period of personal data depends on the purpose of the processing of the data.

7. Your rights and preferences

Under data protection law, you have rights including:

• Right to be informed and to access. You may get information regarding your personal data processed by us.
• Right to data portability. You have the right to receive your personal data from us in a structured, commonly used and machine-readable format and to independently transmit those data to a third party.
• Right to erasure. You have the right to have personal data we process about you erased from our systems if the personal data are no longer necessary for the related purposes.
• Right to object and restrict. You have the right to object to the processing of your personal data and restrict it in certain cases.
• Right to rectification. You have the right to make corrections to your personal data.
• Right to withdraw consent. When you have provided us consent to process your personal data, you may withdraw said consent at any time.

To exercise any of the abovementioned rights, please contact contact@europeanfilmacademy.org. We will respond to your requests within 30 days.

8. Children's data

We do not collect children's personal data knowingly. When we need to process children's personal data for any purpose, we will do it in accordance with the wishes of the parent or guardian or under an obligation arising from the law.

9. Complaints

If you have questions or concerns about our use of your personal information, please feel free to contact our Data Protection Officer at privacy@europeanfilmacademy.org. Data Protection Officer function is appointed for monitoring the implementation of the personal data processing principles in EFA.

You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider the processing to infringe your rights to privacy pursuant to the GDPR.