Privacy and personal data protection Policy

Introduction

This is the Privacy Policy and Personal Data Protection (hereinafter referred to as the "Policy") adopted by ASOCIAȚIA CAIAC FAN (hereinafter referred to as "CAIAC FEST").

CAIAC FEST respects your privacy and is committed to protecting your personal data that you provide to us. We are committed to collecting and using personal data in accordance with the General Data Protection Regulation (GDPR - Regulation (EU) 2016/679).

This Policy informs you how we handle your personal data, details your rights regarding your personal data, and explains how the law (including GDPR) protects you.

This Privacy Policy applies to:

• Our customers and business partners;
• Individuals who contact us or visit our website;
• Representatives and employees of companies we collaborate with;
• Participants in events, courses, and training programs organized by CAIAC FEST.

This Policy covers data collected via our website (www.caiacfest.ro), email, or other offline means.

1. Important Information & About CAIAC FEST

Purpose of this Privacy Policy

This Policy aims to inform you about:
✔️ How CAIAC FEST collects and processes your personal data when you use our website, register for events, subscribe to our newsletters, or engage with us in any form;
✔️ How we protect your data and ensure its confidentiality;
✔️ Your rights regarding your personal data and how you can exercise them.

‼️ This website is NOT intended for minors, and we do NOT knowingly collect personal data from children.

It is important that you read this Privacy Policy together with any other data protection notices that we may provide at specific times when collecting or processing your data.

2. Personal Data We Collect

Personal data or personal information refers to any information that can identify a person. This does NOT include anonymous data (where identity has been removed).

We collect and process different types of personal data depending on how you interact with us:

✅ Identity Data: Name, surname, user ID, job title, date of birth, gender.
✅ Contact Data: Address, email, phone number.
✅ Financial Data: Bank account details, payment details.
✅ Transaction Data: Payments, services, or products requested.
✅ Technical Data: IP address, browser type, device information.
✅ Usage Data: Information on how you use our website, services, or interactions.
✅ Marketing & Communication Data: Preferences in receiving promotional materials.
✅ Media Data: Photos, videos, or audio recordings taken at CAIAC FEST events.

⚠️ We DO NOT collect special categories of personal data, such as race, ethnicity, religious beliefs, health information, biometric data, or criminal records.

3. How We Collect Personal Data

We collect data in multiple ways:

✔️ Direct Interactions: When you fill out forms, contact us via email, phone, or website.
✔️ Automated Technologies: Via cookies or tracking technologies on our website.
✔️ Third-party sources: Public records, online sources, and partners.

? For more details on cookies, please refer to our Cookie Policy.

4. How We Use Personal Data

We process your data only where legally permitted, such as:

✔️ Fulfilling contracts (e.g., processing event registrations, invoicing services);
✔️ Managing customer relationships and communicating important updates;
✔️ Ensuring website security and preventing fraud;
✔️ Sending marketing materials (only with your prior consent);
✔️ Compliance with legal and regulatory obligations.

? Marketing & Advertising
We may send you information about CAIAC FEST events, promotions, or services if you have given us your consent. You can opt-out at any time via email at info@caiacfest.ro or by clicking "Unsubscribe" in our newsletters.

5. Who We Share Personal Data With

We DO NOT sell or transfer your personal data to third parties for marketing purposes.

However, data may be shared with:
✔️ Authorities or public institutions, when legally required;
✔️ Payment processors, for secure financial transactions;
✔️ Event organizers and service providers, strictly for event administration;
✔️ CAIAC FEST partners, for event promotion (only with your consent).

? All data transfers are made securely, and only under strict confidentiality agreements.

6. Data Security Measures

We take technical and organizational measures to protect your data from:
✅ Unauthorized access or use;
✅ Data breaches or leaks;
✅ Loss or destruction of information.

Only authorized personnel have access to your data, and they are bound by strict confidentiality agreements.

7. Data Retention Policy

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, in compliance with legal obligations.

? Once data is no longer needed, it will be securely deleted or anonymized.

8. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights:

✔️ Right to Access – Request information on your personal data;
✔️ Right to Rectification – Request corrections of inaccurate data;
✔️ Right to Erasure ("Right to be Forgotten") – Request deletion of your personal data;
✔️ Right to Object – Object to your data being used for marketing purposes;
✔️ Right to Data Portability – Request a copy of your data in a structured format;
✔️ Right to Withdraw Consent – Withdraw consent at any time (without affecting past processing);
✔️ Right to File a Complaint – Lodge a complaint with data protection authorities.

? To exercise your rights, please contact us at info@caiacfest.ro.

9. Final Provisions

✔️ Data processing is carried out only with your explicit consent.
✔️ Authorized personnel are trained to protect personal data confidentiality.
✔️ We commit to ensuring maximum security and privacy of all collected data.

? This Privacy Policy is supplemented, where applicable, by our GDPR Policy and Cookie Policy.