EEMusic Conference Privacy Policy

The East European Music Conference (EEMC) (hereinafter referred to as “EEMC” or “we”) is organized by the ARTmania Cultural Association (Asociația Culturală ARTmania), a legal entity duly established and operating under Romanian law, with its registered office at Grigore Cobălcescu Street, no. 7, top floor, ap. 11, Sector 1, Bucharest, Romania, registered under fiscal identification code (CIF) 28965621.

At EEMC we take your privacy seriously and believe you should know what personal information we collect and how we use it. We have done our best to keep this explanation brief and understandable. If you would like to learn more or need more information, you can always contact us via management@eemusic.ro.

We reserve the right to change the terms and conditions of this privacy policy. If this happens we will notify you through our website and if applicable and necessary, ask you to renew your permission.

Our privacy policy is designed with you in mind. With our renewed policy we embrace privacy by design and try to minimize personal information collection. However, to provide highquality services, we need certain information as a (necessary) condition.

How this privacy policy applies to you, depends on the way you interact with us. For details please see below.

Applicability

This privacy policy explains how EEMC processes personal data, collected from visitors, participants, artists, and data that we acquire through our website www.eemusic.ro and/or our social media pages on instagram:EEMC and facebook:EastEuropeanMusicConference(collectively referred to as „Sites”).

 

Please note, this privacy policy does not apply to websites or systems managed by third parties. If you have a question about a system that is not managed by EEMC we advise you to consult their privacy policy.

 

We assure you that we process your personal data in accordance with the principles set forth in the data protection legislation applicable in Romania, including (EU) Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“GDPR”).

 

Which personal information do we collect and for what purpose?

 

1. When you purchase a conference ticket through our website or participate at the confrence:

 We collect and store personal data with the following purposes:

1. a) Issuance and sale of access tickets to the confrence Your personal data is processed to issue and sell access tickets to our events, including confirming the purchase, processing the payment, and sending the ticket in electronic format or, as applicable, the booking voucher.

Legal Basis:  Art. 6 para. (1) lit. b of the GDPR, namely the execution of the contract between us upon the purchase of tickets by accepting our terms and conditions.

1. b) Information and communication with data subjects regarding confrence (especially in case of changes to event details, cancellations, or changes to the data subjects’ contact details) We can use your contact details to provide necessary information related to the event for which you purchased tickets (e.g., changes to the date, time, or location; event cancellation; or updates to relevant details) or to correct/update your contact information when necessary.

Legal Basis:  Art. 6 para. (1) lit. b of the GDPR (performance of our contract).

In case we work with a ticketing partner, said partner is exclusively responsible for its own data processing activities, and you may exercise your rights as a data subject against any of the joint controllers.

1. c) Processing refunds for EEMC tickets in case of cancellations and payments, in general, to ticket buyers In such a case, we process the personal data included in the applicable return form.

Legal Basis:  Art. 6 para. (1) lit. b of the GDPR (performance of our contract), as well as Art. 6 para. (1) lit. c of the GDPR (compliance with our legal, including fiscal and accounting, obligations).

1. d) Organizing access to confrence, validating tickets, and conducting participant checks We process your data to properly organize access, validate tickets at the entrance, and perform necessary checks regarding participant identity and compliance with participation rules.

Legal Basis:  Art. 6 para. (1) lit. b of the GDPR (performance of our contract) and Art. 6 para. (1) lit. f of the GDPR, namely our legitimate interests in ensuring the proper conduct and security of the event.

1. e) Fraud prevention:Your data may be used to prevent and detect fraud related to access tickets or event participation, such as the use of counterfeit tickets, tickets sold at an inflated price or without authorization, tickets sold multiple times, or other unauthorized access attempts.

Legal Basis: Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in preventing fraud and protecting our economic interests and reputation).

1. f) Implementing safety measures and ensuring the health and security of participants: We process your data to apply safety and security measures at events, including complying with legal requirements or instructions from authorities regarding participant health and safety.

Legal Basis: Art. 6 para. (1) lit. c of the GDPR (compliance with our legal obligations) and Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in protecting participants at our events).

1. g) Recording and publishing images of participants a EEMC events (including transmission to third parties) We may record and use photographs or video materials from events, which may capture images of participants, to promote our events, including through third parties (e.g., media partners or collaborators). We might use these recordings for both promotional/editorial and documentary purposes .

Legal Basis Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in promoting our organized events); where required by law, we will request your consent according to Art. 6 para. (1) lit. a of the GDPR.

1. h) Sending information and communications to ticket buyers regarding other EEMC events We may use the contact details obtained during your purchase of tickets or services to send you information and communications regarding events, tickets, and other similar services organized or offered by ARTmania or EEMC .

Legal Basis:  Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in sending commercial communications for events similar to those you previously attended), in accordance with Art. 12 para. (2) of Law no. 506/2004. For communications regarding other types of events, we will always request your express consent under Art. 6 para. (1) lit. a of the GDPR. You can object to these communications at any time through the mechanisms included in each message or by contacting us at the details provided in our privacy policy.

1. i) Resolving complaints and notifications
2. j) Fulfilling our legal obligations We may process some of your data to fulfill our legal obligations in the context of providing our services, such as financial-fiscal obligations (which may involve, for example, transmitting documents containing your data to tax authorities and storing such data for specific periods) or responding to mandatory requests from public authorities or institutions.

Legal Basis for processing is Art. 6 para. (1) lit. c of the GDPR.

Additionally, your data may be used to resolve complaints or notifications you address to us and to defend our legitimate rights and interests regarding the organization and conduct of our events, based on Art. 6 para. (1) lit. c (compliance with legal obligations) and Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in responding to your requests and defending our rights).

 

Depending on your interaction with us, for the above mentioned purposes, we may process the following categories of personal data:

(i) Upon ticket purchase: Last name, first name, email address, phone number (if requested), unique identification codes for tickets or booking vouchers, information about the ticket type and selected seat, and data about the events for which tickets are purchased.

(ii) For access validation: Data printed on the ticket, identification codes (e.g., barcode, QR code), time and place of access validation, and potentially information related to the occupied seat or event access zones.

(iii) During EEMC event: We may process your image and voice to the extent you are captured in photographs, audio, or video recordings made at the event venue, including live broadcasts or promotional materials.

(iv) For communication and marketing: Last name, first name, email address, phone number (if provided), membership status in artist fan clubs or other expressed preferences, including the history of events attended, when using this information to send updates about similar events.

(v) For complaints and notifications: Information included in the messages sent to us, which may contain additional data (e.g., postal address, banking information for refunds, or any other data voluntarily provided by you).

(vi) For legal compliance: Information required by applicable legal provisions. For example, regarding the retention of supporting documents for transactions (such as refunds for tickets due to event cancellations), we may keep documents like the return form completed by you, proof of the original ticket purchase, and relevant payment documents (which may include data such as your bank account)

 

2. If you are a visitor of our Sites

We collect and store personal data, as mentioned below, with the following purposes:

1. a) Communication with you You may request assistance from us or send us comments, suggestions, or questions related to our site / social media accounts , the articles/ information posted on the Sites, as well as the processing of your personal data or just place an order for a service offered by a third party (such as hotel services, buses, etc.). In this case, we use your contact data to communicate with you regarding your requests. The purpose of processing in this case is the fulfillment of the agreement as the reason for processing (if one exists), and, as the case may be, analyzing your requests and providing answers to them.

Legal Basis: Art. 6 para. (1) lit. b, GDPR, respectively the fulfillment of our contract, or based on Art. 6 para. (1) lit. f, GDPR, respectively our legitimate interests to respond to your requests.

1. b) Data processing as an obligation imposed by law We may process some of your data in the context of providing products and services based on obligations imposed by law (for example, the obligation to comply with tax laws). In this case, the legal basis for processing is the fulfillment of a legal obligation, respectively Art. 6 para. (1) lit. c, GDPR. The data may process is name, IBAN, account holder.
2. c) Sending newsletters We may also use your contact data to provide you, in electronic form, specialized newsletters about conferences, and/or promotions organized by us, but only if you have subscribed through our website and, therefore, have expressed your express consent for such processing, respectively based on Art. 6 para. (1) lit. a, GDPR. In this case the data we process is your email address. You can withdraw your consent at any time by expressing your option not to receive newsletters in the future by clicking “Unsubscribe” when you receive the respective email or by writing to us at management@eemusic.ro.
3. d) To monitor traffic and improve the content of our site In this data processing activity, we rely on our legitimate interest to ensure the correct functioning of our website, as well as its improvement, based on Art. 6 para. (1) lit. f, GDPR. The categories of data processed in this context are the time and date of accessing the Website and the IP address from which our website was accessed. We use cookie technology on our site, which allows us to facilitate your browsing experience, for statistical purposes, and for the improvement of our website. We also use Google Analytics to analyze the information collected from site visitors. For details, please consult our Cookie Policy.

If you use the social media function on our website or app to post something, we will receive basic information about you which is linked to your social media account.

Legal Basis: Your Consent regarding the Cookies on our website. You can always opt out.

 

3. If you are an artist, manager, agent or other artist representative and you apply to play at EEMC

We collect and store personal data,for the following purposes:

1. a) to analyze your application and decide on your admission or refusal to play at EEMC. For this purpose we ask you to fill out the application form. We need some basic info about the act and representatives, which includes personal data, such as name, role, email, and phone number and the contact details of your representative (agent / band representative/ technical engineer): e.g email and tel. No.

Legal Basis: As the case might be : Art. 6 para. (1) lit. b, GDPR, respectively the fulfillment of our contract, or based on Art. 6 para. (1) lit. f, GDPR, respectively our legitimate interests to respond to your application.

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4. If you are an artist or speaker invited to play or speak at EEMC

We collect and store personal data, as mentioned below with the following purposes:

1. a) Data processing as an obligation imposed by law We process some of your data as described in the contract between us based on obligations imposed by law (for example, the obligation to comply with tax laws). In this case, the legal basis for processing is the fulfillment of a legal obligation, respectively Art. 6 para. (1) lit. c, GDPR. The data may process is name, address, IBAN no, country of residence.
2. b) Organization of conference as part of execution of a contract. Our production team will ask for your personal details (full name, e-mail, phone number, press kit including photos we use to promote the event) and the personal details (name, role, email, phone number) of the travelling party, including artists and crew.

Legal Basis: Performance of a contract, Art. 6 para. (1) lit. b, GDPR.

1. c) Publishing photos of artists and speakers, recording and publishing images of artists / speakers at EEMC events (including transmission to third parties) We will use photos and bio of artists and speakers at the confrence in order to promote the event they participate at,and record and use photographs or video materials from events, which may capture images of them while at the confrence, to promote our events, including through third parties (e.g., media partners or collaborators). We might use these recordings for both promotional/editorial and documentary purposes .

Legal Basis Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in promoting our organized events) and  performance of an agreement, Art. 6 para. (1) lit. b, GDPR.

 

 

5. If you participate at one of our events (especially as artist or speaker, but also as a simple participant, crew, collaborator, guest)

We may collect and process your data for the following purposes:

1. a) Recording and publishing images of participants a EEMC events (including transmission to third parties) We may record and use photographs or video materials from events, which may capture images of participants, to promote our events, including through third parties (e.g., media partners or collaborators). We might use these recordings for both promotional/editorial and documentary purposes .

Legal Basis Art. 6 para. (1) lit. f of the GDPR (our legitimate interest in promoting our organized events); where required by law, we will request your consent according to Art. 6 para. (1) lit. a of the GDPR. If you do not wish to have your image recorded in any way please contact us and state this expressly.

1. b) For safety reasons the locations where we organize our events might have CCTV camera in place with the purpose of property protection. The date we might collect is your image. Legal basis: 6 para. (1) lit. f of the GDPR our legitimate interest to protect the property and the participants at the event from harm.

• In case we knowingly collect the personal data of a child (a person younger than 16 years), we will ask parents for their permission. We will collect and use such information exclusively for the purposes specified at the time of collection. This excludes the general recordings described above in the policy.

How do we use your personal information and why?

• We use your personal information to administer the agreement with you, to provide you with the ticket or service you bought through our website or to organize the event you bought a ticket at. We will use your personal information when you enter into a contracted relationship with us (if you purchase a conference and/or festival ticket, or if you use other services we offer), so we can:

– process your order

– accept the payment

– provide service messages/customer service

– comply with legal obligations

• We use personal information as described above for our business needs:

– To conduct market research to improve and adapt our products and services.

– To achieve our marketing objectives.

– To ensure the safety of our activities and participants.

• We use your personal information (e-mail) to:

– keep you up to date with our offers, future events, products, and services. If you want to change this setting, you can unsubscribe or edit your preferences using the link in our emails or request a change via management@eemusic.ro

– include you in our secure delegates database (only applicable for conference visitors). If you wish to be excluded from the delegates database you can do this yourself in your delegates account or send a request via management@eemusic.ro

– deliver customized advertising on our website. Please, consult our Cookie Policy for more information. The use of Cookies can be personalized when entering our website.

EEMC and/or our media partners may make (or have made) video, audio and/or sound recordings during the event in which you, as a visitor, may be featured. We will use these recordings on our website or social media channels (i.e. Facebook, Instagram, Twitter, Youtube) to promote the event. The recordings may be also used by our media partners, online, on radio and/or television as well as made public and/or multiplied on various media channels, without us and/or our media partners owing you any compensation.

EEMC may publish recordings on the EEMC website for at least 12 months.

EEMC may use quotes of speakers, artists, delegates and visitors for promotional and/or reporting means and in other publications, based on the performance of a contract.

Additionally, EEMC creates backups and stores data to ensure optimal performance of our systems. The backups will only be used in case of a failure to restore our systems. The backup data will not be used for any other purposes than described above.

The general event recordings (video, audio, and sound) are processed based on Legitimate Interest (Article 6(1)(f) GDPR) for promotional and reporting purposes. If an individual attendee is the primary subject of a promotional photo or video, the legal basis shifts to Consent (Article 6(1)(a) GDPR).

Browsing data, cookies and Google Analytics.

To facilitate navigation on our website, we reserve the right, like most other websites, to collect user data using cookies. Cookies are small pieces of information (files) that the website leaves behind on the user’s computer. The website instructs the web browser to store these files on the visitor’s computer. Cookies can be adapted to your preference or turned off through the web browser. We collect, (temporarily) store and analyze your browsing data to optimize your visit and usage of our website with Google Analytics.

We use this service to follow and receive reports about how visitors use our website. Google may provide this information to third parties if Google is required by law to do so or insofar third parties process the information on behalf of Google. We have no influence on this.

We concluded a processing agreement with Google, we anonymized the last octet of your IP-address within Google Analytics and turned off ‘sharing data’, also for advertising purposes. We do not use any other Google services in combination with Google Analytics cookies.

Nevertheless, data processed by Google Analytics may be transferred to the United States. Such transfer, if the case is protected under the EU-U.S. Data Privacy Framework or Standard Contractual Clauses (SCCs) to ensure legal compliance for international data flows.

Social Media On our website, we feature buttons that link to social media channels (including Twitter, Instagram, YouTube, and Facebook). Featured social media networks may place cookies in these buttons on our website. We do not have any influence over the usage of this data as it is handled by a third party and not obtained data. These are subject to the privacy policies of those specific platforms, and EEMC does not control the data collected after the redirect.

In order to learn more, review the privacy policy and general terms and conditions of the relevant social media network.

Who do we share your information with and why?

While as a rule we shall not disclose your personal data to any third parties, we may:

• if necessary, transfer your data, by disclosure or providing remote access, only through secured applications, to third parties such as EEMC’s business partners, acting as data processors for and on behalf of EEMC (e.g. hosting, legal and financial advisors, technical service providers, cloud platforms or service providers providing dispatch support or the services you contracted such as hotels, buses, etc.), with whom EEMC has made the necessary contractual agreements required by EU and national regulations. We shall transfer data to third parties exclusively to the extent necessary to serve the applicable processing purposes for which your data is collected and processed.
• disclose the data in order to comply with the law or in response to a request from a court or other legal authority, such as a warrant or a subpoena. EEMC might also share the information if we believe, in good faith, that it is necessary to prevent or address frauds or protect EEMC;
• if necessary, disclose relevant personal data to relevant authorities, in the context of providing the services you have requested from us.
• disclose personal data with third parties who deliver the products or services for EEMC or on our behalf. The third parties use your personal information so they can process and carry out your order. We have entered into the necessary agreements with such third parties, including Mailchimp and Google, to ensure that your personal data is processed and protected by European and Romanian law. EEMC has no control over these third parties and is never liable for any action or omission of such third party.
• disclose certain data for marketing purposes within the limits of the GDPR legislation.

 

Data Retention

We do not store your personal data longer than is strictly necessary for the purposes for which it was collected. Our specific retention periods are as follows:

• Transactional & Financial Data: Information related to ticket purchases, registrations, or hotel bookings is retained for a period of 5 to 10 years (depending on the document type) to comply with Romanian fiscal and accounting legislation.
• Marketing & Newsletters: Your contact details for our newsletter are retained until you withdraw your consent or for a maximum of 2 years following your last interaction with our communications.
• Artist & Speaker Applications: Professional data provided for applications is kept for 2 years after the conclusion of the event to facilitate future collaborations, unless a longer period is required for legal documentation.
• Backups: System backup data is stored for a maximum of 30 days and is used exclusively for emergency system restoration.
• Legal Claims: In the event of a dispute or potential claim, we may retain relevant data for a longer period as necessary to secure evidence and protect our legal rights.

 

Your preferences and rights

Your preferences

After you have agreed with our Privacy Policy and/or Terms and Conditions, you can change your preferences as follows:

• If you no longer wish to receive our marketing newsletter(s), you can adjust this setting by using the unsubscribe buttons at the bottom of our newsletter emails. You can also contact us via management@eemusic.ro and we will manually adjust the settings for you.
• If you wish to be excluded from the delegates database you can do this yourself in your delegates account or send a request via management@eemusic.ro
• If you wish to edit or disable cookies on our website, please consult our Cookie Policy in the future. Your rights After you have allowed us to use your personal information, you can still change your mind.

 

In your capacity as data subjects, the GDPR provides you with a series of rights including:

• the right of access – allowing you to obtain confirmation that your personal data is being processed by us and, if affirmative, the relevant details of such processing activities;
• the right to rectification – allowing you to rectify your personal data if inaccurate;
• right to erasure – allowing you to obtain the erasure of your personal data in certain cases (e.g., if the data is no longer necessary in relation to the purposes for which it was collected);
• right to restriction – allowing you to obtain the restriction of processing your personal data in certain cases (e.g., when you contest the accuracy of your personal data, for a period enabling us to verify such accuracy);
• the right to object – allowing you to object to further processing of your personal data within the conditions and limits set forth by law;
• right to data portability – allowing you to receive the personal data concerning you that you have provided to us, in a structured, commonly used and machine-readable format or to transmit this data to another data controller;
• right to transfer the personal data that you have provided to us to a third party of your choice
• The right to complain to the ANSPDCP (The Romanian Data Protection Authority).

 

We are happy to ensure your exercise of these rights.

You may exercise your aforementioned rights freely and at any time and find out more about such rights by filing with us, a written request at ARTmania Cultural Association (Asociația Culturală ARTmania), at Grigore Cobălcescu Street, no. 7, top floor, ap. 11, Sector 1, Bucharest, Romania, registered under fiscal identification code (CIF) 28965621, or by e-mailing us at management@eemusic.ro.

You also have the right to file a complaint with the ANSPDCP (The Romanian Data Protection Authority) or the competent courts of law if you think it is necessary.

How we protect your information?

 

EEMC has implemented appropriate technical and organizational measures (such as encryption and access controls) to protect your personal information against accidental or unlawful processing, loss or unauthorized access. These security measures depend on the type of information we collect. We do everything we can to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized changes to the data we are administering, by working in safe online environments, keeping our staff informed about the online safety and by aligning our activities with the GDPR standards.

For more information about how we secure your data, please contact us.

 

Where do we process your personal data?

As an organization operating internationally, we may use services from companies which are located outside the European Economic Area (EEA). When personal information is shared via these services, strict rules apply to ensure that your data is protected on the highest level possible.

When your data is transferred outside the EEA, we use one of the mechanisms below to ensure the safety of the personal information:

• The recipient has signed a contract with us based on “standard contractual clauses (SCCs)” approved by the European Commission.
• The data is transferred to a recipient that is certified under the EU-U.S. Data Privacy Framework (DPF) for this kind of data transfers.

 

How can you get in touch with us?

We encourage you to contact us immediately if you believe that your personal data was provided without consent or you have any questions about our privacy policy. We are committed to always treat your requests with the utmost attention and address any queries you may have in the within a maximum of 30 days period.

Please note that we may ask for a proof of identity before letting you view, add or delete your information. As a delegate or account holder, you are fully responsible for maintaining the confidentiality of your personal password and are liable for any actions that happen when this password is used to log into your account.

 

Other Websites

Our website contains links to other websites. The present Privacy Policy applies only for this website, therefore when you access other websites you must read their privacy policies.

 

Changes

This Privacy Policy may be updated from time to time by EEMC.

In that case, the new version of the privacy policy will be made public on the website of EEMC and we will notify you through a temporary banner. The amendment will take effect as soon as the new version of the privacy policy is posted.

Any such change, material or otherwise, shall enter into force as of publication of the new version on our website.

If at any point we decide to use personal Data in a manner different from that stated at the time it was collected, we will notify you by e-mail. You will have a choice as to whether or not we may use your data in this different manner. Otherwise, if possible, we will use the data in accordance with the Privacy Policy under which the data was collected.