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Privacy Policy

Privacy Policy

East European Music Conference (EEMC)

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.

Applicability

This privacy policy explains how EEMC processes personal data, collected from visitors, artists, and data that we acquire through our website and/or social media. 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 all personal information handled by EEMC is treated confidentially and in accordance with the General Data Protection Regulation (GDPR).

Which Personal Information Do We Collect?

  • When you purchase a conference ticket, we collect and store your basic information which includes your contact information (e.g., email, your name, company name, country, etc.) and payment details. Legal Basis: Performance of a contract.
  • When you purchase a festival ticket, we collect and store general information about you (such as your name, e-mail address and telephone number). Legal Basis: Performance of a contract.
  • When you place an order for other services (e.g., a hotel room, bus or parking ticket) using our website, we may ask you for personal details such as your name, (e-mail) address and/or telephone number. Legal Basis: Performance of a contract/order.
  • If you are an artist, manager, agent or other artist representative and you apply to play at EEMC we ask you to fill out the artist application form. We need some basic information about the act and representatives, which includes personal data. Legal Basis: Performance of a contract.
  • In case you are invited to play at EEMC, our artist production team will ask for the personal details (name, role, email, phone number) of the travelling party, including artists and crew. Legal Basis: Performance of a contract.
  • In case you are invited to speak in a panel at the conference of EEMC, our conference production team will ask for the personal details of the travelling person(s). EEMC will use your name and image to promote the event. Legal Basis: Performance of a contract.
  • When you use our website(s), we collect information such as the browser and device information, IP address, location, the website you navigated from, what you did and did not click on our site, which pages you visited, and when you stopped using it. Legal Basis: Performance of a contract / order.
  • Because we take footage of our events (video recordings and/or photos), you may be filmed during your visit. We reserve the right to use these recordings for both promotional/editorial/documentary and safety-related purposes. Legal basis: Legitimate Interest for safety, security, and general event promotion; and Consent where individual attendees are the primary focus of promotional content.

How Do We Use Your Personal Information and Why?

We use your personal information to administer the agreement with you. We will use your personal information when you enter into a contracted relationship with us so we can:

  • process your order
  • accept the payment
  • provide service messages/customer service
  • comply with legal obligations

We use your personal information for our business needs, such as:

  • 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 to:

  • keep you up to date with our offers, future events, products, and services (you can unsubscribe at any time)
  • include you in our secure delegates database (only applicable for conference visitors)
  • deliver customized advertising on our website

EEMC and/or our media partners may make video, audio and/or sound recordings during the event in which you, as a visitor, may be featured. We reserve the right to use these recordings on our website or social media channels to promote the event. The general event recordings are processed based on Legitimate Interest (Article 6(1)(f) GDPR) for promotional and reporting purposes.

Browsing Data, Cookies and Google Analytics

To facilitate navigation on our website, we reserve the right to collect user data using cookies. We collect, (temporarily) store and analyze your browsing data to optimize your visit and usage of our website with Google Analytics.

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.

Data processed by Google Analytics may be transferred to the United States. Such transfer 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. These are subject to the privacy policies of those specific platforms, and EEMC does not control the data collected after the redirect.

Who Do We Share Your Information With and Why?

The information we receive we share:

  • Within EEMC and with partners who provide services to us (marketing, reporting, technical support, invoicing)
  • With external service providers (data processors) who provide IT infrastructure
  • With third parties who deliver goods and services you purchased
  • With government agencies or other competent authorities when legally required

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: 5 to 10 years to comply with Romanian fiscal and accounting legislation
  • Marketing & Newsletters: Until you withdraw consent or maximum 2 years following your last interaction
  • Artist & Speaker Applications: 2 years after the conclusion of the event
  • Backups: Maximum 30 days, exclusively for emergency system restoration
  • Legal Claims: Retained as necessary to secure evidence and protect legal rights

Your Preferences and Rights

After you have agreed with our Privacy Policy, you can change your preferences:

  • Unsubscribe from marketing newsletters using links in our emails or by contacting management@eemusic.ro
  • Request exclusion from the delegates database
  • Edit or disable cookies on our website

Under certain circumstances, you have the right to:

  • Revoke your consent to process your data
  • Request to delete or limit how your data is used
  • Request a copy of all your personal information in a structured, machine-readable format
  • Request to rectify or update your information
  • Request transfer of your personal data to a third party
  • Complain to the ANSPDCP (The Romanian Data Protection Authority)

To exercise your rights, please contact us via management@eemusic.ro. Every inquiry will be processed within 30 days.

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.

Where Do We Process Your Personal Data?

As an organization operating internationally, we may use services from companies located outside the European Economic Area (EEA). When personal information is shared via these services, strict rules apply:

  • The recipient has signed a contract based on Standard Contractual Clauses (SCCs) approved by the European Commission
  • The data is transferred to a recipient certified under the EU-U.S. Data Privacy Framework (DPF)

Payment Data Processing

When you purchase tickets through our website, your payment is processed by Netopia Payments S.R.L. (mobilPay), a PCI DSS Level 1 compliant payment processor authorized by the National Bank of Romania. Netopia acts as a data processor on our behalf.

Card data: Your credit/debit card details (number, expiry, CVV) are transmitted directly to Netopia via TLS 1.3 encrypted connection and are never stored on EEMC servers. We only receive a transaction reference ID and payment status confirmation.

Billing data we store: Name, email, phone number, order details, and transaction reference — stored for the duration required by Romanian fiscal legislation (minimum 5 years for accounting records).

Legal Basis: Performance of a contract (Art. 6(1)(b) GDPR) and compliance with legal obligations (Art. 6(1)(c) GDPR — Romanian fiscal code).

Contact

If you have questions about our privacy policy or complaints regarding the way we treat your personal data, you have the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing (ANSPDCP) at www.dataprotection.ro, though we encourage you to contact us first to resolve any concerns.

EEMC has the right to change this Privacy Policy. In that case, the new version will be made public on the website of EEMC and we will notify you through a temporary banner.