NOVASCREEN AI FILM FESTIVAL

Privacy policy

This English version is a courtesy translation. In case of discrepancies, the German version prevails (Deutsch).

Controller

21East e.U., Ing. Alexander Klim
Carminweg 13, A-1210 Vienna, Austria
Email: festival@novascreen.ai

Which data we process

Submitter account: When you register, we process your first name, last name, email address, password (stored as an irreversible hash, never in plain text), and optionally your production company and country.

Film submission: Title, director, crew, producer, length, country of production, language, synopsis, link to a private screener on a third-party service (e.g. Vimeo or YouTube), information on the use of AI, premiere status.

Reduced fee: If you choose the reduced fee (pupils, apprentices, students), we store your confirmation and the name of your school, training company or university. You provide proof (ID or a current confirmation from the institution) only on request, at the latest when your film is selected. We use it solely to check your eligibility and delete it afterwards.

Young Talent Award: If you register the film for the Young Talent Award, we store this information and the director's date of birth (if there are several directors, that of the oldest). We use the date of birth solely to check the age limit and to determine whether the consent of a parent or legal guardian is required (under 18). Without registration, we do not store a date of birth. You provide proof of age (official photo ID) only on request; we use it solely to check eligibility and delete it afterwards.

Directors under 18: When you submit, we store whether a director is under 18 so that we can obtain the consent of a parent or legal guardian.

Residence in Austria: When you submit, we store whether a director has their main residence in Austria so that the film can be considered for awards for filmmakers from Austria. You only provide proof on request; we use it solely for this check and delete it afterwards.

Payment data: Submission fees are processed by the payment service provider Mollie B.V. Payment data (card data etc.) goes directly to Mollie, not through our servers. We only receive the status and reference number of the payment.

Protecting the payment function: To prevent abuse (such as testing stolen card details), we limit the number of payment attempts per account and per internet connection. For this purpose we store an irreversible value (hash) of your IP address together with the time of the payment attempt for no longer than 24 hours.

Prize winners: To pay out prize money we process the payment details (e.g. IBAN or the account with the payment service) and, where applicable, proof of identity in order to check the details against sanctions lists. Payments outside the SEPA area may be made via a payment service (e.g. Wise or PayPal), which receives the data required for this.

Newsletter: When you sign up for the newsletter, our server passes your email address on to our mailing service provider MailerLite (MailerLite Limited, Ireland), which processes it for the purpose of sending it. Sign-up uses a double opt-in procedure: you first receive a confirmation email and are only subscribed once you click the link. Simply visiting our website does not transfer any data to MailerLite.

Audience measurement without cookies: To see which pages are read and through which channels visitors arrive, we count page views directly on our server. We only store daily totals per page and language and per origin (the domain of the page you came from, or the campaign tag of a link, e.g. “utm_source=instagram”). We store neither your IP address nor any identifier, set no cookies and cannot link page views to any person.

How did you hear about us? When you register, you can optionally tell us how you found out about NovaScreen. If you arrived via a link with a campaign tag, we store this tag with your account. We only analyse this in aggregate to improve how we promote the festival.

Fonts: The fonts used on the website are delivered from our own server. No connection to the servers of font providers is made.

Technically necessary session cookies: For the login status (submitter and admin accounts) we set a session cookie (PHPSESSID). It is strictly necessary for the site to work, contains no personal data in plain text and is deleted when you close the browser or log out. We currently use no tracking or analytics cookies.

Purposes and legal bases

  • Account creation and film submission: performance of a contract or pre-contractual measures (Art. 6(1)(b) GDPR)
  • Processing of the submission fee: performance of a contract (Art. 6(1)(b) GDPR)
  • Checking eligibility for the reduced fee: performance of a contract and legitimate interest in preventing abuse of reduced fees (Art. 6(1)(b) and (f) GDPR)
  • Checking eligibility for the Young Talent Award: performance of a contract and legitimate interest in a fair award process (Art. 6(1)(b) and (f) GDPR)
  • Protecting the payment function against abuse: legitimate interest in preventing fraud (Art. 6(1)(f) GDPR)
  • Paying out prize money and checking against sanctions lists: performance of a contract and legal obligation (Art. 6(1)(b) and (c) GDPR)
  • Newsletter: consent (Art. 6(1)(a) GDPR), revocable at any time
  • Audience measurement without cookies and information on how you heard about us: legitimate interest in improving our offer and how we promote it (Art. 6(1)(f) GDPR)
  • Technically necessary cookies: legitimate interest in the technical operation of the site (Art. 6(1)(f) GDPR)

Recipients and processors

The following service providers have access to parts of your data within the scope of their respective function:

  • Hosting: our hosting provider (site.eu) for server and database
  • Email delivery: our SMTP provider for confirmation and status emails
  • Mollie B.V. (Netherlands) for payment processing
  • MailerLite Limited (Ireland) for sending the newsletter
  • For submissions via FilmFreeway or Festhome: the respective platform as a separate controller — its own privacy policy applies in addition

Storage period

Account and submission data are kept for the duration of the respective festival edition and to document past editions. Newsletter data is stored until you unsubscribe. Proof for the reduced fee and for the Young Talent Award is deleted after it has been checked. We delete the date of birth given for the Young Talent Award once the respective edition is completed (after the awards and payout), and immediately if your account is deleted or anonymised. We delete prize winners’ proof of identity after it has been checked. Statutory retention obligations (in particular for invoice data) remain unaffected.

Backup copies: To protect against data loss, we create a backup copy of the database every day. It is stored on our hosting provider's server in an area that is not publicly accessible; in addition, we keep individual copies securely outside the server. Backup copies are deleted after 8 weeks at the latest. Data that we delete or anonymise at your request may still be contained in older backup copies until then; we use them only to restore data after a loss.

Your rights

You have the right to access, rectification, erasure and restriction of processing of your data, and to data portability. You can withdraw any consent you have given (e.g. for the newsletter) at any time with effect for the future. You also have the right to lodge a complaint with the Austrian data protection authority:

Österreichische Datenschutzbehörde
Barichgasse 40-42, 1030 Vienna
www.dsb.gv.at

Contact for data protection questions

If you have questions about how your data is processed, please contact festival@novascreen.ai.