Aavistus Festival Registered Association Privacy Notice
Aavistus Festival registered association (3202285-3) is a non-profit association established in 2021 in Finland to organise and arrange the Aavistus Festival biennial of audiovisual and VJ art, and maintaining the aavistusfestival.fi website.
This privacy notice will explain how we collect, store and process your personal information in accordance to our legal requirements and for the purposes of:
managing the registered association
arranging the festival
maintaining the website
As a summary, we collect your personal information in accordance with the Finnish and EU legislation governing the managing of a registered association and handling of the personal data, and doing so confidentially, securely, and appropriately for the purposes listed above, with minimal retention while ensuring the accuracy of the information. We only collect your information with your consent and by default limit the processing of that information to the minimum required to fulfil our duties as an association and a festival organisation. We do not distribute, provide access to or sell your information in any form to third parties.
In the few situations where we offer you the choice to submit a limited subset of your information to be distributed more broadly, for example for the purposes of marketing, communications, or artistic networking, the choice is strictly optional and not required for the participation in the activities of the association or the festival. These exceptions are clearly labelled at the time when the choice is given to you and they are listed below.
Because we use a Non-profit Google Workspace account to collect and store your data, the information you provide to us for example via Google Forms might be transferred outside of the EU for processing and storage. We are working to develop an alternative solution to collect, process and store your information only within the EU. In the meantime, we need to inform you that your data could be processed in the United States under less strict privacy laws.
Data collected in the Aavistus Festival registered association membership applications Aavistus Festival ry requires you to provide the following information during the application process as mandated by the Finnish legislation in the Associations Act 503/1989 chapter three, section 11:
Full name
Place of residence
In addition to these legal requirements, during the application process we require you to provide the following information for the purposes of processing the membership applications, contacting the applicants and the members, collecting the membership fees, and organising the festival:
Time and date of the application
Your email address
Your personal phone number
In addition to this information, you can choose to include also the following information:
Your personal or artist homepage
Your stage name, VJ or otherwise
Your interest regarding your role in the festival production
Your earlier experience in organising events or participating in associations
Your views on the future of Aavistus festival and how you would like to develop the festival.
This information is collected via a web form and stored in electronic format in the member register accessible only to the board of members, for the duration of the application process and subsequent membership, and deleted from the member register at the end of either.Members of the association have the legal right to request access to the information contained in the membership register. Members are informed in advance in case of request to access and have the right to object to sharing of their personal information.
Aavistus Festival ry collects the following information from the applicant during the open call for participation in the festival:
Personal email address
Full name
Artist name
Country of recidence
Personal phone number
Full names, email addresses, and preferred pronouns of each
Link to website, portfolio, or other relevant previous work
This information is needed for processing the applications, contacting the applicants and, in case of selection, for administration, marketing and communications of the festival. In addition.
For the applicants not selected for the festival the information is retained until one month after the end of the festival for the purpose of communication.
Personal information of the participants selected for the festival will be retained for six months after the conclusion of the festival for the purposes of invoicing, communication and festival documentation.
In addition to this information, you can choose to share a limited subset of your artist info for the purpose of gig opportunities, communications and networking beyond the scope of the festival. This limited information is shared only with the Aavistus Festival association members and is not distributed, given access to or sold to third parties. This information is completely optional and labelled clearly as such.
You can choose to receive a newsletter through the form on the festival website. To do this we need your email address and your consent to be contacted by checking the box to agree to receive communications from Aavistus Festival.
Your email address is then first processed by our website provider Webflow, who becomes a data processor, and subsequently transferred to Hubspot CRM where we send our newsletters from. While Hubspot stores the data inside of the EU, Webflow that uses Amazon Web Services does not guarantee it. Therefore your email address might be processed and stored outside of the EU, for example in the United States under less strict privacy laws, before being registered as a newsletter subscriber.
We use optional cookies on our website to track visitors between the visits. You can opt-in on them in the consent box. The website also uses optional Google Analytics tracking. You can opt-in to tracking in the consent box as well.
Aavistus Festival registered association is the data controller that collects your data and is responsible for data storage, processing, and security. To request access to your stored information and personal data in order to review and correct it, or request deletion if you so wish, please contact Aavistus Festival ry board via email at info(at)aavistusfestival.fi