Transparency information (English)

Notice on the handling in accordance with data protection law of personal data of visitors, partners, speakers and contractors of FMX

The FMX - Conference on Animation, Effects, Games and Immersive Media is an event that is held every year by the Filmakademie Baden-Württemberg GmbH. The following details are to inform visitors and speakers attending the Conference as well as the partners, suppliers and service providers of FMX about the collection, processing and erasure of their personal data.

We take the protection of your personal data very seriously and we comply strictly with the provisions of data protection legislation. Personal data shall only be collected to the necessary extent. Under no circumstances shall the collected data be sold.

We shall process your personal data in accordance with the provisions of the EU General Data Protection Regulation (GDPR), the German Federal Data Protection Act (FDPA) and all other applicable laws.

1. Controller’s contact details

The controller within the meaning of the General Data Protection Regulation is:

Company: Filmakademie Baden-Württemberg GmbH
Address: Akademiehof 10
Postcode/Town: 71638 Ludwigsburg
Tel: +49 7141 969-82102
Email: datenschutzspamgeschützt @spamgeschützt

The following person has been appointed as data protection officer:
Mr. Stephan Hartinger
Coseco GmbH
Telephone: +49 8232 80988-70
Email: datenschutzspamgeschützt @spamgeschützt

2. Which sources are used to collect personal data?

We process personal data that we have received from you for staging the FMX, for implementing contracts (with visitors, speakers, partners and contractors), in connection with ticket orders placed via XING, or on the basis of consent you have given.
On the other hand, we process personal data that we have legitimately obtained and may process from publicly accessible sources (e.g. authorities, trade and association, registers, press, media, internet).

Personal data means all data from which you may be identifiable. Personal data relevant to us may be: Title, surname, first name, address (street, postcode, city, country), date of birth, place of birth, nationality, contact data (in particular telephone numbers, e-mail adresses), profession or training, tax ID, bank details, employer’s business name and address, sound and image data, film data.

3. What is your data processed for (purposes) and on what legal basis?

We process your personal data in compliance with the provisions of the EU General Data Protection Regulation (Articles 9 to 13 GDPR), the German Federal Data Protection Act (BDSG) and all other applicable laws.

  • First and foremost, the purpose of the data processing is to prepare for and actually hold the FMX Conference so that you will be able to attend, or in order for you to cooperate in connection with the event.
  • We also process your data in order to fulfil our legal obligations as your contractual partner.
  • Where necessary, we also process your data to protect our legitimate interests or those of third parties (e.g. authorities). For public photographic reporting about the event and for promoting the event, Filmakademie Baden-Württemberg or third parties it has specifically commissioned or otherwise authorized (e.g. broadcasters, the press) may each make their own separate visual and audiovisual recordings, which can contain images of the ticket-holder as a visitor to the event. These audiovisual recordings can be processed, exploited and communicated to the public by Filmakademie Baden-Württemberg as well as by third parties which the latter has commissioned or otherwise authorized.
  • Data processing for statistical purposes.
  • In addition, the processing of special categories of personal data may be based on consent.

We will notify you in advance if we wish to process your personal data for a purpose not mentioned above.

The lawfulness of the processing of personal data is governed by Article 6 of the General Data Protection Regulation (GDPR). This regulation makes provision for the following possibilities: processing on the basis of consent (GDPR Art. 6(1)(a)); processing for performance of a contract (GDPR Art. 6(1)(b)); processing for compliance with a legal obligation (GDPR Art. 6(1)(c)); and processing for the purposes of legitimate interests (GDPR Art. 6(1)(f)).

4. Transfer of data to third parties

Within Filmakademie Baden-Württemberg GmbH, your personal data is only transmitted to the persons and positions (e.g. departments, works council, representatives of severely disabled employees) that require it to fulfil our contractual and statutory obligations.
In addition, we may transfer your personal data to other recipients outside the company if this is necessary to fulfil contractual and legal obligations. These could be, for instance:

  • Parties providing goods and services for the FMX (e.g. in connection with trade-fair construction, event engineering, ticketing and access control systems, travel arrangements incl. hotel reservations and shuttle services for speakers)
  • Public authorities (e.g. state pension insurance institutions and other pension schemes, social insurance institutions, tax authorities, courts)
  • Banks (SEPA payment medium)

We transfer data to third parties if we need to do so in order to fulfil a contractual obligation or safeguard legitimate interests.

We transfer data to third parties insofar as you have given the necessary consent either to us or to the third party concerned.

The organiser grants participating corporate partners the right to collect the data of attendees at FMX by conducting a survey or by scanning tickets, as well as the right to process and store the data thus collected. The corporate partners have been obligated by the organiser to comply with statutory regulations on data protection. The respective corporate partner is exclusively responsible for informing attendees about the scope and purpose of its data collection and processing and for obtaining any consent required. Consenting to the collection, processing and storage of data is voluntary, and consent can be revoked at any time. The revocation of consent can be addressed to us or issued to the corporate partner. Attending FMX will not be adversely affected if consent is refused or revoked. The organiser of FMX assumes no responsibility or liability for the collection, processing or storage of attendees’ data by corporate partners.

Speakers’ names and contact details are disclosed to FMX’s members of staff and curators for the purposes of selecting program items, providing support and assistance on location, and arranging press and video interviews where the necessary consent has been given.

No transfers shall be made to third parties for purposes beyond those mentioned under point 3.

5. Transfer of data to third countries

We will notify you in advance if we transfer your personal data to so-called third countries outside the EU/EEA area.

6. Data storage period/Deletion periods

We will process and store your personal data as long as this is necessary for the fulfilment of our contractual obligations as well as for all other purposes mentioned under point 3 or as provided in the retention periods stipulated by law.

Normally, when data is no longer required for the fulfilment of contractual or legal obligations, it shall be blocked against further processing or erased in accordance with legal regulations.

7. Data subject’s data protection rights (Articles 15 to 21 GDPR)

You can use the above-mentioned address to request information (Article 15 GDPR) about the data stored about you. Furthermore, you have the right to obtain the data you have provided in a structured, commonly-used and machine-readable format. You may also, under certain conditions, request the rectification (Article 16 GDPR) or erasure (Article 17 GDPR) of your data. You also have the right to restrict the processing (Article 18 GDPR) of your data, as well as the right to data portability (Article 20 GDPR).

You have the right, on grounds relating to your particular situation, to object at any time to the processing of data concerning your person that is done on the basis of Article 6(1)(f) GDPR (data processing for the purposes of legitimate interests). This also applies for profiling within the meaning of Article 4(4) GDPR that is done on the basis of said regulation and can be carried out e.g. in the context of customer advice and customer care and for marketing purposes.

If you file an objection, your personal data will no longer be processed unless proof is furnished of compelling legitimate grounds for processing it that override your own interests, rights and freedoms, or unless the data is processed for establishing, exercising or defending legal claims.

You have the right to object to the processing of your personal data for direct marketing purposes without giving reasons (Article 21 GDPR). This also applies for profiling to the extent that it is connected with such direct marketing. If you object to your data being processed for direct marketing purposes, then we will no longer process your personal data for these purposes. An objection can be filed without observing any particular form. Our contact details are provided in Item 1 above.

If we process your data to protect legitimate interests, you may object to such processing for reasons arising from your particular situation. In the event of an objection, we shall no longer process personal data unless we can prove compelling reasons worthy of protection for the processing that prevail over your interests, rights and freedoms, or the processing serves to establish, exercise or defend legal claims.

Right to revoke consent under data protection law (Article (7)(3) GDPR). You can revoke your consent to the processing of your personal data at any time and without giving reasons. This also applies to the revocation of declarations of consent given to us prior to the EU General Data Protection Regulation’s entry into force.

8. Statutory or contractual provisions concerning the provision of personal data and the possible consequences of non-provision

Please note that in specific cases (e.g. tax regulations) the provision of personal data is prescribed by law or may result from contractual regulations (e.g. information concerning the contractual partner(s)).

Where can you lodge a complaint?

You have the right to lodge a complaint with the data protection officer mentioned above or to a data protection supervisory authority (Article 77 GDPR in conjunction with Section 19 of the FDPA). The data protection supervisory authority with jurisdiction for us is:

The State Commissioner for Data Protection and Freedom of Information Baden-Württemberg
Königstraße 10a
70173 Stuttgart

You can contact us at any time by email (datenschutzspamgeschützt @spamgeschützt if you have any questions about your personal data.

FMX is funded by the Ministry of Science, Research and Arts and the Ministry of Economic Affairs, Labour and Housing of the State of Baden-Wuerttemberg, the City of Stuttgart and MFG Baden-Wuerttemberg, taking place in cooperation with the VES Visual Effects Society and ACM SIGGRAPH. FMX is an event by the Filmakademie Baden-Wuerttemberg, organized by Animationsinstitut, hosting the Animation Production Days (APD), a joint venture with the Stuttgart International Festival of Animated Film (ITFS).

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