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This website is operated by ASAV – Azerbaijani Academic Association. The following statement describes how we, as the data controller, process your personal data and what data is stored from applicants in the context of the music competition. Personal data includes all information that can clearly identify a natural person or provide insights about them, such as name, address, email address, or user behavior.

For readability purposes, gender-specific formulations are avoided. Wherever personal terms are mentioned in the masculine form, they apply equally to men and women.

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1. General Information

Personal data of our users is collected only to the extent necessary to provide a functional website and, in particular, to organize the music competition. We collect and use personal data of our users only when the processing of data is legally permitted or when consent is provided by the user via the application form.

 

2. Visiting the Website

Visiting our website is possible without providing personal details. Each time the website is accessed, the web server stores a "server log file," which documents the request and contains, for example, the name of the requested file, your IP address, the date and time of access, the data volume transmitted, and the requesting provider (access data).

This access data is analyzed solely to ensure the smooth operation of the website and to optimize our online presence. According to Article 6(1)(f) of the GDPR, this serves to protect our legitimate interests in a proper online presence. Additionally, the data is analyzed for marketing purposes to identify the most relevant countries for the competition based on access statistics. All access data is deleted no later than XXX days after the end of your website visit.

The collection of data for providing the website and the storage of data in log files is essential for the operation of the website. Therefore, users cannot object to this data collection. Using the website implies your consent to the processing of your user data.

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3. Contact via Contact Form

The website offers the possibility to contact us via a contact form. In this case, the personal data submitted by the user is stored by us. This data is shared only with third parties directly involved in organizing the competition and is used solely for processing the conversation.

The legal basis for processing the data is Article 6(1)(f) of the GDPR. If the purpose of the contact is to enter into a contractual obligation (e.g., registration for the competition), Article 6(1)(b) of the GDPR serves as an additional legal basis.

The data will be deleted as soon as it is no longer needed. For personal data sent via the contact form, this generally occurs when the competition has been conducted, and data from previous competitions becomes obsolete.

Users can object to the storage of their personal data at any time. Objections can be made by sending a message to the contact information provided at the end of our Privacy Policy. Upon objection, all personal data stored during the contact will be deleted, and further communication with the user will cease.

 

4. Online Registration Form for the Competition

Our website provides an online form for competition registration.

When submitting the respective form, the following information is transmitted to us: last name, email address, date of birth, nationality, address, phone number, a copy of the passport, a photograph, and a link to an artistic presentation. This data is used to process registrations.

The legal basis for processing the data after submitting the application form is Article 6(1)(b) of the GDPR (establishing a contractual relationship). The data is collected to process applications and contact the applicant. Additionally, the data is used to assess the artistic qualifications of the candidate.

The data is used to process registrations. The duration of data storage complies with the applicable legal regulations. Users may object to the storage of their personal data at any time before the competition begins. If the data is necessary for fulfilling a contract, early deletion is only possible if no contractual or legal obligations prevent the deletion. The organizer reserves the right to exclude participants who object to the storage of their personal data from the competition. Registration fees will not be refunded.

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5. Online Presence on Social Networks

The music competition maintains an online presence on social networks and platforms to communicate with users and interested parties. The legal basis for processing data is Article 6(1)(b) and Article 6(1)(e) of the GDPR.

Please note that the terms of use and privacy policies of the respective providers apply when using their services.

 

6. Integration of Third-Party Services and Content

No social media plugins are used on the website. Only image links to certain social media platforms (Facebook and Instagram) are included in the header without any plugin functionality. Clicking the social media platform icon opens the requested page in a new window, initiating data exchange with the respective social media service.

The legal basis for transmitting your personal data when accessing the respective service provider is your consent (Article 6(1)(a) of the GDPR). We have no control over the type and extent of the data transmitted/stored and assume no liability. The privacy policies of the respective service providers apply.

 

7. Cookies

To make the website more attractive, enable certain functions, display relevant products, and conduct market research, we use cookies. Cookies are small text files automatically stored on your device. Some cookies are deleted after the browser session ends, while others remain on your device, allowing us to recognize your browser during your next visit.

We also use technologies to fulfill legal obligations (e.g., to prove consent for processing your personal data) and for web analytics and online marketing. Further information, including the respective legal basis for data processing, can be found in the subsequent sections of this Privacy Policy.

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8. Image, Audio, and Video Recordings

During the music competition, personal image, audio, and video recordings may be made and published to document and present the event to the public. The processing of these recordings is based on a contract under Article 6(1)(b) of the GDPR.

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9. Rights of the Data Subject

If your personal data is processed, you are considered a "data subject" under the GDPR and are entitled to the following rights concerning the music competition:

1. Right to access (Article 15 GDPR): Request information about the data processed by us.

2. Right to rectification (Article 16 GDPR): Request the correction of incorrect or incomplete data.

3. Right to erasure (Article 17 GDPR): Request the deletion of your data unless further processing is necessary for legal, public interest, or legitimate reasons.

4. Right to restriction of processing (Article 18 GDPR): Request limited data processing under certain conditions.

5. Right to data portability (Article 20 GDPR): Receive your data in a structured, commonly used format.

6. Right to lodge a complaint (Article 77 GDPR): File a complaint with a supervisory authority.

 

10. Contact Information

Responsible Authority:
Azerbaijani Academic Association (ASAV)
Mühlfeldgasse 3/36 
1020 Vienna, Austria
Email: office@asav-austria.org
Phone: +43 660 134 50 50

Data Protection Officer:
Sahila Rzazade
Email: sahila.rzazade@gmail.com