Privacy Policy

Non-profit Association Literary Festival Prima Vista processes personal data lawfully, fairly, and securely in accordance with the EU General Data Protection Regulation (EU) 2016/679, the Estonian Personal Data Protection Act, and other applicable data protection legislation.
We process data only for the purposes of organising and communicating the festival, fulfilling contractual obligations, or based on the data subject’s consent. We seek to minimise any interference with individuals’ privacy. These data protection terms explain how we collect, use, and protect personal data.

1. General provisions

1.1. These privacy terms explain how the Non-profit Association Literary Festival Prima Vista (registry code 80240416, address W. Struve 1, 50091 Tartu) processes personal data.
1.2. Personal data means any information that can directly or indirectly identify a person—such as a name, email address, telephone number, photo, video, or other information that enables a person to be recognised.
1.3. Processing of personal data means any operation performed on personal data—such as collection, recording, storage, retention, use, transfer, or deletion.
1.4. A data subject is an individual whose personal data we process—such as a member of the festival team, a performer, a cooperation partner, a volunteer, or a participant.

2. Processing of personal data

2.1. We process personal data solely to organise the activities of the Literary Festival Prima Vista and to fulfil contractual and legal obligations. Data are not processed more or for a longer period than necessary to achieve the specific purpose. Below, we describe how and to what extent data are processed for different groups (team members, visitors, performers, and partners).

2.2. Team members and volunteers. We process personal data to conclude agreements and to organise work and communication. Data are used to assign tasks and responsibilities, for reporting, and, where necessary, for paying remuneration or reimbursing expenses. Processed data may include name and contact details (e.g., phone number and email), personal identification code and address (for contracts and reporting purposes), information on tasks and schedules, and, where necessary, bank account details. The legal basis for processing is a contract or a legal obligation.

2.3. Participants. We process participants’ personal data only when they register for an event or purchase a ticket. In such cases, we may process the name, email address, phone number, and other information provided in the registration form. Payment data related to ticket sales is processed via the ticketing system and remains securely under the control of the respective service provider. The legal basis is consent (e.g., upon registration for a free event) or contract (when purchasing a ticket). Data are used solely for organising and communicating about the event and not for marketing without separate consent.

2.4. Performers and cooperation partners. We process data to arrange cooperation, manage performances and programmes, organise accommodation and logistics, and pay fees. Where necessary, data are also used for communication and public presentation in the festival programme or on social media. Processed data may include the performer’s name, contact details, job title, brief biography, contractual and financial information, and approved imagery for publication. The legal basis is contract or pre-contractual steps, as well as a legitimate interest in organising the festival programme and communications.

3. Photos and videos at public events

3.1. The events of the Literary Festival Prima Vista mostly take place in public spaces. In public spaces, it is permitted to take photos and record videos without obtaining separate consent from every individual, provided this is done reasonably and for the purpose of covering a public event.
3.2. Photos and videos taken as part of the festival are used to document events and to communicate about the festival on our website, social media channels, printed materials, and via media partners.
3.3. We do not request separate consent from the audience, as these are public events. We nevertheless respect the privacy of all visitors. If you do not wish to be photographed or filmed, please inform the photographer or avoid the camera’s field of view. We inform on the festival website and at venues where photography and filming take place.
3.4. We always obtain separate consent from performers and cooperation partners if we record their performances or use recordings for publication (e.g., in social media posts, web videos, or promotional materials).
3.5. Photography and filming are carried out respectfully. We do not publish photos or videos that could depict a person in an uncomfortable or inappropriate situation.
3.6. If you would like a photo or video relating to you to be removed, please contact info@kirjandusfestival.tartu.ee. We will do our best to remove it within a reasonable time.

4. Cookies and the website

4.1. The festival website uses cookies to ensure proper functioning, improve user experience, and collect anonymous statistics on site usage. Cookies are small text files stored on your device when you visit our website.
4.2. We use Cookie Script to manage cookies. Upon your first visit, a cookie banner is displayed, allowing you to grant or refuse consent for different categories of cookies. Strictly necessary cookies are required for the website to function and cannot be disabled.
4.3. We use the following categories of cookies:

4.3.1. Strictly necessary cookies ensure the proper functioning of the website and a smoother user experience. These are essential and cannot be turned off in our systems.
4.3.2. Statistical cookies track usage and measure how long and on which pages visitors stay, and which devices are used. These cookies do not directly identify visitors.
4.3.3. Advertising cookies may be used to identify the referring website (e.g., from content partners or ad networks) and to build interest profiles for more relevant content.
4.3.4. Functional cookies remember visitor preferences—such as language, time zone, or enhanced content settings.

4.4. We use Google Analytics provided by Google LLC (USA) to understand how visitors use the website. The data are anonymised and used to compile aggregate statistics (e.g., number of visits, popularity of pages, device and browser types). Google may process the collected data in accordance with its privacy policy, available at https://policies.google.com/privacy.
4.5. YouTube videos are embedded from an external site and may use their own cookies (e.g., to count views and remember user preferences). YouTube cookies are activated only when the video is played.
4.6. You can restrict or delete cookies in your browser settings. Please note that disabling strictly necessary cookies may prevent the website from functioning properly.

5. Sharing and transfer of data

5.1. We share your personal data with third parties only where there is a justified need and scope, and only when we have a legal basis to do so. We do not share data for marketing purposes and do not transfer data outside the European Union or European Economic Area unless this is strictly necessary and data protection is ensured in accordance with the law.
5.2. We use service providers in organising the festival who may have access to your personal data (processors), such as: website hosting and email providers; accounting and payment solution providers; ticketing or registration platforms; accommodation and transport services; and IT or marketing partners (e.g., web development, social media management).
5.3. We ensure that all service providers who may have access to personal data handle them securely and confidentially and comply with data protection requirements. Where necessary, data protection and processing terms are outlined in our contract or other written agreement with the service provider.
5.4. We may also disclose your personal data to third parties acting as independent controllers, for example:
5.4.1. to funders and reporting addressees—such as Tartu City Government, the Estonian Cultural Endowment, or EU and Erasmus+ programmes—where necessary to demonstrate the implementation of events and activities;
5.4.2. to contractual partners—such as accommodation or transport providers—where necessary to perform agreements;
5.4.3. to legal advisors, supervisory authorities, or other agencies where necessary to protect our rights or as required by law;
5.4.4. to the accountant and auditor, where required for accounting or reporting purposes.
5.5. Depending on the situation, the legal basis for disclosure may be contract (or performance of a contract), consent, legal obligation, or legitimate interest—for example, where we must evidence the festival’s activities to funders.

6. Data retention

6.1. We retain your personal data only for as long as necessary to fulfil the purposes for which they were collected or until the statutory retention period has expired.
6.2. Retention periods depend on the type of data and the purpose of processing, for example:
– Contractual data (e.g., cooperation and employment contracts, remuneration records, reports) are retained under the Accounting Act for seven years after the end of the financial year;
– Registration and participation data are retained until the event takes place and, where necessary, for a reasonable period after the event for reporting purposes;
– Volunteer and team contact details are retained for the duration of active cooperation or until cooperation ends;
– Photos and videos from public events form part of the festival’s documentation and cultural record and may be retained for an indefinite period where relevant for public communications or historical archiving;
– Statistical and analytical website usage data (e.g., Google Analytics) are retained for up to one year, depending on the service provider’s settings.
6.3. When the purpose of processing has been achieved or the retention period has expired, data are deleted or anonymised in a manner that prevents identification of the individual.

7. Rights of the data subject

7.1. You have the right to know which of your personal data we process and to access it upon request.
7.2. You have the right to receive explanations on how and for what purposes your data are used.
7.3. If your data are inaccurate or incomplete, you have the right to have them rectified or completed.
7.4. Where we process your data based on consent (e.g., newsletter subscription), you have the right to withdraw your consent at any time.
7.5. To exercise your rights, please contact us at info@kirjandusfestival.tartu.ee.
7.6. If you believe that the processing of your personal data breaches applicable data protection rules, you have the right to lodge a complaint with the Estonian Data Protection Inspectorate (Tatari 39, 10134 Tallinn, email info@aki.ee).

8. Final provisions

8.1. The Non-profit Association Literary Festival Prima Vista is registered in the Republic of Estonia; Estonian law applies to the processing of your personal data.
8.2. We may update these data protection terms from time to time to reflect changes in legislation or our operations. The latest version will be published on kirjandusfestival.tartu.ee. If the changes materially affect your rights or the use of your data, we will notify you in advance of the changes taking effect.
8.3. If you have any questions about the processing of your personal data or wish to exercise your rights, please contact:

Non-profit Association Literary Festival Prima Vista
Address: W. Struve 1, 50091 Tartu, Estonia
Email: info@kirjandusfestival.tartu.ee