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1. Information We Collect

We collect only the data necessary for communication, evaluation, project selection, and participation in activities organized by ZONA Creative Space.


1.1 Personal Information

When you fill out a form, register for an event, or contact us, we may collect:

  • Full name
  • Email address
  • Phone number
  • City or country of residence (optional)
  • Social media links or website (optional)


1.2 Artistic and Professional Information

For applications to open calls, residencies, workshops, and collaborations, we may collect:

  • Portfolio links or uploaded files
  • Artistic proposals, sketches, or concepts
  • CV or biography (optional)
  • Samples of previous work

These materials remain your intellectual property and are treated as confidential.


1.3 Technical Information

When browsing our website, we may collect anonymous technical data such as:

  • IP address (anonymized)
  • Browser type
  • Pages visited
  • Time spent on the website

This information is used only to maintain and improve website functionality.


2. How We Use Your Data

We process your personal and artistic information for the following purposes:

  • To communicate with you regarding your submission or inquiry
  • To evaluate applications for residencies, open calls, collaborations, and events
  • To organize and administer workshops, exhibitions, and creative programs
  • To manage participant lists, schedules, and logistics.
  • To inform you about ZONA Creative Space updates and opportunities (only if you have given consent)
  • To maintain internal administrative records

We do not sell, rent, or trade your data to third parties.


3. Sharing Your Data

Your information may be shared only in the following circumstances:


3.1 Internal Team Access

Data may be accessed by members of the ZONA Creative Space team responsible for:

  • Reviewing artistic submissions
  • Managing events and programs
  • Communicating with applicants or collaborators


3.2 External Collaborators

We may share data with external experts (e.g., curators, film crews, selection juries) only when necessary for evaluating your submission or executing a project.

These collaborators receive the information under confidentiality obligations.


3.3 Legal Obligations

We may disclose data if required by law, court order, or governmental authority, strictly within legal limits.


4. Data Storage and Security

We take appropriate security measures to protect your data from unauthorized access, modification, disclosure, or destruction. Data is stored on secure systems such as:

  • Password-protected Google Drive folders
  • Encrypted email platforms
  • Protected website databases

Access is restricted to authorized team members only.


5. Data Retention

We retain personal and artistic data only for as long as necessary for the purposes for which it was collected.

Examples:

  • Open call submissions: up to 12 months after the project is completed
  • Workshop or event registrations: until the event and necessary follow-up are completed
  • General correspondence: up to 6 months
  • Newsletter subscriptions: until you unsubscribe

You may request deletion of your data at any time.


6. Intellectual Property

Any artistic materials you submit (including images, videos, texts, or creative proposals) remain entirely your intellectual property.

ZONA Creative Space will not publish, modify, or distribute your work without your explicit written consent.

 Submitted materials are used solely for internal evaluation unless permission is granted for public use.


7. Your Rights Under GDPR

As a data subject, you have the following rights:

  • Right to access – to request a copy of the data we hold about you
  • Right to rectification – to correct inaccurate or incomplete information
  • Right to erasure – to request deletion of your data
  • Right to restrict processing – to limit how we use your data
  • Right to data portability – to receive your data in a transferable electronic format
  • Right to withdraw consent – to opt out of communications at any time
  • Right to object – to stop certain types of processing


To exercise any of these rights, please contact us at: nora.catana@zonacreative.org

Requests will be answered within 30 days, as required by law.


8. Cookies and Website Tracking

Our website may use cookies to:

  • Improve functionality
  • Analyze traffic
  • Enhance user experience
  • You may disable cookies in your browser settings at any time.
  • No cookies are used to identify you personally.


9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the date of the last update displayed at the top of the page.


10. Contact Information

For questions or concerns regarding this Privacy Policy or your personal data, please contact us at:

Email: nora.catana@zonacreative.org

Address: ZONA Creative Space, Str. Cheile Baciului 4, Cluj-Napoca, Romania