Roots & Reels – Data Protection & Privacy Notice
Contents
What data do we collect?
When you take part in Roots & Reels, we collect and process:
- Contact data: names, email address, country (and age if you provide it),
- Participation data: film title, short bio, short text about your film, list of sources, link to your film, individual/group status,
- Technical data: basic form and platform data (e.g. date/time of submission, file metadata) for security and troubleshooting,
- Prize data: if you win or are shortlisted, data needed to organise prizes or event invitations (e.g. travel details).
We do not intend to collect sensitive data (e.g. health information, political opinions) and ask you not to include such details.
Why do we process your data?
We process your data in order to:
- receive and manage submissions and run the competition,
- organise the jury process, shortlist and prizes,
- contact you in case of questions or technical problems,
- present your film and basic information (name, country, film title, short bio) in the context of Roots & Reels, IDMC, EUSTORY and Körber-Stiftung (e.g. websites, social media, reports),
- produce anonymous statistics and reporting,
- comply with legal duties (e.g. accounting for prize payments).
The legal basis is mainly your participation in the competition, your consent (when ticking the checkbox) and our legitimate interest in documenting and communicating the project.
You can withdraw consent at any time with effect for the future. This may affect your possibility to participate or to have your film shown.
Who can access your data?
Your data may be shared with:
- authorised staff at IDMC,
- members of the jury and any pre-selection panels (for evaluation only),
- service providers (e.g. hosting, mailing, survey or video services) working under contract with us,
- funders and partners, mainly in anonymised or aggregated form for reporting.
Your film together with basic information (name, country, film title) may be shared with partners of the EUSTORY network and Körber-Stiftung involved in Roots & Reels.
We do not sell your data or share it for independent commercial advertising.
Data may be disclosed to public authorities if legally required.
How long do we keep your data?
- Submission-related data (forms, jury lists, basic contact data) is normally kept for up to five years after the competition for documentation and reporting.
- Accounting and financial data (e.g. for prizes or travel reimbursements) is kept for the period required by law.
- Films and related materials (e.g. stills, quotes, trailers) may be kept and used longer in line with the Rights of Use and the educational, non-commercial mission of Roots & Reels, IDMC, the EUSTORY network and Körber-Stiftung.
After that, data is deleted or anonymised unless further storage is legally required.
Data transfers & external platforms
Some service providers (e.g. email, cloud or video platforms) may process data outside the EU/EEA. In such cases, we aim to ensure an adequate level of protection (e.g. EU Standard Contractual Clauses or similar safeguards).
When you upload your film to platforms such as Google Drive or WeTransfer, those platforms act as independent controllers under their own privacy policies. Please check their terms separately.
Your rights
Where applicable, you have the right to:
- access your personal data,
- ask for correction or deletion,
- restrict processing in certain situations,
- object to processing based on legitimate interest,
- receive data you provided in a machine-readable format (where applicable),
- withdraw consent with effect for the future.
To exercise these rights, please contact:
rootsandreels@idmc.al (subject: “Roots & Reels – Data protection request”)
You also have the right to lodge a complaint with a data protection authority (for example, in your country of residence).
Changes to this notice
This notice may be updated if laws or the organisation of the competition change.
The latest version will always be available on the official Roots & Reels channels.