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Policy on audiovisual recording and photography of visitors at events organised by Bērzes Strazdi

1. Controller

1.1. The controller of personal data processing is Bērzes Strazdi, e-mail: info@strazdi.co.uk.

1.2. The data protection officer can be contacted by writing to info@strazdi.co.uk, marked "For the data officer".

2. Purpose of personal data processing

2.1. Photographs, audio and video recordings may be taken during events in order to reflect the activities organised by Bērzes Strazdi, inform the public about the events and the work of Bērzes Strazdi, raise the profile of Bērzes Strazdi and record the history of Bērzes Strazdi.

2.2. The materials obtained may be published in the media, in promotional materials, on the website www.strazdi.co.uk and on the social media profiles of Bērzes Strazdi.

2.3. The legal basis for processing is Article 6(1)(f) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation) – processing is necessary for the legitimate interests of the controller or a third party.

2.4. Bērzes Strazdi has a legitimate interest in reflecting the events it organises or takes part in.

2.5. When choosing what information to publish, Bērzes Strazdi always applies the highest ethical standards, ensuring that publications do not infringe anyone's rights and freedoms. Bērzes Strazdi is aware that not all facts and circumstances that may affect a person's rights and freedoms are known. Therefore, to ensure fair data processing, individuals may contact Bērzes Strazdi to raise objections or suggestions regarding the processing of their personal data.

3. Photographing and filming public events or places. Informing individuals about data processing

3.1. Bērzes Strazdi announces that an event will be photographed and/or filmed in press releases, announcements, regulations, posters for the planned event or otherwise, depending on the nature of the event.

3.2. When individuals are invited to give an interview or opinion about the event and the interview is recorded, identifying information such as name, surname, appearance and any additional information the person chooses to provide may be captured. This information may be published and used to inform the public about the work and news of Bērzes Strazdi.

3.3. In particular, where a person is invited to attend an event organised by Bērzes Strazdi, for example an award ceremony, additional identifying information (name, surname, etc.) may be requested to ensure the safe running of the event.

3.4. Bērzes Strazdi confirms that personal data are not used for automated decision-making.

4. Photographing and filming minors

4.1. When organising an event at a pre-school or educational institution, Bērzes Strazdi asks the legal representatives for written consent before publishing photographs of pupils under 18 years of age. If consent is given, the materials may be published in the channels listed above.

4.2. Where a group is photographed (a class, dance group, sports team), Bērzes Strazdi may publish the photos and videos without asking for individual or parental consent if the image relates to the group as a whole rather than to a specific individual.

4.3. If Bērzes Strazdi organises a public event outside its premises that anyone, including minors, may freely attend, and has planned that the event will be photographed and/or filmed for publicity purposes, the legal basis for organising such an event and processing personal data is the performance of a task in the public interest, which does not require consent.

4.4. Before taking, distributing and publishing photographs, video and audio recordings from events, Bērzes Strazdi carefully assesses whether publication would restrict the right to privacy of other children or individuals or harm their interests.

4.5. By taking part in a competition or submitting work by minors (children) to www.strazdi.co.uk, parents actively consent to the processing of their children's data, including photographing and/or filming and publishing this data, in order to inform the public about the children's achievements and raise awareness of Bērzes Strazdi and its events.

4.6. Photographs, video and audio recordings of minors (with or without identification) and information about their achievements are published in accordance with this policy. The legal representatives of a minor may at any time withdraw their consent (if given) and request the deletion of publicly posted photographs, video and audio recordings of the minor by informing Bērzes Strazdi in writing.

5. Photographs submitted by individuals

5.1. Bērzes Strazdi may publish, in the channels listed above, photographs submitted by individuals themselves; this is considered consent to publish the person's image. If other people are also visible in the image, Bērzes Strazdi will not publish it.

6. Retention period of photographs, video and audio recordings

6.1. Bērzes Strazdi will keep the information obtained for as long as necessary to pursue its legitimate interest. Information obtained during events will be used to build an archive. The information will therefore be kept permanently, unless the conditions for deletion set out in this policy apply or Bērzes Strazdi decides that the information can no longer be used for its purpose.

7. Recipients of photographs, video and audio recordings

7.1. Recipients of personal data are Bērzes Strazdi staff and, in cases provided by law, law enforcement and supervisory authorities. For publicity purposes, Bērzes Strazdi may also pass event photos and videos to third parties (for example, the media).

7.2. As the data are published to inform the public about the work and news of Bērzes Strazdi, the materials will be available to the wider public.

8. Rights of the data subject

8.1. A person has the right to request access to their personal data. Bērzes Strazdi will provide information on whether it holds video or photos showing the person if the person gives specific information allowing them to be identified (event, time period, clothing, etc.) and identification does not require disproportionate effort.

8.2. A person has the right to ask Bērzes Strazdi to complete, correct or delete data, or to restrict processing relating to an event visitor, the right to object to processing (including processing based on the legitimate interests of Bērzes Strazdi), and the right to data portability. These rights apply insofar as the processing does not arise from obligations imposed on Bērzes Strazdi by applicable law and carried out in the public interest.

8.3. The provision of personal data is set out in law, but the data subject is not obliged to provide personal data if they inform Bērzes Strazdi in advance.

8.4. Requests to exercise these rights may be submitted by e-mail, signed with a secure electronic signature, to info@strazdi.co.uk.

8.5. On receiving a request, Bērzes Strazdi will verify the person's identity, assess the request and fulfil it in accordance with the law.

8.6. If a person believes their data protection rights have not been respected and their data are being processed unlawfully, they have the right to lodge a complaint with the Data State Inspectorate of Latvia (Blaumaņa iela 11/13, Riga, LV-1011).

9. Protection of personal data

9.1. Bērzes Strazdi provides, regularly reviews and improves personal data protection measures to protect personal data from unauthorised access, accidental loss, disclosure or destruction. To achieve this, Bērzes Strazdi uses appropriate technical and organisational measures.