Privacy Policy

This Privacy Policy (hereinafter referred to as the Policy) describes the procedure for processing personal data of members, event participants, website visitors and other individuals by the non-profit organization Eesti-Saksa Vene Keelt Kõnelevate Artistide Ühendus «ACTOR MTÜ» (hereinafter referred to as ACTOR MTÜ or the Community) when visiting the website www.actor.ee and interacting with the Community.

We respect your right to privacy and are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) and the legislation of the Republic of Estonia.

1. DEFINITIONS

Community / ACTOR MTÜ – non-profit organization Eesti-Saksa Vene Keelt Kõnelevate Artistide Ühendus «ACTOR MTÜ», registration code 80654321, legal address: Tallinn, Estonia.
Member – an individual who is a member of the Community or has submitted an application for membership.
Personal Data – any information relating to an identified or identifiable individual (e.g., name, contact details, creative achievements).
Processing – any operation or set of operations performed on personal data (collection, recording, organization, storage, adaptation, retrieval, use, disclosure, pseudonymization, blocking, deletion, destruction).
Website – www.actor.ee.
Event – any creative, educational, social or other event organized or supported by ACTOR MTÜ.

2. WHAT PERSONAL DATA DO WE COLLECT?

2.1. Data provided when joining the Community

When applying for membership or participation in Community projects, we may request the following information:

First and last name (and stage name, if applicable).
Email address and phone number.
Country of residence and city.
Creative specialization (actor, director, choreographer, artist, etc.).
Links to portfolios, video showreels or other materials demonstrating your creative activity.
A brief biography or creative CV.

2.2. Data collected when registering for events and purchasing tickets

When registering for workshops, performances, festivals or meetings, as well as when purchasing tickets through our website, we may request:

First and last name.
Contact phone number and/or email address for prompt communication.
Information about the need for special participation conditions (if applicable).
Payment data (transmitted directly to our payment partner and not stored on our servers).

2.3. Data collected automatically when visiting the Website

When you visit our website, we may automatically collect technical information such as:

IP address.
Your browser type and version.
Operating system.
Dates and times of visits, pages viewed.
Referral source.

This information is collected using cookies and is used to analyze traffic and improve the website’s performance.

2.4. Data provided when subscribing to newsletters

If you subscribe to our newsletter about upcoming events, castings and Community news, we request your email address.

2.5. Data left in comments

When you leave comments on the website, we process your IP address and the data you voluntarily provide in the comment form (e.g., name and the comment itself). This is necessary to prevent spam and to display your message.

3. PURPOSES AND LEGAL BASES FOR DATA PROCESSING

We process your data strictly for specified, legitimate purposes:

3.1. Organization of the Community’s activities (performance of the statutes)
Data processing is necessary for maintaining the member register, communication regarding membership matters, organizing meetings and votes. Providing data is a mandatory condition for joining ACTOR MTÜ.

3.2. Organization of creative and cultural events and ticket sales
Your data is used to register participants, compile programs, ensure safety during events, provide feedback on event outcomes, as well as to process payments and ticket reservations.

3.3. Informing about the Community’s activities (consent)
With your voluntary consent, we may use your email address or phone number to send announcements, invitations to castings, and news about Community projects.

3.4. Improving our website and user experience
We analyze visitor behavior on the website (anonymously) to make navigation more user-friendly and understandable for artists.

3.5. Publication of creative achievements (with consent)
With your separate consent, we may publish your name, photos, videos from events, or links to your work on the Community’s social media channels and on the website to promote creative projects.

4. DISCLOSURE OF DATA TO THIRD PARTIES

4.1. Service providers and payment processors
We may transfer your data to trusted third-party service providers who assist us in our work (e.g., hosting providers, email marketing services, registration platforms). For processing payments when purchasing tickets, we transmit necessary data (name, amount, encrypted card number) to our payment service partners. We work only with certified providers who comply with PCI DSS standards. They have access to data only to the extent necessary to perform their functions and are not entitled to use it for other purposes.

4.2. Event partners
In the case of joint events with other cultural organizations, we may transfer a minimum amount of data (e.g., a list of participants) to them, provided they undertake to maintain confidentiality.

4.3. Government authorities
We may disclose your data only in cases provided for by law (e.g., upon request from a court or law enforcement agency).

4.4. Transfer outside the EU
We strive to use services that store data within the European Union. If a provider is located outside the EU, we ensure that they provide an adequate level of data protection equivalent to the GDPR.

5. COOKIES AND TRACKING TECHNOLOGIES

We use cookies to ensure the website’s functionality and to collect statistics.

Necessary cookies – are essential for navigating the website, its basic functionality, and for making ticket purchases.
Functional cookies – remember your preferences (e.g., city or language) to improve the website’s usability.
Statistical cookies – help us understand how visitors use the website (anonymously).
Marketing and advertising cookies – we use them minimally, only to inform about our events on social networks.

We request your explicit consent for the use of all cookies except strictly necessary ones. You can manage your preferences in the cookie settings at any time.

6. DATA RETENTION PERIODS

Data of Community members – stored for the entire membership period and for 3 years after its termination for archival and statistical purposes.
Data of participants of one-time events and ticket buyers – stored for no more than 1 year after the event’s completion, unless otherwise required for reporting purposes.
Data from comments – stored until they are deleted by you or a moderator.
Data on ticket reservations (including failed attempts) – stored for no more than 30 days for analytical purposes.
Data of subscribers – stored until they unsubscribe from the newsletter.
Data in accounting documents – stored for 5 years, as required by Estonian tax legislation.

7. YOUR RIGHTS AS A DATA SUBJECT

Under the GDPR, you have the right to:

Access – request information about what data we process about you.
Rectification – request the correction of inaccurate or outdated data.
Erasure (the “right to be forgotten”) – request the deletion of your data if it is no longer needed for processing purposes.
Restriction of processing – temporarily suspend the processing of your data.
Data portability – receive your data in a machine-readable format.
Object – object to the processing of your data for marketing purposes or based on our legitimate interests.
Withdraw consent – at any time, withdraw previously given consent for data processing.

To exercise your rights or if you have any questions, please contact us at: infoactor@mail.ee

8. DATA SECURITY

We take all necessary technical and organizational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. This includes encryption, password protection and restricted access to data.

9. CHANGES TO THE PRIVACY POLICY

We may periodically update this Policy. We will notify you of any material changes via the Website or by email. The current version is always available at www.actor.ee/en/policy. In case of material changes, we will request your renewed consent upon your next visit to the website.

10. CONTACT INFORMATION

For questions related to the processing of personal data, please contact: infoactor@mail.ee