PRIVACY POLICY
Website: www.bestdjawards.ro
Last updated: November 9, 2026
1. Introduction
ASOCIAȚIA CULTURALĂ VIITORUL MUZICAL respects your privacy and is committed to protecting the personal data of individuals who use www.bestdjawards.ro or participate in activities associated with Sibiu Music Fest – Best DJ Awards Edition.
This Privacy Policy explains how we collect, use, store, share and protect personal data in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR) and applicable legislation.
2. Data Controller
The controller responsible for processing personal data is:
ASOCIAȚIA CULTURALĂ VIITORUL MUZICAL
- Romanian Tax Identification Number (CUI): 32692724
- Registered address: 2 Hermann Oberth Street, Apartment 2, Sibiu, Sibiu County, Romania
- Email: office@bestdjawards.ro
- Website: www.bestdjawards.ro
For privacy-related questions or requests, please contact us using the email address above.
3. Categories of Personal Data
Depending on your interactions with our website and activities, we may process:
- Identification information, including full name and professional or stage name;
- Contact information, including email address and telephone number;
- Professional information, including artistic background, biography, experience, achievements and event participation;
- Public professional information, including social media profiles, websites, portfolios and publicly available artistic materials;
- Photographs, audio recordings, videos and other materials submitted in connection with nominations or applications;
- Application and nomination information, including selected categories and supporting documentation;
- Voting-related information necessary to record, verify and protect the integrity of votes, depending on the technical voting system implemented;
- Account information, including account identifiers, authentication details and associated account activity;
- Registration information for BDA CONNECT and other project activities;
- Newsletter subscription information and communication preferences;
- Technical information, such as IP addresses, browser and device information, access logs and similar data, to the extent actually collected.
We do not intentionally request special categories of personal data, such as health information, religious beliefs or political opinions.
4. Sources of Personal Data
We may obtain personal data:
- Directly from individuals who complete forms, create accounts, vote, register for events or contact us;
- From third parties who submit applications or nominations on behalf of DJs, artists or other industry professionals;
- From publicly available professional sources, including official websites, public social media profiles and published artistic materials;
- Through the technical operation of our website.
Applications and nominations may be submitted either by the individuals concerned or by third parties.
Where personal data is obtained indirectly, we will provide the information required under Article 14 GDPR within the applicable time limits, subject to any lawful exceptions.
Individuals submitting information about others must comply with applicable legislation and must not provide information or materials they are not entitled to share.
5. Purposes and Legal Bases for Processing
We process personal data for the following purposes:
a) Managing Applications and Nominations
To receive, review, verify, evaluate and administer applications and nominations submitted to Best DJ Awards.
Legal basis: legitimate interests under Article 6(1)(f) GDPR or contractual/pre-contractual necessity under Article 6(1)(b), where applicable.
b) Managing Public Voting
To record and validate votes, prevent misuse and maintain the integrity of the voting process.
Legal basis: legitimate interests under Article 6(1)(f) GDPR, where appropriate for the implemented voting mechanism.
The competition’s voting procedures are governed separately by the official Rulebook.
c) Managing User Accounts
To create, authenticate, secure and administer user accounts.
Legal basis: Article 6(1)(b) GDPR for requested services and Article 6(1)(f) for security purposes.
d) Organizing BDA CONNECT and Other Activities
To manage registrations, provide organizational information and coordinate participation.
Legal basis: Article 6(1)(b) or Article 6(1)(f) GDPR, as applicable.
e) Responding to Inquiries
To respond to requests submitted through contact forms or email.
Legal basis: Article 6(1)(f) or Article 6(1)(b) GDPR, depending on the nature of the inquiry.
f) Newsletters and Marketing Communications
To send project updates, event announcements, invitations and promotional communications.
Legal basis: consent under Article 6(1)(a) GDPR, where required.
Subscriptions are voluntary, and consent may be withdrawn at any time using the unsubscribe mechanism or by contacting us.
g) Promoting and Documenting the Project
To present nominees, winners, results, professional achievements and relevant project activities.
Legal basis: legitimate interests under Article 6(1)(f) GDPR or consent under Article 6(1)(a), depending on the information and its intended use.
Photographs, videos and other creative materials are used in accordance with applicable privacy and intellectual property rights.
h) Website Security and Legal Compliance
To protect the website, investigate security incidents, prevent unauthorized access and comply with applicable legal obligations.
Legal basis: Article 6(1)(c) or Article 6(1)(f) GDPR, as applicable.
6. Publication of Nominee and Winner Information
Certain professional information relating to nominated or awarded individuals may be published on the website and official communication channels.
Such information may include stage names, award categories, professional biographies, relevant achievements, public professional links and authorized visual materials.
Publication will be limited to information necessary for presenting, promoting and documenting the project.
Individuals may request information about the processing of their personal data and exercise their rights under the GDPR.
7. Recipients of Personal Data
Where necessary, personal data may be accessible to:
- Authorized members of the organizing team;
- Website hosting and administration providers;
- IT, security and maintenance service providers;
- Communication and newsletter service providers, where used;
- Service providers involved in managing applications, nominations or voting, where used;
- Public authorities where disclosure is legally required.
Service providers processing personal data on our behalf must provide appropriate data protection safeguards.
We do not sell users’ personal data.
8. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with applicable legal obligations.
Retention periods vary depending on the categories of data and purposes of processing.
Data relating to applications, nominations, voting, accounts, event registrations and communications will be subject to documented retention periods established by the controller.
Professional information published in the project’s historical archive may be retained for longer periods where a valid legal basis exists and continued retention remains necessary and proportionate.
9. International Data Transfers
Where service providers process personal data outside the European Economic Area, transfers will take place only in accordance with GDPR requirements, including, where applicable, adequacy decisions or appropriate safeguards.
10. Cookies and Similar Technologies
Our website may use strictly necessary cookies and, depending on the services implemented, analytics, functionality or marketing cookies.
Cookies requiring consent will only be used after obtaining valid consent in accordance with applicable legislation.
Further information about the cookies used, their purposes, providers and retention periods will be provided in our Cookie Policy.
[TO BE CONFIRMED: cookie inventory, analytics and marketing services, and consent management mechanism.]
11. Your Data Protection Rights
Subject to the conditions established by the GDPR, you have the following rights:
- The right to access your personal data;
- The right to rectify inaccurate personal data;
- The right to request erasure where legally applicable;
- The right to restrict processing;
- The right to data portability, where applicable;
- The right to object to certain processing activities, including processing based on legitimate interests;
- The right to withdraw consent without affecting the lawfulness of processing carried out before withdrawal;
- The right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects, under the conditions of Article 22 GDPR;
- The right to lodge a complaint with a competent supervisory authority.
To exercise your rights, please contact office@bestdjawards.ro.
We will respond within the time limits established by applicable legislation, generally within one month of receiving your request, subject to lawful extensions.
You may lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP) at www.dataprotection.ro.
12. Data Security
We implement appropriate technical and organizational measures designed to protect personal data against unauthorized access, accidental or unlawful loss, alteration, disclosure or destruction.
Access to personal data is restricted according to responsibilities and operational necessity.
13. Children’s Personal Data
The website and project activities may be accessible to a broad audience.
Where personal data relating to minors is processed, applicable legal requirements will be respected, including requirements concerning consent and information provided to legal guardians where relevant.
14. Changes to This Privacy Policy
We may update this Privacy Policy to reflect legal, technical or organizational changes.
The latest version will be published on our website together with the date of its most recent update.
15. Contact
For questions, requests or complaints regarding personal data protection, please contact:
ASOCIAȚIA CULTURALĂ VIITORUL MUZICAL
2 Hermann Oberth Street, Apartment 2
Sibiu, Sibiu County, Romania
Email: office@bestdjawards.ro
Website: www.bestdjawards.ro