top of page

Privacy Policy

Last Updated: [10-06-2025]

​

Film Diplomacy Conference (FDC) respects the privacy of every visitor to our website and is committed to protecting your personal data in accordance with international data protection laws including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and applicable national regulations.

​

This Privacy Policy outlines how we collect, use, store, and disclose your information when you interact with our digital platforms, register for our events, or participate in our programs.

 

1. Information We Collect

We may collect and process the following categories of personal data:

​

a. Information You Provide Directly

  • Full Name, Email Address, Contact Number

  • Nationality, Date of Birth, Gender Identity

  • Passport or ID information (for visa-related purposes if applicable)

  • Educational/Professional background

  • Creative portfolios (videos, essays, project proposals)

  • Payment information (application or participation fees via secure third-party payment gateways)​

 

b. Information Collected Automatically

  • IP Address, Browser Type, Device Information

  • Website usage data via cookies and analytics tools

  • Access timestamps and location-based data (when relevant)

 

2. Purpose of Data Collection

Your information is collected for the following lawful purposes:

  • To process applications for the Film Diplomacy Conference and related initiatives

  • To assess eligibility and select participants

  • To manage event logistics (visa support, travel coordination, accommodation, etc.)

  • To issue official documents (certificates, letters of support, etc.)

  • For communication purposes and updates related to FDC

  • For marketing, alumni outreach, and showcasing FDC-related media (with consent)

  • To comply with legal obligations and ensure event safety/security

 

3. Legal Basis for Processing

We collect and process your personal data based on one or more of the following legal grounds:

  • Your consent (which may be withdrawn at any time)

  • The necessity to fulfill a contract (e.g., participation agreement)

  • Legal compliance with applicable laws and regulations

  • Our legitimate interest in promoting FDC’s mission while safeguarding participant data and experience

 

4. Sharing and Disclosure

We do not sell your personal data. However, we may share it with:

  • Authorized FDC team members and organizers

  • Affiliated partner institutions (e.g., Youth agencies, academic partners, media platforms)

  • Government entities and embassies (for visa or security protocols, where required)

  • IT and hosting service providers

  • Legal or regulatory authorities, where legally mandated

All data processors and third parties are contractually bound to protect your information and use it only for authorized purposes.

 

5. International Data Transfers

As a global conference, your data may be transferred to and stored in countries outside your country of residence. In such cases, we implement appropriate safeguards including Standard Contractual Clauses and Data Processing Agreements to ensure data protection standards are met.

 

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, including legal and archival obligations.

  • Application-related data: Up to 12 months post-event

  • Financial records: Up to 7 years (as required by financial laws)

  • Media content and consented materials: Indefinitely or until request for removal

 

7. Your Rights

Subject to applicable laws, you have the right to:

  • Access and review your personal data

  • Rectify inaccurate or outdated data

  • Request erasure (“right to be forgotten”)

  • Withdraw consent at any time

  • Object to or restrict certain processing

  • Request data portability

To exercise your rights, contact us.

 

8. Use of Cookies

We use cookies and similar tracking technologies to enhance your experience. You may manage cookie preferences through your browser settings.  Specifically, we use cookies for the following purposes:

  • Essential (Strictly Necessary): To enable core functionality such as security, navigation, and page loading.

  • Performance & Analytics: To collect anonymized data on user behavior to improve how our website works (e.g., Google Analytics).

  • Functionality: To remember your preferences (e.g., language or region).

  • Advertising & Marketing: To deliver relevant content and campaigns, track performance, and measure engagement across platforms.

 

9. Security Measures

We implement strict technical and organizational measures to protect your data against loss, misuse, or unauthorized access, including:

  • SSL encryption

  • Role-based data access

  • Secure third-party platforms for payments and data storage

  • Regular audits and policy reviews

 

10. Third-Party Websites

Our website may contain links to external websites. We are not responsible for their privacy practices. We recommend reviewing their policies before engaging.

​

11. Children’s Privacy

FDC does not knowingly collect data from individuals under 13 years of age without verifiable parental consent. If you believe a minor has provided us with data, please contact us immediately.

 

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with a revised effective date.

​

13. Contact Us

If you have any questions, concerns, or complaints regarding this policy or our data practices, please contact

​

bottom of page