Privacy policy

How Astra Film collects and uses personal data.

This policy applies to the entire Astra Film platform: the website, accounts, personalised programme, ticket purchasing and management, Astra Film Junior, group bookings, competitions, forms, the newsletter and communication with the team.

Who processes the data

The data controller is the Astra Film Foundation, based at Piața Mică no. 11, Sibiu, Romania. For any questions or requests regarding personal data, please email us at info@astrafilm.ro.

What data we collect

  • Account and login: name, email address, cryptographically protected password, account verification status and, if you choose Google, the identifier and profile data provided by Google;

  • Tickets and payments: contact details, selections, orders, tickets, payment and access status, as well as the billing details requested by the purchaser;

  • Astra Film Junior: school, town/city, class, number of pupils by category, teachers or accompanying adults, and details of the person in charge. We do not ask for pupils’ names for group bookings;

  • Competitions and participation: details of the teacher, school, class and authors; the submitted entry; confirmations regarding legal representatives; and information required for judging and publication;

  • Forms and communication: data submitted via contact forms, volunteering forms, accreditation forms, newsletter sign-ups or other registrations;

  • Technical data: IP address, browser and device information, security logs and cookie preferences.

Why we use the data

We use the data to fulfil the requested service — account creation, booking, payment, ticket issuance and management, participation in programmes and competitions — and to meet our legal obligations, including financial and accounting records. We may also process data in our legitimate interests to ensure the security of the platform, prevent abuse, provide support and improve our services. Newsletters and optional cookies are based on consent, which can be withdrawn at any time.

Order and marketing communications

We use your contact details for payment confirmation, issuing and delivering tickets, significant programme changes, refunds, support and other communications strictly related to your order or account. These messages are necessary for the provision of the requested service and are not newsletters.

Marketing communications are optional and separate: news Astra Film Festival, Astra Film Junior and the documentary industry newsletter. We only send these if you select the relevant option and confirm your email address via a double opt-in link. You can withdraw your consent via your account, using the unsubscribe link or by writing to us. We use Resend as our technical provider for delivering these emails.

Who we share data with

We do not sell personal data. We only pass on the necessary data to providers who help us deliver the service: Eventbook for your buyer account, bookings, tickets, payment and invoicing; payment providers used within the Eventbook workflow; Google when you choose Google sign-in; as well as hosting, email, security and analytics providers activated in accordance with your preferences. For programmes organised with partners, data is shared only if this is necessary for participation and is stated in the relevant form or terms and conditions. Providers may process data outside the European Economic Area only on the basis of a legal transfer mechanism and the applicable safeguards.

How long we retain data

We retain data for as long as the account or service is active and thereafter only for as long as necessary to resolve enquiries, ensure security, and safeguard legal rights and obligations. Financial and accounting records are retained for the period required by law; competition entries and materials in accordance with the rules of the relevant edition; consent to receive the newsletter until it is withdrawn. When the applicable period expires, the data is deleted or anonymised.

Your rights

You may request access to your data, rectification, erasure, restriction of processing, data portability and the right to object to processing based on legitimate interests. You may withdraw your consent without this affecting any processing carried out prior to withdrawal. To exercise these rights, please write to info@astrafilm.ro. You also have the right to lodge a complaint with the National Supervisory Authority for the Processing of Personal Data.

Data relating to minors

For activities involving children, data is provided by the teacher or authorised representative, who confirms that they have the necessary consent. We only request the information necessary for participation and avoid the unnecessary collection of children’s data.

Security and updates

We use technical and organisational measures to restrict access and protect data. We may update this policy when our services or legal requirements change; the current version and its date will remain published here.

Last updated: 2 October 2026.