Last updated: 13 January 2023
1. Responsibility for the processing of personal data at FiB
The Bergen International Festival, under the Festival director, is the data controller of the company's processing of personal data. The data controller has the responsibility that the treatment of personal data is in accordance with current General Data Protection Regulation (GDPR).
If you have questions about this statement, or our treatment of personal data in general, you may contact us:
- Phone: +47 55 21 06 30
- E-mail: firstname.lastname@example.org
- Post: Pb. 183 Sentrum N-5804 Bergen
2. Overview over the treatment of personal data
2.1 Visits at the website fib.no
Here you can see an overview of our cookies and your approval status.
2.2.1 Google Analytics
FiB collects statistics about how the website is used through the analysis tool Google Analytics. The purpose of the statistics is to improve the information service on the website.
The statistics include:
- Which pages are visited
- The number of visitors
- The duration of the visit
- The type of browser used
- Which devices used (desktop, pad, phone)
- IP-adress showing the location of the visitor
The information is sent to Google and stored on the company's servers in the USA. Google can transfer the data to third parties if this is required by law or in cases where third parties treat the data on Google's behalf.
The personal data is treated to ensure our valid interests in improving the information services on our website, see GDPR art. 6 no. 1 f). Statistics are deleted after 26 months.
2.1.2 Streaming of sound recordings of events
The Bergen International Festival uses SoundCloud to stream audio recordings from our events. The Soundcloud player is made available on fib.no so that the audience can listen to recordings.
When a listener plays a recording, SoundCloud collects user behaviour data via cookies, pixels, local storage and device identifiers.
You can read more about how this data is processed in the SoundCloud privacy statement.
2.1.3 Social media
The Bergen International Festival has profile pages (so-called «fan pages») on several social media in order to share content and communicate with our followers. These channels are also used to show ads to people who have previously shown interest in the Festival.
Social media collects personal data to compile statistics when our fan pages are visited. We then receive anonymised and aggregated statistics that provide insight into how many people visit or follow us, the number of likes and other engagement with our pages. The purpose is to measure the effectiveness of and improve our marketing.
The personal data is processed to ensure our valid interests as stated in the purposes above, see GDPR art. 6 No. 1 f). The statistics are deleted after 3 months.
2.2 Press accreditation
The Bergen International Festival processes personal data about journalists in order to process requests for accreditation and distribute tickets to the press. We process information about name, telephone number, email address, workplace and which event the journalist wants to attend.
The personal data is processed to implement an agreement, see GDPR art. 6 No. 1 b). The data is deleted once the tickets have been distributed.
2.3 School performances
The Bergen International Festival processes personal data in order to process requests for tickets to school performances. We process information about the name of the responsible teacher / contact person, telephone number, email address, school name, students' age, number of students and number of adults, and information about any special needs.
The personal data is processed to implement an agreement, see GDPR art. 6 No. 1 b). The data is deleted once the tickets have been distributed.
When participating in our competitions, we will process personal data about name, email address, and, if provided, telephone number. The purpose of processing this information is to carry out the competition, draw a winner, and contact the winner. The data is deleted when the draw is completed.
The personal data is processed based on consent, see GDPR art. 6 No. 1 a). A consent given to an ongoing competition can be withdrawn by sending us an email or using the contact form on fib.no. When a consent is withdrawn, we will stop further processing and delete the data.
2.5 Chat service
The Bergen International Festival offers a chat service on fib.no. Its purpose is to answer questions from the audience and assist users with, for example, navigating the programme or buying tickets.
When using the chat, we process personal data about name, email address, IP address, browser type, operating system, language setting, country and region, and any previous chats on the same day from the same IP address. Chat logs are stored for 3 months.
Anonymous statistics are generated from the chat to be used to improve our services. The statistics give us information about the reference source, country and number of visits. The statistics are deleted after one year.
The chat logs are sent directly to our ticketing service at email@example.com.
The chat logs are used to respond to any customer inquiries and to retrieve statistics to re-train the chatbot every year. Statistics show the customer's questions and provide us with insight into which parts of our website should be improved. The chat logs are deleted in August each year.
The personal data is processed based on consent given when the chat is opened, see GDPR art. 6 no. 1), and to ensure our valid interest in being able to assist our audience and improve our services, see GDPR art. 6 No. 1 f).
2.6 Ticket sales
When buying tickets to a Festival event, we treat personal data including name, adress, e-mail adress, phone number, ticket type, date, time and place, price and payment method. The purpose of the treatment is to complete the sale and send tickets and relevant information about the event. E-mail adresses will also be used to send audience surveys, see section 2.8 in this declaration.
The information is stored in a ticket system and is run by our data processor Tix AS. Anonymous statistics are transferred from Tix to Microsoft Power BI and used to improve our services.
Personal data about ticket purchases are treated in order to complete an agreement, see GDPR article 5 no. 1 b). Sales and transation data is stored in order to fulfill lawful duties regarding accounting, see GDPR article 6 no. 1 c). The statistics are treated to ensure out valid interest in improving our services and events, see GDPR article 6, no. 1 f).
Customer data is stored as long as there is an active relationship with the customer. Information about inactive customers, sales data and data included in the accounting (sales and transaction data) are stored for 5 years.
The Bergen International Festival distributes newsletters by email to those who sign up for our newsletter. The purpose is to send information and news about the festival programme. To send a newsletter, we register data about name (optional), email address and information about where and when the subscription was registered.
The personal data is processed based on consent given upon registration, see GDPR art. 6 No. 1 a). A consent can be withdrawn by clicking on the unsubscribe link at the bottom of one of our newsletters. When a consent is withdrawn, we will stop further mailings and delete the data. We will also delete data about inactive users who have not opened any of our newsletters in the past 2 years.
We collect statistics to measure our newsletters' effectiveness so that we can improve our communication. The statistics provide an overview of how many people have opened the newsletters and which links the user has clicked on. The information will not be anonymised.
The personal data is processed to ensure our valid interest in improving our communication, see GDPR art. 6 No. 1 f). The statistics are deleted after 2 years.
2.8 Audience surveys
FiB sends out surveys by e-mail to event participants. The survey is sent once per year, and it is voluntary to participate in the survey. The purpose is to collect statistics which give us insight into our audience and their opinions of the festival in order to improve our services.
Through the survey, we collect and treat personal information that are shared in the survey replies, such as age, country of residence, profession, income and the number of previous visits at the Bergen International Festival.
In addition, we collect:
- User information, e.g. visitor logs including IP adress, cookies, etc.
- Device information, e.g. browser and system information
- Source: how the user arrived at the survey
- Information about page code data (gif-files, web beacons, web bugs), to see the number of replies and the actual replies
The participant can also voluntarily add their e-mail adress in order to participate in the draw for a prize. The e-mail adresses are deleted after the draw is completed.
The personal information is treated based on consent in the partipation of the survey, see GDPR art. 6 no. 1 a). Audience surveys including statistics are stored for up to 6 months and are anonymised when the analysis is completed.
2.9 Organising the Festival's volunteers
In order to recruit and organise the Festival’s volunteers, FiB collects and treats the information necessary to carry out this work. Crescat supplies the system FiB uses to organise volunteers including planning and assigning shifts and sending out information to volunteers.
A data processing agreement between FiB and Crescat regulates the information FiB has access to and how it is treated. Mandatory information includes name, e-mail address and preferred work role. Non-mandatory information includes telephone number, language skills, availability and other comments. The information is stored in Crescat’s cloud service.
The personal data is treated in order to carry out an agreement, cf. GDPR article 6 number 1 b). The data is deleted within one year, unless the volunteer consents to receiving information from FiB regarding future volunteer opportunities, cf. GDPR article 6 number 1 a). With consent, the work experience and contact information will be stored until the consent is withdrawn. Volunteers who choose not to participate in volunteering at FiB will be deleted after 3 years of inactivity.
2.10 Job applicants
The Bergen International Festival processes personal data about the job applicant in order to assess whether the person in question is qualified for the position. We process personal data about name, telephone number, email address, year of birth, level of education and information that originates from the application, CV and any references that the applicant has provided.
The personal data is processed in order to implement necessary preparations to enter into a possible employment contract, see GDPR art. 6 No. 1 b).
Any personal data about applicants employed by the company that is necessary regarding the employment is stored for the duration of the employment. Data about applicants who are not hired will be deleted after recruitment is completed.
3. Disclosure of personal data
FiB does not give personal data to other parties unless we have gathered consent from you, or there is another legal basis to transfer the information.
We use providers of IT services to treat personal data on our behalf, so called data processors. We have entered into a data processing agreement with the providers that secures that the personal data is treated in accordance with the GDPR and our instructions.
In some cases, the IT providers can transfer and store personal data on servers or subcontractors in countries outside the EU/EEA area (third party countries). In order to secure that the personal data is treated in properly in the receiving country, the transfer will only happen in cases where there is a valid basis for transfer. You can receive more information and insight into the basis of transfer by contacting us at firstname.lastname@example.org.
Overview of receivers and data processors:
- Tix: Ticketing system. Handles orders and customer data in connection to the sales process. Used when sending e-mail in connection to events. The information is handled in Europe.
- Mailchimp: E-mail sending service used in connection with an order and cancellation of an event. The information is treated in the USA. The basis of transfer is EU’s standard agreement.
- Alchemer: Service for sending and conducting audience surveys. The information is treated in the USA. The basis of transfer is EU’s standard agreement.
- Google Analytics: Generate statistics about website visitors. The information is treated in the USA. The basis of transfer is EU’s standard agreement.
- LiveHelpNow: Chat service. The information is treated in the USA. The basis of transfer is EU's standard agreement.
- PowerBI: Ticket sales statistics. The information is stored in Microsoft Azure and treated in Europe.
- SoundCloud: Sound player. Information collected in the EEA can be transferred to countries outside the EEA. The basis of transfer is EU's standard agreement.
- Facebook, LinkedIn, Snapchat: The Festival's professional channels and ad tracking. The information is treated in the USA. The basis of transfer is EU's standard agreement.
- Crescat: System for organizing volunteers. The information is stored in Luxembourg and USA. The basis of transfer is EU’s standard agreement.
When businesses treat personal data about you, you have the right to be informed about the treatment. FiB complies with the duty to provide information in this privacy statement and will as a main rule refer to this statement when asked to provide information.
Below, you can read more about your rights and how you can exercise your rights.
Access to own information
You can request a copy of all the information we process about you.
Correction of personal data
You may ask us to correct or supplement information that is incorrect or misleading.
Deletion of personal data
You may in some cases ask that your personal data is deleted before our regular deletion deadlines expire.
However, we inform you that we cannot delete information that is necessary for compliance with a legal obligation which requires processing, or if there is a dispute and the information is necessary for the establishment, excercise or defence of legal claims.
Restriction of processing of personal data
In some situations, you may also ask us to limit the processing of information about you.
Object to the processing of personal data
In some situations, you are entitled to object to our processing of information about you.
If the treatment of personal data happens with the basis of consent or an agreement with you, you may ask us to transfer the information about you to you or to another controller.
How to exercise your rights
You may exercise your rights by sending an e-mail to email@example.com. We will reply as soon as possible, and within 30 days at the latest.
If necessary, we will ask you to provide identification or other information in order to confirm your identity before we can fulfill your rights.
You have the right to complain to The Norwegian Data Protection Authority if you feel that we do not comply to Personal Information Act. You can find more information about how to complain at The Norwegian Data Protection Authority’s website. We do hope that you will let us know first, so that we may have the opportunity to rectify the situation. Complaints can be sent to firstname.lastname@example.org.