1. Data Controller

Pursuant to Article 13 of Regulation (EU) 2016/679 (General Data Protection Regulation — GDPR), and in accordance with the applicable European and Hungarian data protection legislation, including Act CXII of 2011 on the Right to Informational Self-Determination and on Freedom of Information, the Data Controller is:

Menexa Srl
Registered office: Via della Barchetta, 13 – 00186 Rome – Italy
VAT number: IT14994471002
E-mail: info@menexa.eu

Menexa Srl is an Italian company and is the organizer of Budapest Art Week.

For any request or communication concerning the processing of personal data, data subjects may contact the Data Controller by writing to info@menexa.eu.

2. Purposes of the processing

Personal data provided through the application form, the participant’s account and any subsequent communications will be processed for purposes connected with the organization, management and promotion of Budapest Art Week, including:

• receiving, reviewing and assessing applications;
• verifying that applicants meet the participation requirements;
• managing the pre-contractual and contractual relationship with applicants and admitted participants;
• communicating with applicants and participants regarding organizational, administrative and operational matters;
• creating and managing participant profiles and event pages;
• publishing professional information, images and event details intended for public communication;
• preparing catalogues, maps, press releases, newsletters, social media content and other printed or digital communication materials relating to Budapest Art Week;
• documenting the event and maintaining its historical archive;
• conducting aggregated statistical analyses and research;
• complying with legal, accounting, administrative and tax obligations;
• protecting the rights, property and legitimate interests of Menexa Srl, including the prevention of fraud, abuse and unlawful use of the platform.

3. Legal bases for the processing

The processing of personal data is based, depending on the specific purpose, on:

• the performance of pre-contractual measures requested by the applicant and the management of the relationship connected with participation in Budapest Art Week;
• compliance with legal obligations applicable to Menexa Srl;
• the legitimate interests of Menexa Srl in organizing, managing, documenting, protecting and promoting Budapest Art Week and its related activities;
• the data subject’s consent, only where expressly requested for optional purposes, such as receiving promotional communications concerning future editions or related initiatives.

The processing and publication of information specifically provided for the creation of the participant profile, the presentation of professional activity and the promotion of events included in Budapest Art Week form an essential part of participation in the event. These activities are therefore not based exclusively on consent, but are necessary for managing participation and promoting the initiative in accordance with its nature and purposes.

4. Mandatory and optional data

The provision of the personal data marked as mandatory is necessary to submit an application and, if accepted, to participate in Budapest Art Week.

Failure to provide mandatory data, or the provision of incomplete, inaccurate or misleading information, may prevent Menexa Srl from assessing the application, may result in its rejection or may lead to the suspension or removal of the participant profile and related event pages.

The provision of data requested exclusively for promotional communications concerning future editions or related initiatives is optional. Refusal to provide such consent will not prevent the submission or assessment of an application and will not affect participation in the current edition.

5. Publication of participant information and event content

By submitting an application and, if accepted, participating in Budapest Art Week, the participant acknowledges and accepts that the information, texts, professional details, images, logos, event descriptions and other materials expressly provided for publication may be published and communicated by Menexa Srl:

• on the official Budapest Art Week website and related digital platforms;
• in online and printed catalogues;
• on maps, programmes and event listings;
• through newsletters, press releases and media communications;
• through social media channels and digital advertising campaigns;
• in printed promotional materials;
• in the historical archive of Budapest Art Week.

The participant grants Menexa Srl a non-exclusive, royalty-free, worldwide licence to reproduce, adapt, resize, crop, format, translate, publish, distribute and communicate such materials to the public, solely for purposes connected with the organization, communication, promotion, documentation and historical archiving of Budapest Art Week and its related initiatives.

Materials included in catalogues, press releases, social media publications, printed materials and historical archives may remain available after the end of the event where their removal would be technically impracticable, disproportionate or incompatible with the legitimate purpose of documenting the initiative, without prejudice to the rights granted to data subjects under applicable law.

6. Participant’s responsibility for submitted content

The participant is solely responsible for the accuracy, lawfulness and completeness of the data and materials submitted.

The participant declares and warrants that:

• the information provided is accurate and up to date;
• the participant is entitled to submit and authorize the publication of the materials provided;
• the submitted content does not infringe third-party rights, including copyright, trademark rights, image rights, personality rights, confidentiality obligations or data protection rights;
• any personal data or images relating to third parties have been lawfully collected and may be communicated and published for the purposes described in this notice;
• the submitted content is not unlawful, discriminatory, defamatory, misleading, offensive or contrary to public order.

The participant undertakes to promptly inform Menexa Srl of any change affecting the accuracy, lawfulness or permitted use of the submitted materials.

To the extent permitted by applicable law, the participant shall hold Menexa Srl harmless from third-party claims, damages, costs and expenses arising from the publication or use of materials submitted by the participant in breach of the above declarations.

7. Selection, amendment and removal of content

Submission of an application does not create an automatic right to participate in Budapest Art Week.

Menexa Srl reserves the right to assess applications according to the objectives, quality standards and organizational requirements of the event and may reject an application without being required to publish the applicant’s profile or event.

Menexa Srl may request changes, corrections or supplementary information and may suspend, amend or remove content that is incomplete, inaccurate, unlawful, technically unsuitable, inconsistent with the purposes of the initiative or potentially harmful to the reputation, rights or legitimate interests of Budapest Art Week, Menexa Srl, its partners or third parties.

Where necessary for editorial, technical or communication purposes, Menexa Srl may adapt the formatting, dimensions, layout and presentation of submitted materials, without materially altering their meaning.

8. Event changes and limitation of liability

Menexa Srl may modify the programme, communication methods, technical features, publication schedule and organizational arrangements of Budapest Art Week where required by technical, operational, editorial, legal or organizational needs or by circumstances beyond its reasonable control.

Menexa Srl does not guarantee any specific level of visibility, attendance, media coverage, commercial return or professional opportunity resulting from participation in Budapest Art Week.

To the fullest extent permitted by applicable law, Menexa Srl shall not be liable for indirect losses, loss of opportunity, reputational damage, loss of profits or damage caused by inaccurate, unlawful or unauthorized content supplied by participants or by circumstances beyond Menexa Srl’s reasonable control.

Nothing in this notice excludes or limits liability where such exclusion or limitation is prohibited by mandatory applicable law.

9. Processing methods and security

Personal data will be processed using manual and electronic means in accordance with the principles of lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, integrity and confidentiality.

Menexa Srl will adopt appropriate technical and organizational measures to protect personal data against unauthorized access, unlawful processing, accidental loss, destruction or damage.

10. Recipients of personal data

Personal data may be processed by personnel authorized by Menexa Srl and may be shared, where necessary, with:

• technical service providers and hosting providers;
• website, software, communication and mailing service providers;
• professional advisers and consultants;
• institutional partners and entities directly involved in the organization or promotion of Budapest Art Week;
• public authorities, where required by law or necessary for the protection of Menexa Srl’s rights.

Where required by law, service providers processing personal data on behalf of Menexa Srl will be appointed as data processors under appropriate contractual arrangements.

Personal data will not be sold to third parties.

11. Processing and storage within the European Union

Personal data will be processed and stored exclusively within the European Union. Menexa Srl will not transfer personal data to countries outside the European Union and will use technical and organizational service providers whose processing activities relevant to Budapest Art Week are carried out within the European Union.

12. Retention periods

Personal data will be retained only for as long as necessary to fulfil the purposes for which they were collected.

• data required for application management will be retained for the period necessary to assess the application and manage any resulting relationship;
• administrative, accounting and contractual data may be retained for up to ten years, unless a longer period is required by law or necessary for the establishment, exercise or defence of legal claims;
• data processed exclusively for optional promotional communications will be retained until consent is withdrawn or the data subject objects to the processing;
• public-facing materials, catalogues, press releases, social media content and documentation relating to Budapest Art Week may remain available as part of the event’s historical archive, subject to applicable law and the rights of data subjects.

13. Rights of data subjects

Data subjects may exercise the rights provided for in Articles 15 to 22 of the GDPR, where applicable, including:

• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restriction of processing;
• the right to data portability;
• the right to object to processing;
• the right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Requests may be sent to info@menexa.eu.

The exercise of data protection rights does not automatically require Menexa Srl to erase materials that must be retained to comply with legal obligations, protect legitimate interests, establish, exercise or defend legal claims, or preserve documentation already lawfully published where continued retention is permitted under applicable law.

14. Complaints

Without prejudice to any other administrative or judicial remedy, data subjects have the right to lodge a complaint with a competent supervisory authority.

In Hungary, the competent supervisory authority is:

Hungarian National Authority for Data Protection and Freedom of Information — NAIH
Nemzeti Adatvédelmi és Információszabadság Hatóság

Data subjects may also lodge a complaint with the supervisory authority of the Member State of their habitual residence, place of work or place of the alleged infringement.

15. Acceptance of the terms

By submitting the application, the applicant confirms that they have read and understood this notice and expressly accepts the terms governing participation, the processing of personal data necessary for the management of the application and, if admitted, the publication and promotion of the participant profile and related events in accordance with this notice.

Where the application is submitted on behalf of an organization, association, gallery, institution, company or other entity, the person submitting the application declares that they are duly authorized to act on its behalf and to provide the submitted data and materials.