Programa Festival 2024 | Festival Coral Internacional, PERSONAL DATA PROCESSING

Asociación Pro Paz Choral Fest – “Choral Fest Costa Rica”

1. Data Controller

This Privacy and Personal Data Processing Policy (hereinafter, the “Policy”) governs the processing of personal data carried out by:

Asociación Pro Paz Choral Fest, hereinafter “Choral Fest Costa Rica”,
as the controller of the databases related to the festival, its educational, artistic and communication activities.

2. Legal Basis

The processing of personal data is carried out in accordance with the applicable laws of Costa Rica, in particular:

Law on the Protection of the Person in Relation to the Processing of their Personal Data (Law No. 8968).
Regulation to Law No. 8968 (Executive Decree No. 37554-JP).

These regulations establish the rights of data subjects (access, rectification, cancellation and objection, among others) and the obligations of those who process personal data.

3. Scope of Application

This Policy applies to personal data processed by Choral Fest Costa Rica in relation to:

Applicants and participants in Choral Fest Costa Rica (singers, conductors, companions, chaperones, etc.).
Staff, volunteers, suppliers and sponsors.
Members of Asociación Pro Paz Choral Fest.
Users who contact or interact with Choral Fest Costa Rica through the website, social media, forms, emails, events, workshops or other communication channels.

4. Personal Data Collected

Depending on the relationship with Choral Fest Costa Rica, the following types of personal data may be collected:

Identification data

First name and last name
Type and number of identity document
Nationality, date of birth, gender (if required)

Contact data

Landline and/or mobile phone number
Email address
Physical or postal address
Country and city of residence

Professional and artistic data

Name of the choir or organization
Role (conductor, singer, companion, volunteer, sponsor, etc.)
Information on choral or musical background, when requested in participation forms

Billing and payment data

Data necessary to process payments and issue receipts/invoices
Banking information of the person responsible for the payment
(credit card information is not stored in our own systems when external payment gateways are used)

Travel and logistics data

Travel dates, airline, schedules (when necessary to organize the festival package)
Information relevant to accommodation and internal transport bookings (food allergies, special needs, etc., when voluntarily provided)

Images, audio and audiovisual materials

Photographs, video and audio recordings taken during concerts, workshops and festival activities.
Images sent by participants for dissemination, accreditation or promotional purposes.

Browsing data (website)

IP address, browser type, pages visited, cookies and similar technologies, depending on the configuration of the site and the user’s browser.

In all cases, the data collected will be adequate, relevant and not excessive in relation to the purposes for which they are requested, in line with the principle of data quality.

5. Purposes of the Processing

Choral Fest Costa Rica will process personal data for the following purposes:

Festival and artistic activities management

To process participation applications.
To assess and confirm the participation of choirs and individuals.
To organize concerts, workshops, meetings, rehearsals and other program activities.

Travel and booking management

To coordinate accommodation, internal transport and other services associated with the festival package through Travel IN Paradise Group Tours and other tourism providers.

Administrative, legal and accounting management

To issue invoices, receipts and other supporting documents.
To manage payments, refunds and account balances.
To comply with legal, tax and association-related obligations.

Communications and information

To send emails, messages and notices related to:
- Participation confirmation
- Program, logistics and schedule changes
- Important information about the festival, requirements, reminders and safety notices
To send information about future editions of the festival, artistic or educational activities or projects related to Choral Fest Costa Rica (when the data subject has given consent or when there is another valid legal basis).

Promotion, outreach and festival documentation

To use photographs, videos and audio recordings in:
- The festival’s website and social media
- Promotional materials (printed and digital)
- Reports, highlight reels, documentaries or similar productions
To disseminate the image of the festival and its participants in the context of promoting peace through choral music.

Security and legal compliance

To respond to requests from competent authorities.
To prevent, detect and investigate potential breaches of the festival’s terms and conditions and of applicable laws.

At any time, the data subject may object to the sending of commercial or promotional communications by following the mechanisms indicated in such communications or by writing to the official contact channels.

6. Legal Grounds (Lawful Basis)

Depending on the case, the processing of personal data is based on:

Informed and express consent of the data subject, when required by law (for example, for marketing databases or newsletters).
Performance of a contract or pre-contractual relationship (for example, participation in the festival, management of travel and accommodation packages).
Compliance with legal obligations (accounting, tax, immigration or other applicable regulations).
Legitimate interests of Choral Fest Costa Rica in organizing and improving its activities, promoting its projects and ensuring the safety of participants, always respecting the rights and freedoms of data subjects.

7. Data Recipients and Transfers

Personal data may be shared with:

Travel IN Paradise Group Tours (Páginas Activas Guayacán Internacional S.A.)

For the proper provision of tourism services linked to the festival (accommodation, internal transport, tours, etc.).

Service providers

Hotels, transport companies, travel insurance providers, ticketing companies, technology platforms (mass email services, cloud storage, online forms, etc.), always under confidentiality and data protection obligations.

Public authorities

When necessary to comply with legal obligations, such as immigration, health, tax or other requirements imposed by Costa Rican law.

Limited public dissemination

Photographs, videos and other audiovisual materials may be published in media and communication platforms for the promotion of the festival, always within the uses described in this Policy and in the festival’s terms and conditions.

If international data transfers take place (for example, use of storage services or platforms located outside Costa Rica), Choral Fest Costa Rica will seek to ensure that such third parties offer an adequate level of data protection, in line with international best practices.

8. Data Retention Period

Personal data will be kept:

For as long as necessary to fulfill the purposes for which they were collected.
While there is an active relationship (participant, staff member, supplier, member).
For additional periods required by law (for example, retention of accounting or tax records).

Once the purposes and legal retention periods have been fulfilled, the data will be deleted, anonymized or securely archived, in accordance with applicable regulations.

9. Rights of Data Subjects

In accordance with Law No. 8968 and its Regulation, data subjects have the following rights, among others:

Right of access: to know what personal data are held and how they are being processed.
Right of rectification: to request the correction of inaccurate, incomplete or outdated data.
Right of cancellation or erasure: to request the deletion of personal data when they are no longer necessary for the purposes for which they were collected, or when there is a legitimate reason to do so.
Right of objection: to object, on justified grounds, to the processing of their data in certain cases, especially for advertising or commercial communication purposes.

How to exercise your rights

The data subject or their legal representative may exercise their rights by sending a request to:

The request must include at least:

Full name of the data subject.
Identity document number.
Clear description of the right they wish to exercise (access, rectification, cancellation, objection).
Contact details to receive a response.

Where necessary, Choral Fest Costa Rica may request additional documentation to verify the identity of the applicant.

Choral Fest Costa Rica will handle requests within the time limits established by Costa Rican law and will inform the data subject of the corresponding resolution.

10. Security Measures

Choral Fest Costa Rica adopts reasonable technical, administrative and organizational measures to protect personal data against:

Unauthorized access
Accidental loss or destruction
Misuse or unauthorized alteration

These measures are aligned with the information security principles established in Law No. 8968 and its Regulation.

However, no system is completely invulnerable, and Choral Fest Costa Rica cannot guarantee absolute security of information against events beyond its reasonable control. In the event of a significant security incident, data subjects will be informed as required by law.

11. Use of Cookies and Similar Technologies

The website and digital platforms of Choral Fest Costa Rica may use cookies and similar technologies in order to:

Improve the browsing experience.
Obtain statistics on site usage and performance.
Personalize content or remember user preferences.

Users can configure their browser to block or delete cookies; however, this may affect some functionalities of the site. If there is a specific Cookie Policy, it will be made available on the website.

12. Changes to this Policy

Choral Fest Costa Rica may modify or update this Policy at any time in order to:

Reflect legal or regulatory changes.
Adapt to new internal data processing practices.
Improve the clarity or scope of the information provided.

Changes will take effect upon their publication through the official channels of Choral Fest Costa Rica. If a data subject does not agree with the new terms, they may exercise their rights and, in particular, withdraw their consent, where applicable.

13. Contact and Queries

For any query, comment or request related to personal data protection, data subjects may contact:Choral Fest Costa Rica – Asociación Pro Paz Choral Fest

Last update: San José, Costa Rica, November 2025.

Note: This document is a general guide and it is recommended that it be reviewed by legal counsel in Costa Rica to ensure full compliance with current regulations.

#PrivacyPolicy #DataProtection #ChoralFestCostaRica